Writing Effective Memos

Writing Effective Memos

Writing Effective Memos

Effective business writing can save costs, improve communication and advance professional development, but many

individuals dislike writing, some even fear it.  In childhood, writing is a fun process, but everything changes as we

grow up. Writing is no longer fun; as adults, our writing is judged and criticized consistently. A large amount of

criticism and evaluation comes from our teachers at the school. It should be mentioned that these teachers are well-

intentioned. Whether we like it or not, teachers teach us how to write. Writing for satisfactory value aims to use big

words and fill a certain number of pages, all to grab the teacher’s attention. When we graduate school

and take on a role in a business organization, we realize that business requires a different set of writing skills. Some

Writing Effective Memos

of the required skills are not taught in school unless you are taking a business writing course. Our audience is our

teachers, but in business writing, there is a wider audience. In the “time is money” business, viewers don’t have time

to sift through our reports for key points.

Too many business writers argue that big words are a sign of superior intellect and ingenuity. Communicating in an

unfamiliar tongue can be arrogant. A rich vocabulary is essential. There are many useful big words for which there is

no satisfactory substitute, as long as the big words are used correctly and the reader or listener is not confused. Big

words can add spice to a piece of writing. However, in letters written to colleagues, clients, and the general public, it

Writing Effective Memos

is best to keep a dictionary. Instead, the writer should choose the words that are most common to people. Even if the

writer knows the person he is writing for is very literate, it is still a good idea to choose simple words over interesting

words. Not because the reader will not understand the author but because the writing of the conversation is more vivid and interesting.

In addition, many employees write letters, memos, and emails far better than necessary.  A writer who takes 100

words to say what might be said well in 40 is a distraction, a waste of time. A two-page letter is fine, sometimes the

writer may want to include unnecessary words but that add warmth and friendliness. Even so, wasted words are

Writing Effective Memos

words that confuse the message without adding anything, but actually, reduce the message. Effective writing can save

money without tarnishing the image of the organization.

Many arguments can be made about the high cost of business writing. When you think about elements like stationery

and postage, writer time, secretary time, and overhead expenses, the cost of a business letter can be high. Whenever

a new expense report comes up, conscious executives are usually trying to cut spending. On average, a letter may cost

up to 15 dollars. The cost of business writing is too high in many companies. A large number of expenses

are the result of the writer’s time. Business professionals may spend an hour or so staring at a blank screen because

they don’t know what to write.

Writing Effective Memos

However, let’s be rational. The money spent on writing a letter with all the overhead costs incurred can be small

when compared to the money lost by writing a bad letter or no letter at all. A short and quick message thrown at a

highly valued customer can please a cost-conscious manager but can result in a reduction or total loss of that

customer’s business. So it can be expensive or inexpensive business writing. Letters, memos, and emails in business

organizations are not just communication media. They are an effective substitute for face-to-face visits, making and

forging friendships, attracting and retaining customers, and building a positive image of yourself and your organization.

Even a slight improvement in business writing skills may also improve career prospects. However, individuals need

to first acknowledge that they have problems with business writing. Writing is not a gift; it is a skill learned for writers.

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