Michael specializes in helping people who want to launch their personal brand on LinkedIn and beyond.

Michael Brooks

Emails

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Unlock Success: Show genuine appreciation and leave a lasting impression with these 10 powerful ways to say thank you for a recommendation letter. Boost your career prospects and build valuable connections through the art of gratitude

Elevate Your Career: Mastering the Art of Thank You for a Recommendation Letter

Master the art of job inquiry emails and secure your dream job. Learn proven strategies, effective templates, and etiquette tips to craft compelling emails that get noticed by employers. Maximize your chances of receiving job openings and standing out from the competition

Job Inquiry Mastery: Ace Your Email Communication, Land Your Dream Job

Writing tips

Master the art of writing professional memos with our practical guide that will help you with memo format, proper structure, and maximum impact.<h2>What is Memo Writing?</h2>A memo (short for memorandum) is brief official information that can consist of important updates, reminders, or instructions, and is shared between members of a company. It provides clarity and helps clarify requests, document decisions, and notify other team members about all these.&nbsp;Memos are used for official internal communications within the company. They are often shared across an organization, but they can also be used to educate a single department, team, or small group of individuals. Memos deliver vital information in a consistent form. A professional memo is what you need when transmitting formal business items efficiently.<h2>Why Write a Memo?</h2>The following purposes of writing a memo are the most common:<ul><li>Broadcast internal changes</li><li>Disseminate news</li><li>Mention forthcoming events</li><li>Provide updates</li><li>Elaborate on Public Safety Guidelines</li><li>Increase awareness of an issue</li><li>Address a problem</li><li>Make a request and share project updates</li><li>Communicate policy changes.&nbsp;</li></ul>Writing memos is an important skill in business communication, but it can be a challenge for many. Some people struggle with expressing their thoughts and formatting memos correctly. In this guide, we’ll walk you through simple steps and share helpful tips to make the process easy, so that you can write a business memo with confidence. Let’s get started!<h2>What Is the Proper Memo Format?</h2>Memos are generally used for internal purposes, keeping the content concise and to the point. If you want to know how to write a memo for work, the first thing is to stick to a straightforward, easy-to-read, organized voice. Well-organized memos make sure your message is clear and that key points are easy to understand. A memo typically contains the following:&nbsp;<ul><li>Headers: ‘To’, ‘From’, ‘Date’, ‘Subject’&nbsp;</li><li>Introduction: Clearly state the purpose of your memo. Try beginning with, “I’m writing to inform you...” and then summarize the most essential points.&nbsp;</li><li>Content: Write in three to ten sentences the message you want to convey. Add supporting evidence for why your info matters, a statement of a problem, the importance of timing, dates, and other points you need to make.&nbsp;</li><li>CTA: Tell your reader what to do next after reading the memo or how you plan to solve the problem you’ve presented. Try, “Please [task you’d like completed] by [due date]” or “I’m grateful for your cooperation with this matter.&nbsp;</li><li>Conclusion: Recap the main points and recommend follow-up actions.&nbsp;</li></ul>Here is an example of the correct memo format:<blockquote>&nbsp; &nbsp; &nbsp; &nbsp;&nbsp;<pre><code class="language-plaintext">To: All Staff 
From: John Doe 
Date: February 12, 2025 
Subject: Upcoming Team Meeting
[I’m writing to inform you...]
CTA: Please [[task you’d like completed] by [due date]
Signature:</code></pre>&nbsp; &nbsp;</blockquote><h2>Step-by-Step Guide on How to Write a Memo</h2>Now that you are familiar with the memo format, here are five critical steps to writing a clear and effective professional memorandum.&nbsp;<ul><li>Define Your Purpose. Decide on the primary goal of the memo. What are you going to accomplish with this memo?&nbsp;</li><li>Be clear and concise. Memo is a brief document, so go straight to the point from the very beginning.</li><li>Gather Information. Research any data or insight you need to support your message.&nbsp;</li><li>Start with the draft. Follow the template outlined above to create your memo. Make sure all sections are coherent and logically connected.&nbsp;</li><li>Review and Edit. Double-check for clarity, grammar, and punctuation. Make sure your memo is formal but not hard to read.&nbsp;</li><li>Share: Forward your memo to people who need to know the information you convey.&nbsp;</li></ul><h2>Efficient Memo Writing: Practical Tips</h2>Effective communication relies on a well-written memo — it aids in avoiding misunderstandings and enhances speed and efficiency of communication in an organization. Staying accurate and to the point helps you stay credible, leaving your audience with no opportunity to misinterpret your message as you meant them to hear it. Important tips to improve your writing memos:&nbsp;<ul><li>Be Concise. Do not provide fluff or excessive verboseness.&nbsp;</li><li>Be Direct. Now, get to the bottom line to ensure you maintain your reader's attention.&nbsp;</li><li>Use Bullet Points. Because memos can be long, bullet points can help in organizing the information in a more readable way.&nbsp;</li><li>Proofread. Always proofread your memo to make sure it sounds professional before hitting the send button.&nbsp;</li></ul><a href="https://justdone.com">JustDone</a> can help you draft, rewrite, and enhance your memos easily. From over 130 AI content creation tools, writers can now simplify the writing process and improve communication skills.<h2>Ready to Write a Memo for Work?</h2>Writing great professional memos is a good skill, however, it needs to be practiced with detail and diligence. Follow our tips to write memos that make your business communication easier and more efficient. It is important to remember that a clear and concise memo equals professionalism. And now that you know how to write a business memo, go ahead and use these principles for your high-level communication!

A comprehensive guide to creating professional and effective memos.

How To Write a Memo

I still remember the first time a client asked me, “Michael, how do I even begin a position paper?” He’d been invited to present his organization’s viewpoint at an industry forum and was staring at a blank document, panicked. As a Personal Branding Coach, I’ve guided dozens of professionals through that same frustration. Over the years I developed a simple approach – the one that turns that empty page into a compelling, persuasive document. Today, I’ll share it with you.<h2>Finding Your Footing: How to Start a Position Paper</h2>Starting feels hardest because you’re not just writing—you’re staking a claim. I always tell my clients to begin with a conversation, even if it’s only in your head. Ask yourself: “What exact change am I pushing for?” or “Which misconception must I clear up?” Jot down a sentence: that’s the seed of your thesis. For instance, when I drafted a position paper on remote work policies, I started with: “Hybrid work models, when implemented thoughtfully, boost productivity without sacrificing team cohesion.” That sentence guided every paragraph that followed.<h2>Position Paper Format: Making Your Argument Crystal Clear</h2>A solid format is your safety net. Here’s the structure I coach people to follow—imagine it as building a simple but sturdy bridge from “problem” to “solution”:<ol><li>Introduction I briefly explain the issue’s background and end with my thesis. No fluff—just enough context to ground the reader.</li><li>Background &amp; Significance Why does this matter today? I share stats or anecdotes. In my remote work paper, I cited a survey showing 72% of employees reported better work–life balance.</li><li>Supporting Arguments Each of the next two or three sections defends one pillar of my thesis. For example: productivity gains, cost savings, and talent retention.</li><li>Counterarguments and Rebuttals I address the top concern—“won’t teams feel disconnected?”—and show how structured communication plans bridge gaps.</li><li>Conclusion and Call to Action I restate my stance and leave the reader with a clear next step: pilot a hybrid program for a quarter and measure outcomes.</li></ol>That format isn’t set in stone—you can adapt it. But it ensures you cover all essential bases without meandering. If you're uncertain about the strength of your arguments, use an <a href="https://justdone.com/ai-fact-checker" target="_blank" rel="noopener noreferrer">AI fact-checker</a> like JustDone to assess their credibility.<h2>Position Paper Outline (with Examples)</h2>Writing a position paper (like any other work, after all), I start with a plan. In fact, that’s the key step for having a well-structured and persuasive position paper. When I sit down to plan, I sketch this outline in plain text:<ul><li>Hook: “In 2019, our office turned into a sea of blank walls—courtesy of 500 employees working from home overnight.”</li><li>Context: Brief history of remote work surge.</li><li>Thesis: Hybrid models enhance performance and morale.</li><li>Argument 1: Productivity metrics from my company’s pilot program.</li><li>Argument 2: Cost analysis comparing office upkeep vs. remote support.</li><li>Argument 3: Employee surveys on job satisfaction.</li><li>Counter: Concerns over team unity and proposed mitigation.</li><li>Wrap-up: Recommend a 3-month pilot and share a template for measuring impact.</li></ul>That outline helped my client draft his first paper in under two hours. He was amazed at how quickly ideas flowed once the structure was clear.&nbsp;<h2>How to Write a Position Paper in 5 Steps</h2>If you like numbered steps, here’s the same process boiled down:<ol style="list-style-type:decimal;"><li>Pick a precise stance. Vague positions lead to wishy-washy arguments.</li><li>Gather solid evidence. I taught my last client to bookmark studies, quotes, and internal data in a shared folder.</li><li>Draft your thesis. Make it arguable and concise.</li><li>Layer your arguments. Dedicate a paragraph to each strong point.</li><li>Anticipate objections. Win credibility by respectfully rebutting the top two counterpoints.</li></ol>When you follow these steps—bullet list or not—you’ll see your position paper take shape faster than you expect.<h2>Position Paper Example</h2>Below is a condensed version of the remote work paper I mentioned above when talked about the importance of an outline. Notice how each section lives up to the format above:<h3>Introduction&nbsp;</h3>When the pandemic hit in 2020, companies scrambled to send staff home. Two years later, our team’s productivity climbed by 20%, yet morale dipped in tight-office-only teams. Thesis: A hybrid work model strikes the perfect balance between flexibility and collaboration.<h3>Background&nbsp;</h3>Remote work adoption surged 157% from 2019 to 2021. Companies that refused to adapt saw turnover increase by 12%.<h3>Argument 1: Productivity&nbsp;</h3>Our Q1 pilot showed a 15% increase in task completion rates when employees worked remotely two days per week.&nbsp;<h3>Argument 2: Cost Savings&nbsp;</h3>We reduced office expenses by $50,000 annually by reallocating underused desks to hot-desking arrangements.<h3>Argument 3: Well-Being&nbsp;</h3>Employee surveys revealed a 30% reduction in reported burnout.<h3>Counterargument and Rebuttal&nbsp;</h3>Concern: “Teams will feel isolated.”&nbsp;Response: Weekly in-person syncs and virtual coffee breaks maintain team spirit.&nbsp;<h3>Conclusion and Call to Action&nbsp;</h3>I recommend launching a 3-month hybrid pilot, with clear success metrics, beginning next quarter.&nbsp;When I reviewed this draft with my client, he said it felt like a conversation, not a lecture. That’s the sweet spot.<h2>Personal Tips from My Coaching Practice</h2>Over the years, I’ve noticed a few patterns that make a position paper great:<ul><li>Storytelling wins hearts. Begin with a relatable anecdote—it’s how I broke the ice in every workshop.</li><li>Numbers build credibility. Even rough estimates can be powerful when tied to real outcomes.</li><li>Language matters. Swap jargon for simple terms. If you find yourself writing a paragraph of industry buzzwords, chances are your reader needs clearer prose. Tools like JustDone’s AI Writing Assistant have helped me spot and simplify overly complex sentences in seconds.</li><li>Feedback is gold. Never submit the first draft. Passing your paper to a peer or mentor can highlight gaps you’ll miss alone. The JustDone Grammar Checker also catches small errors before you hit send.</li></ul><h2>Stand Out with the Best Position Paper</h2>Writing a position paper isn’t about flexing big words or padding pages. It’s about presenting a focused, evidence-backed argument that persuades. Start with a clear thesis, build your case logically, and don’t shy away from the tough questions—address them head on. That’s how you create a position paper that not only informs but moves decision-makers to action. With practice and a little help from tools like JustDone, be sure you’ll draft position papers that get noticed. &nbsp;

Learn how to start, structure, and support your position paper effectively: step by step, with real-world insights from a personal branding coach.

Position Paper Example: Your Blueprint for Persuasive Arguments