How to Write a Professional Inter-company Email Memo

Analyze the purpose of the memo. Analyze all communications leading up to this email memo. Speak with others involved in the matter if you need to. You must convey the intent of the message clearly and factually. To do this properly you will need to know the background and history of the issue you address in the memo.

Stick to the main idea of the message and do not wander off-topic. You have a better chance of getting replies and motivating your reader if you cover one topic at a time. Addressing more than one topic in an email can confuse the clarity of the message and increases the risk of your audience missing important pieces of information and not responding properly.

When you write the email you must maintain a positive voice and be polite. No matter what the email memo is about, you must remain professional. Whether the memo is a congratulatory note or a new directive from management, your level of professionalism should not change. A well-worded email can make congratulations even more special or can make a new policy easier to accept.

Open every memo with a statement of the main idea. Use the opening paragraph to explain the circumstances of the email memo. Details are included in the body of the email, including a call for follow-up, if one is needed. The closing is always cordial and professional.

Proof the message, looking for typos, spelling errors and alignment issues. Always leave yourself enough time for revisions. Your name will be on the bottom of the email memo and you want to look professional.