Category: career

Why You Should Take The Initiative

“A lot of times in life, things won’t be handed to you, opportunities won’t just present themselves to you, and relationships or friendships don’t just form out of thin air.”

A lot of times in life, things won’t be handed to you, opportunities won’t just present themselves to you, and relationships or friendships don’t just form out of thin air. You must be making the effort more often than not to take the initiative to do all those things I just mentioned. It is not easy and can cause you rejection, stress, and even heartache, but if you just expect your life to just progress on its own without putting in the work, you will be sorely mistaken.

Making that initial effort will make the difference as you devote 80-90 or even 100% to get the return you were looking for. You may expect others at work, at school, or in your personal life to meet your half-way or 50/50 after a while but you may find that it’s a running theme in that instead of finding it as being equal or meeting them halfway, it’s likely to be more 60-40 or 70-30 in terms of your effort versus theirs. Now, that does not mean you should be taking the initiative all the time to ask for that promotion, or be open to developing a friendship, or seeking a new relationship but you’ll be better off from driving the effort rather than by taking a backseat.

Having more of the effort initially won’t just make an impression on the person but it will also develop your abilities, your relationships, and your professional / educational future more so than if you had made less of the effort. You should be conscious that the initiative you are taking is worth it and that the time you are putting in gets the result(s) that you are looking for. Your hard work, effort, and perseverance should lead to the other party putting in some conscious effort after a while. If it is just a one-way street in terms of that effort months or years later, I think that relationship, job, or friendship is likely to be doomed to fail.

It would not be fair or just for you to be constantly taking the initiative especially when that person isn’t reciprocal at all or even 30-40% of the way in a friendship or relationship. If you are giving all of the effort and feel like you’re not getting anything back from it, you may be dealing with an ‘emotional vampire’, who you may enjoy their company and like them but the fact that you are putting in all the work to keep things going and them not doing anything to reciprocate is not only a form of manipulation but it is also a sign of someone who only wants to take advantage of you.

They may lack certain qualities including introspection or self-awareness so they may not think they are at fault but if you believe that nothing is going to change, your time and efforts aren’t being valued adequately, and you are not getting as much in return from them, you may need to cut them off or just take a break from being with them or working for them. I encourage proactivity, being extroverted, sociable, and wanting to take on new goals, but if it is draining you and the results professionally or the relations personally you get as a result are not satisfying from that 60-40 or 70-30 set up, it may be best to move on to another person or opportunity.

To cite some examples, if you are good at reaching out to friends or acquaintances and just checking in to see how they are doing or even making the effort to see them and spend time together, that’s a positive initiative to take and shows you care about keeping that relationship going even if it had fizzled out a bit. However, if you feel like you are constantly the one making the calls, setting up the plans, or checking in on them, and they are not doing the same to you on that 30-70 or 40-60 balance that I mentioned, then it may be best to cut back on making the initiative there. If they truly cared about you, they would seek to make plans to see you by their own initiative or they would call to check in every now and then to see how you have been doing. Again, you should not be doing that all the time and if you find that it is becoming a pattern with that person, it may be best to stop seeing them so much since it looks like more of a one-sided friendship or relationship rather than a balanced one.

Another example professionally would be if you’re looking to boost your career and would like to learn new skills, then you should take that initiative with a training or a workshop or a conference that can make you more valuable to your employer. Similarly, if you take it upon yourself at work to learn a new skill by taking courses or attending seminars or providing trainings to others, it should be recognized not only to develop your career but to also further yourself in your role with better compensation or to be promoted to a new role because of the skills / abilities you acquired. If you take the time to volunteer, to be trained, to train, and to become a better worker, your employer or company should realize that it is also not a one-way street so there should be a proper recognition of your having taken the initiative to be more valuable to the firm in question.

However, if you find that after multiple trainings, skills developed, or competencies improved upon, that you are not getting the desired career promotion or compensatory boost, it may be that your initiative, while recognized, is not being formally appreciated. You made the most of the opportunities given but the other party involved doesn’t seem to recognize the new value or abilities you can provide. In this kind of situation, it may be best to start looking elsewhere professionally with those new proficiencies in your work to find a firm, company, or organization who will do their best to meet you halfway or maybe 40-60 so that you know that they care about you staying with them into the future and that your presence is both valued and appreciated, which is actually shown in different ways, a promotion, a raise, or otherwise.

Personally or professionally, you should consistently be looking to take action or initiative to improve your life in either way. However, it should not give the other party free reign to not give anything back in return or to provide their own initiatives or actions for you to take part in after they start it up. If you invite your friend to a barbecue, hopefully they’ll reciprocate in the future by having you over for a birthday party. If you do a skills workshop for a week to improve your competency at work, maybe your company or firm can reward you with a promotion to apply those new skills you picked up. It’s not always 50-50 in life and you may have to do most of the work, especially at the beginning of a new job or friendship. However, if it is you who is giving 100% and them putting in 0% in return on a consistent basis without the other party realizing it, it’s a toxic kind of relationship and you should be cutting ties with that person or entity as soon as possible.

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What We Need vs. What We Want

Understanding that you must be able to divide up the two categories fairly and also be able to balance them healthily with our seemingly limitless desires at times is key to being a fully formed individual.

A key part of adulthood is being able to know the differences between knowing ‘what we want’ vs. knowing ‘what we need.’ Understanding that you must be able to divide up the two categories fairly and also be able to balance them healthily with our seemingly limitless desires at times is key to being a fully formed individual. As children, we are taught to temper our desires to manageable levels and to remember to not be selfish especially when it conflicts with the needs of others.

We are flawed as humans in that we often let our wants overtake our immediate needs and that we cannot distinguish the two in terms of actual importance. I may want a new suit but if I only have so much money, do I really need it? Am I being selfish by buying a suit when I already have a perfectly good one at you? These questions are especially important to pose when you have limited money or time to contribute towards either your needs or wants. What we focus on each day shows us if we care more about ‘needs’ or ‘wants.’

It has to be non-negotiable in your own life how your needs come first and will always come first. Your wants have to be considered in terms of whether you actually need them and how much they will actually add that much to your life. When it comes to your wants, you should not only be thinking about their utility in the short-term but also in the long-term. Will you be that much better off not just a day later, a week later, or a year later when you satisfy those wants? A short-term want will be fleeting and may end up not even be worth it whereas a long-term want like starting a business, getting your degree, or moving overseas are often worthwhile investments and satisfactory wants that will put you ahead in your life. If you do want to fulfill your wants, they should be in the interest of you moving forward, learning new things, and developing your interests.

Short-term wants are good every now and then like a new bicycle, a nice meal out with friends, or a trip to a day spa, but the gratification will be short-term, and you can’t rely on those wants to fulfill you in the long-term. Long-term wants are harder to achieve but they often have higher levels of satisfaction. These wants aren’t automatically given to you and you have to work for them but it’s often worth the effort more so than just things being handed to you automatically. Your wants have to be kept in moderation too because if you let your wants overwhelm your needs, you may be left with less than you had before. An adult keeps their wants in check and prioritizes their needs first to make sure that their life is headed in the right direction. Long-term gains have to always take priority over short-term gratification, which may give you happiness but won’t give you fulfillment in the long run.

Your needs in daily life should always come first in terms of securing them. Whether it is water to drink, clean air to breathe, food to eat, and a roof over your head; they are all part of the equation to keep you in good spirits and in good health. Do not let your wants take away from your immediate needs because when it comes down to it, your wants may come and go but your needs are your needs and that never really changes. Abraham Maslow’s ‘hierarchy of needs’ was pretty much on the money in terms of distinguishing what are most urgent needs are and beyond that, what could be considered wants. We have the physical needs of eating, drinking, sleeping, maintaining homeostasis (not too warm or too cold) but beyond that, we start to go into the wants territory of seeking out self-actualization as well as having a steady purpose in life.

We all need human connection along with friends and family who care about us but that is not given to everybody and that kind of need is something that you have to work for and what you have to ‘want’ in a way. We all need safety and security to carry out our lives but that is something that we have to work towards to and that is not guaranteed when we are born. What we need may not been given to us like friends and family or the security of a place we live in and we may have to take action to turn those needs into a reality by wanting them badly enough.

In Maslow’s ‘Hierarchy of Needs’, our basic needs must be taken care of first as the pyramid shows us but then you have our psychological needs such as love, relationships, friendships, and feelings of accomplishment and goal-setting. As you go up the pyramid, you get into the ‘self-fulfillment’ needs category of achieving our potential, reaching our set goals, and becoming the best version of ourselves through self-actualization. This category is tricky, but we may feel that we need to be fulfilled that way; how hard are you willing to work to achieve that and how much do you really want to achieve it?

I would argue that our basic needs of food, drink, shelter, warmth, etc. are real needs but our psychological or self-fulfillment needs are different in that while each of us need them in our life, they are really ‘wants’ that you have to earn and to work for. Our basic needs are not given to us either, but they are of such urgency that we will do almost anything to have them guaranteed and it often subsumes our other ‘needs’ like love, friendship, or career goals.

What we need to live is our number one priority. Everything after that is supplementary in life. What we want Is important but it’s clear that our wants are endless at times and we need to prioritize with our limited time and/or money what matters to us most to achieve or to have. Being able to prioritize while understanding this internal battle is key to being a fully formed individual capable of holding our wants at bay while getting our needs taken care of.

Lastly, it is important to distinguish between short-term needs and long-term needs. Short-term needs should always take priority over long-term needs, but you can work towards both at the same time. You can hunt for food and still have companionship with a loved one at the same time. You can watch your vegetables grow while you’re studying for your next course exam or replying to emails. However, if your immediate needs are unmet or neglected, your long-term needs will have to take a backseat because they are just not as critical as what short-term needs are in terms of daily occurrence. You need to eat and drink water a lot more than you need to see your family and friends as an adult. I’m sure you would love to see them every day but it’s more likely you would see them once a week or a month or maybe less if you’re really busy.

Your immediate needs can be balanced with long-term needs, however, if you can’t cook for yourself, make money to support yourself, or be able to clean and take care of yourself physically, not many or very few of your long-term needs can be met after. As an adult, you need to take care of the daily details before you can reach your lifelong dreams and goals. What we need vs. what we want is a constant battle taking place in our mind. If we don’t pay attention to how to win this battle by trusting in our innate knowledge of what we are capable of doing to achieve them one by one and what are healthy priorities to focus on, you won’t be able to get very far in life with either your needs or your wants.

English Corner – Proper Email Etiquette

“In order to write good emails for your professional pursuits or for your career, you need to be able to understand the proper etiquette that comes with this kind of writing.”

Writing cohesive yet concise emails is a key professional trait to be successful at as part of your overall English writing skills. In order to write good emails for your professional pursuits or for your career, you need to be able to understand the proper etiquette that comes with this kind of writing. If you are able to master the etiquette of emails, you will be able to do a good job in working well with others, being cooperative, and being considered a team player.

Without proper etiquette, you are likely to not be taken seriously at your work and you may not be able to have others take the rest of your email as seriously as it should be. Once you have the etiquette down, the content of your email is likely to be read and taken into consideration for whichever subject you are addressing.

The Introduction: Email etiquette starts with the introduction of any email message so if you do not get it right from the beginning, the rest of the email will suffer. I believe it is important to remember that how you introduce your email depends on if you know the person or not. If you do not know the person, you should begin your email with the following: ‘To whom it may concern,’ ‘Dear Sir’ (for a man but without a known name), Dear Madam (for a woman without a name known). These three ways are both formal and proper in terms of addressing someone at work or for business if you do not know who they are.

However, if you do know the person, it is best to address the email as ‘Dear Mr. __________ / Dear Ms. __________’, their last name should always come after Mr. or Mrs. To indicate the formality of the email and the unknown status of the woman’s marital background, it is best to use Ms. or Miss for the woman’s last name rather than assuming that she is married right away.

Lastly, I would refrain of saying ‘hello’, ‘hello there’, ‘hi’ to start off the email if you do not know who it is you are emailing. It is best to instead go with good morning / good afternoon or even good evening depending upon the time of the day that you are emailing for your work. I would say that once you have exchanged an email or two, you can be more informal by starting off your email with Hello ________, Hi __________, or just ‘Dear _________’ as you had for the first email.

Continuing on with the introduction, the first paragraph should begin with Hello and then a few following options below depending upon your preference.

“Hello, I hope that this email finds you well, I hope that you are doing well, I hope that you are having a good week, etc.“

You can also say the purpose of your email in that first paragraph by stating your clear purpose up front by something like:

            I am emailing you today because _______________.

            The purpose of my email is to __________________.

            I am messaging you today in the hopes that _______.

            This email is to inform you that _________________.

These are all great ways to start off a formal email and to inform your reader quickly what you are messaging them about, and it should be done in the first sentence after your salutation at the beginning. I would keep the overall introduction just two or three sentences and state the main idea of your email quickly and succinctly. You want to make it easy for the professional person or the worker to know what it is you are messaging them about and how does it involve them, all in the introduction paragraph.

The Body Paragraph(s): There is not too much to keep in mind when it comes to formality in body paragraphs but make sure you use formal words like ‘please’, ‘thank you’, ‘if you could’, ‘it would be great if…’, ‘we would be appreciative of…’, etc. The main thing to keep in mind is that you are using sir or ma’am throughout the paragraph(s) and to add in a Mr. ______, Mrs. _________ every now and then. If you need to ask something or request a few items of need, always use ‘please’ and ‘thank you’ for any major thing that you are asking for business purposes.

In order to make the email a two-way exchange, relay what you are planning to do in response to make sure that the business relationship or the exchange of information goes smoothly. Beyond the purpose of the email outlined in the introduction, you should add the supplementary details beyond the ‘ask’ or the ‘request’ in the body paragraph(s). Towards the end of the body, make sure you list a timetable for when you might need a reply back and who else you may have CC’d or added on to the email who is pertinent to the message.

While not the main focus of email etiquette, you should be using formal vocabulary throughout this part of the email and don’t forget to use ‘could’, ‘would’, ‘when’, instead of insisting with ‘you need’, ‘you will’, which is not polite at all. Any request in the email should be made with the possibility that the person may say ‘no’ to you and you should be ready to hear that kind of answer but it can help your chances of success when you are polite not just in the introduction but throughout the heart of the email as well.

The Conclusion: The most important thing to keep in mind when it comes to email etiquette in this part is to thank them above all else for their time and their attention to your message. Whatever the ask was in the body paragraph, you should thank them formally for their consideration and that you hope to hear from them soon.

You also want to say that you hope to stay in touch and to leave your contact information with them including your work phone, your best email address, and what time(s) of the day are best to be reached. It does not hurt to also say that you are hoping that they are doing well or if it’s a Friday, ‘to wish them a good weekend’, if you are writing the email before a holiday, it’s nice to also ‘wish them a good holiday’ but only best to do so when it’s a non-religious holiday rather than assume they are of a certain religion, of course.

To end the formal email on a good note, you should sign off with one of these options, which are both formal in nature and also really considerate to other people. Depending upon your preference, any of these options would be fine. It is also key to remember that you put a comma after any of these closing salutations and then write or sign your full name below it so they know who sent the email and who is making the request(s).

The following closings are good ways to end the email according to proper etiquette:

-‘Best,’

-‘Sincerely,’

-‘Warm Regards’,

-‘Kind Regards’,

-‘Regards,’

-‘Best Wishes’,

-‘Warm Wishes’,

‘Thank you,’

‘With gratitude’,

-‘Many thanks,’

The one closing that I would not endorse for a formal email of this nature is ‘much appreciated,’ because it is a little too informal in its vocabulary and would best be used instead with close friends or family members or for a business connection whom you already know very well.

After having the etiquette down well, you will be able to draft much better business or career-related emails because not only will your vocabulary improve but also your understanding of the English-speaking business culture. This kind of email writing takes time and practice but if you are willing to learn from others, practice a lot, and make a few mistakes every now and then, you will definitely be benefitting in your business or career after some time. There are clear differences between formal emails and informal emails and the etiquette that each kind of email shows makes all of the differences known. In order to write a complete email of a formal nature, you have to use etiquette properly not just for the introduction but also for all of the body paragraphs and for the conclusion as well.

From the opening salutation to the closing wish, your email etiquette must be consistent and clear for whoever is reading it. Be sure to use your best judgment, edit it before sending, and be patient in waiting for a reply. Do not be afraid to make a few mistakes because emails are sometimes hastily written, and you may fudge a word or two but that should not stop you from forgetting your overall etiquette with that person with whom you are corresponding. Writing the first draft of any email is the hardest part but once you got that part down, you will be well on your way to becoming a great English email writer.

English Corner – The Basics of Business

“However, as you get older and you advance in your career or your business pursuits, you may find it to your advantage to know the basics of business English. In addition to the vocabulary and the grammar, you need to be aware of the major steps before you can advance in your position.”

It is likely that you will want to improve your English for purely professional reasons at some point. If that’s not you, then this blog post will not apply to you. However, as you get older and you advance in your career or your business pursuits, you may find it to your advantage to know the basics of business English. In addition to the vocabulary and the grammar, you need to be aware of the major steps before you can advance in your position. I cover a number of these topics in both Business English private lessons and also in an online course specifically for this subject.

For this article, I am going to focus only on the basics of business English and how to get your foot in the door to give yourself a chance to either get hired, get promoted or at least feel more comfortable using your English skills in a professional setting. I am not going to make a huge list of items for you to accomplish but rather give five pieces of general advice for you to get started in this niche part of the language. If you can get these five tidbits down in terms of remembering and utilizing them, you should have no problem getting to the intermediate or advanced topics within the business English curriculum, which is covered in both private lessons and an online course.

Let’s start with the most obvious point and then become more and more obscure from point #1 to #5. Some of these points of advice will seem obvious to you and I hope that others will make you think of your own approach and how it could be improved. I believe you will find these five pieces of advice useful to get you started with Business English and to keep you learning these kinds of topics into the future.

  1. Network, Network, and Network Some More: Networking and connecting with others is the key place to start when it comes to getting started with developing your business English skills. Networking is the foundation for doing the most amount of business and it can take various forms. When you’re emailing, you’re networking. When you’re at an event meeting people and practicing your English, you’re networking. When you’re calling potential partners or future customers over the phone, that too is a form of networking.

The biggest skill you’ll need to develop and hone for the English-speaking business world will be to become a good networker in a non-native language. There is no better test for your speaking, writing, listening, and reading skills then to put yourself out there and network with others who are also English speakers, native or otherwise. Networking also takes a serious amount of effort so make sure you put in the time to practice whether it is for writing e-mails, developing your business cards, or remembering to show up for events.

2. Remember the Small Details: In business, you not only have to remember the big details whether its’ for a project, a trip, or a presentation but it’s even more important to be aware of the small details. Mastering the small, insignificant details can make the difference between a successful business deal or an absolute disaster. What are the small details? Well, they could be a number of things. I like to think of them as peoples’ names, technical details, the times and dates of meetings, and staying on top of your tasks each and every day.

Preventing yourself from slacking off or getting complacent falls under this category of remembering the small details. You may think that names, dates, or the technical details are not important but if you forget or you neglect them, something is likely to blow up in your face. You may also hurt someone’s feelings or cause someone else to feel overwhelmed when you make little mistakes. In business, even small issues can become big issues, so it is better to strive to be a perfectionist than to let the small things slide. It does not mean obsessing over every little thing, but it means treating every part of a task the same and not slack off when something does not interest you because it could mean you making more careless errors. The little details can also make you stand out in a good way when you remember them and earn you greater respect and comradery at your work when you don’t make those careless errors too.

3. Put in The Extra Time: Similar to the Art of Networking extensively when you are starting out in business, putting in overtime to network or to get some extra work done or to put more effort on a project can develop your business acumen a lot quicker. Being a reliable and hard worker on a team can make up for your lack of knowledge in certain areas of the target language like English. However, you should be willing to put in extra time to study and work on the English skills needed to develop your proficiency in business, regardless of what type of business vocabulary and grammar you need.

You will need more than just the normal eight or nine hours doing your job but to develop your English level for business, you’ll need to be studying and practicing an hour per night to get really good at the English needed for your career.For this practice, you will need to mix it up with speaking practice, writing for potential work projects, and listening to other native speakers and seeing if you understand what they are telling you. Extra time not just for your job but also for your business English needs will set you apart if you are willing to put the effort in on a consistent basis over weeks or months in order to move ahead in your career.

4. Mastering Pleasantries: No business can be done without the correct way of speaking to both colleagues, potential partners and your superiors. You have to know how to talk to and interact with each type of person in your office or in your company. This involves studying pleasantries and the different vocabulary words that these conversations involve. There are different formalities and informalities involved when you’re talking with others professional depending on who they are. How you talk to your boss is different to how you talk to your intern who is in college.

Being proficient in business English means being able to have both productive and appropriate conversations with people from the higher ups to the new folks who just arrived. Greetings and goodbyes as well as making small talk are all important aspects of successfully doing business. Any good businessperson also is well versed in cross-cultural communication especially through the medium of a global language like English. Most of business is done over lunch, dinner, or an adult beverage.In order to have productive conversations, it starts with knowing how to address people in your own company and in other companies. It all starts with mastering pleasantries and then you can keep practicing mastering the entire conversation later on.

5. Know Who You Are (Background and Experience): Before you can begin to write about yourself let alone develop your professional resume (CV) and cover letter, you have to be able to know who you are. Knowing who are you means knowing how to write about yourself without bragging too much or boasting of things you did not do. You have to be aware of both your strengths and your weaknesses. You also should know what your skills are and what you still need to learn about. This trait of business involves having self-awareness and giving a fairly accurate perception of who you are professionally to other people.

Before you develop a resume, a cover letter, or even a short writing sample, it’s important that you firstly recounter your professional background up to this point where you start writing out everything in English. You’ll need to be aware of how to tie all of your professional experiences together, come up with a longer ‘pitch’ of what you bring to the table and how a company or business would benefit from you being there. Lastly, it’s key to brainstorm about your experiences, your career goals, and what your professional profile would be before you start putting pen to paper. This fifth basic trait may be the hardest to pull off but if you are to become comfortable using English for business purposes, you need to know who you are as a professional and about what you offer before you start jotting it all down.

These five basics of business for English may seem untraditional but you have to know how to walk before you can run, or you have to know how to network before you can sign the big deal for your firm. Your English skills for business have to master pleasantries, networking, and brainstorming before you can master presentations, deal making, or writing a formal cover letter. Taking these five basics seriously and getting them down first will not only make you a better English learner but you’ll also generally become a better businessman or businesswoman for having taken these bits of advice into consideration and acting on them to improve professional.

Once you have the basics down, let me know if you would be interested in a private Business English lesson or in enrolling in a Business English course to take your language skills in this area to a higher level. The sooner that you get started, the quicker you can advance in your career pursuits!

English Corner – On Writing Memos

“What is a memorandum you may ask? A memorandum or ‘memo’ is a type of written message passed along in a business for internal changes and review. Being able to edit, write, and understand memos is a key part of being successful in the business world.”

What is a memorandum you may ask? A memorandum or ‘memo’ is a type of written message passed along in a business for internal changes and review. Being able to edit, write, and understand memos is a key part of being successful in the business world. Memos are usually shorter in terms of written length and can range from as little as 100 words to about 1000 words depending on the subject matter. Memos are not only used in the business world, but they also carry over to governments as well as to non-governmental organizations (NGOs) at times.

While memos are not as popular anymore due to the rise of electronic mail (e-mail), they are still a fast, secure, and cost-effective way of communicating with other people in the business or company. If you are to work in a business setting, you’ll need to do a wide variety of vocabulary as well as have a good understanding of formal grammar and syntax.

Some key aspects of the memo include the header or title to sum up what the memo is about, the subject line to describe the focus of what the memo’s topic is, and then you have who the memo is addressed to with the To: line and then below that is the From: line to indicate who wrote the memo and where it is from. Then, you have the body paragraph(s) where the ideas of the memo are divulged and then the conclusion which re-states the ideas and sums up the purpose of the memo.              

You also want to make sure that the memo is single spaced or double spaced depending on the guidance you receive from your workplace. If there is an ‘attachment’ such as an image or a text, make sure it is attached to the memo before you send it out and that you indicate that there is an attached file when you write up the memo. Lastly, it is very important to leave your name at the bottom as well as the date at the top so that person who received the memo knows not only who it came from but when it was written to see how fresh or old it is.                                   

Memos place a high emphasis on timeliness but also orderliness while being able to sum up a large amount of information in a short amount of space. Most memos are only a page long but can get up to no more than five pages depending upon the subject or general content you are writing about. The style of any memo you write should always be concise and succinct.

You have to show analytical clarity with your writing. (It has to make sense to the reader). It may be sensitive material so you will have to be your own editor and not rely on others in the company. The content has to be informative, persuasive, and relevant to the audience. When you write or read a memo, you should expect for it to be impactful in some manner to inform the reader.

There are main questions you will want to answer in any memo that you write such as:

  1. What is relevant for the person reading it to be aware of from my memo?
  2. Why does it matter to the business / company / organization?
  3. What is the objective of the memo?
  4. Who is my audience for it?
  5. What is the issue that we are working on?

The most important thing to be aware of when asking these questions is what is the objective?, who are my audience?, and what is the issue I care about? If you forget the other questions, it is very important to remember OAI: objective, audience, issue. As long as you address those three main questions, your memo should be really concise and informative.

When it comes to the actual structure of the memo, the scope of your issue have to be addressed up front as well as the main points you want to focus on. The Subject of your memo should always be both descriptive and short (about 4 to 8 words)

1. Example: How to Increase Our Fourth Quarter Earnings

The ‘bottom line’ or summary sentence must be upfront or at the top of the memo. You should always have a good ‘hook’ to draw in the reader’s attention. You’ll also want to articulate the key points or the recommendations in the first or second sentences of your memo. You have to assume that the reader of the memo may only have time to read one paragraph of it especially if you are in government or in the business world for your career.

You should always be using specific facts and relevant information to bolster your bullet points. You’re going to want to paint a comprehensive picture of the situation at hand and what can be done about it. Always be able to articulate the risks of your reasoning, the possible consequences to your action points, as well as the counterpoints (additional context) if your memo calls for it. The memo should have a logical flow and is not as structured as an essay or article. Lastly, remember to utilize precise language and avoid unnecessary words.

When it comes to what you should always do in memo writing, the Do’s are quite obvious from a writer’s perspective: Choose your words carefully. Be brief and clear as much as possible. Anticipate and address the reader’s questions in them. Avoid leaps in logic and assumptions based on the memo’s content. Proofread or edit your writing thoroughly and consistently. Use correct grammar throughout the entire memo.

The don’ts of memo writing is a bit more difficult but also involve some common sense in addition to having the structure and the techniques memorized. Perhaps most importantly, don’t summarize but analyze instead. Don’t ever use either abbreviations or acronyms to save some space as it is important to spell all the words out to retain their meaning. It’s important to not have unclear terms that will confuse the reader or audience. Keeping any run-on sentences at all in the final version is also a big no-no. You also would not like to have unprofessional or unrelated jargon (vocabulary) that is not related to the memo in the text of what you have wrote.

Memo writing is an advanced form of English writing, but it can be quite useful to know how to do if you are willing to put in the work. For business, government, or NGO purposes, good memo writing will be essential to your career so please make sure to study the structure, the techniques, and the overall uses for memos even after reading this article. Good luck to you and I hope being able to write formal memos will further your business and career goals as an English writer.

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