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How to Write a Memo Proposal

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Writing a memo proposal allows employees to communicate recommendations in a short, easy-to-read document. The final piece should persuade your audience to take action on your ideas. The memo should be concise and one to two pages in length. There are four parts to a memo proposal including the header, current problem, solution and call to action.

Create a header at the top of your memo. This should be formatted on the left-hand side and include who the memo is to, who the memo is from, the date and the subject matter.

Create a paragraph that discusses the problem. This should highlight why the current strategy or process isn’t working. For example, the company’s dress code isn’t working because the language is vague and leaves too much open for interpretation.

Create a paragraph that proposes the solution. This paragraph should include concise language about how to fix the problem. For example, you could discuss putting together a panel of managers and employees to revamp the dress code policy, resulting in a more detailed policy about what is appropriate for work.

Create a call to action. The final paragraph of your memo proposal should tell the reader what the next step is. For example, you could say upon approval of the proposal, you will meet with managers to assemble a dress code panel.

Reference attachments in the final line of your memo. Examples of attachments could include studies or graphs that support your proposed idea, such as “Attachments: Employee Focus Group Study.”

Tip

Use bullet points to make reading your proposal easier. Bullets are easier for managers and executives to read at a glance, and make your memo more concise.

Warning

Don’t forget to solicit the help of a proofreader. Ask a coworker to proof your proposal a couple times before submitting it. This will prevent embarrassing grammar or spelling errors.