A business memorandum serves as a formal, internal communication tool designed to convey information, propose a solution, or announce a policy within an organization. While the body of the memo establishes the context and provides supporting data, the way the document concludes determines whether the intended message is successfully acted upon. A well-constructed ending ensures the reader retains the primary message and understands the immediate implications of the content. The closing section is the point where the writer must successfully translate information into tangible next steps.
The Critical Role of the Concluding Paragraph
The final paragraph of a business memo functions as a powerful, concise summary of the entire document’s purpose. This section is not meant to introduce new information but rather to restate the main decision, recommendation, or policy change announced in the body. By reiterating the core message, the writer ensures that the central idea is the last concept the recipient processes, promoting better recall. Maintaining a professional and courteous tone is important while the language remains firm about the decision or conclusion. For example, a memo discussing a budget reduction might end by briefly confirming the new spending limit and the date it takes effect.
Clearly Defining the Next Steps and Call to Action
The most functional element of the memo’s conclusion is the clear articulation of the required action, known as the call to action. This segment must directly specify what the reader is expected to do, who is responsible for the task, and the specific deadline for completion. Using direct, active language eliminates ambiguity and prevents delays in implementation. Phrases such as, “Please submit your division’s updated travel budget proposals to the finance department by close of business on Friday,” are far more effective than vague requests. If the memo requires no action, this section should explicitly state that the document is for informational purposes only, managing expectations for the recipient.
Choosing the Right Professional Closing
Immediately following the action steps, the writer includes a professional closing phrase, which sets the final tone before the formal identification. The choice of closing is dictated by the organizational culture and the relationship with the recipient, but it should always maintain a formal, business-appropriate demeanor. Common and widely accepted closings include phrases like “Thank you,” “Best regards,” or simply “Respectfully.” Closings like “Sincerely” or “Regards” strike a balance between professionalism and courtesy. In some corporate environments, particularly those with frequent internal communications, the closing phrase is omitted altogether, leaving a blank line before the writer’s name.
Formalizing the End with Initials and Distribution
The closing section requires mechanical elements that provide important metadata about the document and its circulation. Following the professional closing, the writer’s initials are typically typed to denote the authorship and approval of the final document. If the memo includes supplementary material, the notation for enclosures (Enc.) or attachments (Att.) must be included directly below the writer’s identification. The final component is the accurate notation of the distribution list, usually marked as “cc:” or “Copies:,” which lists all individuals who received the memo but are not the primary addressee.
Formatting Guidelines for the Memo Conclusion
Adhering to standard formatting rules ensures the conclusion maintains a clean, structured, and professional appearance. The entire memo, including the conclusion, should utilize left justification, aligning with standard business document conventions. Appropriate line spacing is important to visually separate the final components of the memo. There should be sufficient white space, typically two to four blank lines, separating the final call-to-action paragraph from the professional closing phrase. The closing phrase, the writer’s name or initials, and any subsequent notations for enclosures or distribution lists should also be separated by a single or double line space.