How do you write clear and concise decision memos?

1 Define the purpose and scope

The first step in writing a decision memo is to define the purpose and scope of the document. What is the main question or issue that you are addressing? What are the objectives and criteria for evaluating the options? Who is the intended audience and what are their expectations and concerns? How much detail and background information do they need? Answering these questions can help you focus your memo and avoid unnecessary or irrelevant information.

2 Structure the memo logically

The second step in writing a decision memo is to structure the memo logically and coherently. A typical decision memo has four main sections: introduction, analysis, recommendation, and conclusion. The introduction should provide a brief overview of the problem, the context, and the main recommendation. The analysis should present the options, the pros and cons, and the evidence that supports your recommendation. The recommendation should state clearly and confidently what you propose to do and why. The conclusion should summarize the main points, highlight the benefits, and suggest the next steps.

3 Use clear and concise language

The third step in writing a decision memo is to use clear and concise language that conveys your message effectively and persuasively. Avoid jargon, technical terms, or acronyms that may confuse or alienate your audience. Use simple and direct sentences, active voice, and precise words. Avoid vague or ambiguous expressions, such as "maybe", "somewhat", or "possibly". Use transitions, headings, and bullet points to organize your memo and make it easy to follow. Proofread your memo for grammar, spelling, and punctuation errors.

4 Format the memo professionally

The fourth step in writing a decision memo is to format the memo professionally and consistently. Use a standard font, size, and margin for your memo. Include a clear and informative title, date, and sender and recipient names. Use a formal and respectful tone and address your audience appropriately. Include a signature line and any attachments or references at the end of the memo. Check the formatting guidelines of your organization or client and follow them accordingly.

5 Review and revise the memo

The final step in writing a decision memo is to review and revise the memo before sending it. Ask yourself if the memo is clear, concise, logical, and persuasive. Does it address the purpose and scope of the document? Does it provide sufficient and relevant information and evidence? Does it state your recommendation clearly and confidently? Does it anticipate and address any potential questions or objections? Does it follow the formatting and style standards? Ask someone else to read your memo and provide feedback. Make any necessary changes and improvements.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?