To effectively close a memo, conclude with a polite and professional sign-off that clearly includes your name and position, ensuring a clear and concise end to your communication.
The Essentials of a Memo Closing
The closing statement of a memo serves as its final impression, providing clarity on authorship and professionalism. It ensures the recipient knows who the message is from and their role.
Key Elements of a Professional Sign-Off
Your memo's closing should be direct and unambiguous. The core components include:
- A Professional Sign-Off: Choose a closing phrase that is appropriate for your professional relationship with the recipients and the memo's tone. Common phrases are "Sincerely," "Regards," or "Respectfully."
- Your Full Name: Clearly state your first and last name.
- Your Position/Title: Indicate your role within the organization. This provides context and authority to the memo's content.
Example Closing:
Regards,
[Your Name]
[Your Position]Crafting a Professional Sign-Off
The choice of closing phrase can subtly influence the memo's overall tone. Aim for formality and professionalism, avoiding overly casual language.
Common Professional Sign-Offs
| Formality Level | Sign-Off Phrase | Usage Notes |
|---|---|---|
| Standard | Regards | Versatile, professional, and widely accepted. |
| Formal | Sincerely | Suitable for more formal or significant memos. |
| Polite | Best regards | Slightly warmer than "Regards" while remaining professional. |
| Action-Oriented | Thank you | Use if the memo explicitly requests an action or response. |
Remember to follow the sign-off with a comma.
Enhancing Your Memo's Conclusion
Beyond the essential sign-off, there are additional elements that can enhance the effectiveness and utility of your memo, especially for longer or more complex communications.
Including Attachments
If your memo refers to supplementary documents, reports, or files, it's good practice to indicate these attachments in your closing. This is particularly relevant if you are sending the memo as an email. You can simply add "Attachments:" followed by a list of the attached items below your signature.
Example:
Sincerely,
[Your Name]
[Your Position]
Attachments:
1. Q3 Sales Report
2. Project Budget SpreadsheetProviding a Summary for Long Memos
For lengthy memoranda that cover extensive details, consider including a concise summary at the end, or even at the beginning, of the document. This summary allows staff to quickly grasp the main points without re-reading the entire memo if they need to reference information later. It acts as a quick recap, making your memo more user-friendly and efficient for future review.
Best Practices for Memo Closings
- Be Consistent: Maintain a consistent closing style across all your professional memos.
- Proofread: Always proofread your closing for any typos or grammatical errors.
- Keep it Brief: The closing should be concise and to the point.
- No P.S. (Postscript): Unlike informal letters, memos generally do not include postscripts.
A well-executed closing reinforces your message and professionalism, leaving a strong final impression. For more detailed guidance on memo writing, you can refer to comprehensive resources like Purdue Online Writing Lab (OWL) on writing memos.
