Army memorandums, or mems as they are often called, are an essential part of communication within the military. These concise and structured documents are used to convey information, instructions, and updates to personnel. However, drafting effective memorandums requires attention to detail and a clear understanding of the purpose and format. In this article, we will explore 15 common mistakes often made in army memorandum writing and provide insights on how to avoid them.
1. Failing to Define the Purpose Clearly
One of the most critical aspects of a memorandum is clearly defining its purpose. When writing a mem, ensure that the objective is explicit and easy to understand. Avoid ambiguity by providing a concise and specific statement that outlines the reason for the communication. This clarity helps the recipient understand the context and take appropriate action.
Avoid Vague Language
Using vague or general terms can lead to confusion. Instead of saying, “Provide updates on the project,” be more specific, such as, “Submit a detailed progress report on the X project, including the challenges faced and the proposed solutions.”
Example
Incorrect: “The purpose of this memo is to provide an update on the current situation.”
Correct: “This memorandum aims to inform all personnel about the recent changes in deployment strategies and their potential impact on our mission.”
2. Inadequate Recipient List
Identifying the correct recipients is crucial to ensure that the memorandum reaches the intended audience. Failing to include the right individuals can result in crucial information being missed. Take the time to carefully consider who needs to receive the mem based on its content and purpose.
Include Necessary Recipients
If the memorandum contains sensitive or confidential information, ensure that it is addressed to those with the appropriate clearance and need-to-know status. Additionally, consider including backup recipients who can act as a point of contact if the primary recipient is unavailable.
Best Practice
Create a comprehensive list of recipients, including their ranks and positions. This ensures that the memorandum reaches the right people and minimizes the risk of important details being overlooked.
3. Poor Organization and Structure
A well-organized memorandum is essential for effective communication. Maintaining a clear and logical structure helps the reader easily navigate the content. Avoid rambling or jumping between topics without a clear flow.
Use Headings and Subheadings
Break down the memorandum into sections using headings and subheadings. This hierarchical organization makes it easier for the reader to understand the hierarchy of information and quickly locate specific details.
Table of Contents
For longer memorandums, consider including a table of contents at the beginning. This provides a quick overview of the topics covered and allows the recipient to navigate to the relevant sections efficiently.
4. Lack of Clarity and Conciseness
Military communications should be clear and concise. Avoid unnecessary jargon or complex language that may confuse the reader. Strive for simplicity while maintaining the accuracy and integrity of the information.
Avoid Wordiness
Replace lengthy phrases with shorter, more direct alternatives. For example, use “in order to” instead of “with the purpose of achieving” to streamline the sentence structure.
Active Voice vs. Passive Voice
Prefer active voice over passive voice to make the memorandum more engaging and easier to understand. Active voice places the subject at the center of the action, making the message more impactful.
5. Incorrect Formatting
Adhering to the correct formatting guidelines is crucial in army memorandum writing. Different branches of the military may have specific requirements, so familiarize yourself with the appropriate format. Inaccurate formatting can lead to confusion and may undermine the professionalism of the communication.
Font and Spacing
Use a standard font, such as Arial or Times New Roman, and ensure consistent font size and spacing throughout the document. Maintain a clear and readable format to enhance the overall presentation.
Paragraph Indentation
Indent the first line of each paragraph to create a visually appealing and easily readable document. This simple formatting technique improves the overall structure and flow of the memorandum.
6. Neglecting to Include Essential Details
Omission of critical information is a common mistake in memorandum writing. Ensure that you provide all the necessary details, such as dates, times, locations, and any relevant attachments or references. Leaving out crucial information can hinder the effectiveness of the communication.
Checklists for Details
Create a checklist of essential elements to include in the memorandum. This can help you ensure that no important detail is overlooked, especially when dealing with complex or time-sensitive matters.
Proofreading for Completeness
Before finalizing the memorandum, carefully review it to verify that all required information is present. Pay attention to dates, times, and any specific instructions or requirements.
7. Overuse of Acronyms and Abbreviations
While acronyms and abbreviations are commonly used in military communications, overuse can make the memorandum difficult to understand, especially for those who are not familiar with the specific terminology.
Spell Out Acronyms
When introducing an acronym, spell it out in full the first time it appears, followed by the acronym in parentheses. This helps readers who may not be familiar with the term and ensures clarity.
Consistency is Key
Maintain consistency in the use of acronyms and abbreviations throughout the memorandum. Avoid introducing new acronyms without proper explanation, as it can create confusion.
8. Inaccurate or Outdated Information
Accuracy is paramount in army memorandums. Ensure that the information provided is up-to-date and reflects the current situation. Outdated or incorrect details can lead to misunderstandings and potentially detrimental consequences.
Fact-Checking
Verify all the facts and figures presented in the memorandum. Cross-reference the information with reliable sources and ensure that it aligns with the most recent updates.
Real-Time Updates
If the memorandum contains time-sensitive information, consider including a disclaimer stating that the details are accurate as of a specific date. This acknowledges the dynamic nature of military operations and allows for flexibility.
9. Lack of Action Items or Next Steps
A memorandum should not only convey information but also provide clear instructions or guidance on the next steps. Failing to include action items can leave the recipient unsure of their responsibilities or the expected outcomes.
Specific Action Verbs
Use action-oriented language to clearly outline the tasks or actions required. For example, “Please submit the report by Friday” or “Coordinate with the supply team to ensure timely delivery.”
Prioritize Tasks
If there are multiple action items, prioritize them based on urgency or importance. This helps the recipient understand the order of operations and ensures that critical tasks are addressed first.
10. Inadequate Use of Attachments
Attachments are an essential component of many memorandums, providing additional information or supporting documents. However, improper use or lack of attachments can hinder the effectiveness of the communication.
Clearly Label Attachments
Ensure that each attachment is clearly labeled and referenced within the memorandum. Use descriptive titles that accurately reflect the content of the attachment.
Provide Context
Include a brief explanation or summary of the attachment’s purpose and relevance within the memorandum. This helps the recipient understand why the attachment is important and how it relates to the main content.
11. Insufficient Proofreading and Editing
Proofreading and editing are crucial steps in the memorandum writing process. Skipping or rushing through these steps can result in errors, typos, and inconsistencies that undermine the professionalism of the document.
Multiple Rounds of Review
Set aside time for thorough proofreading and editing. Review the memorandum multiple times, focusing on different aspects such as grammar, spelling, formatting, and overall coherence.
Seek Feedback
Consider seeking feedback from colleagues or superiors to identify any potential issues or areas for improvement. Fresh eyes can often catch mistakes or suggest enhancements that you may have overlooked.
12. Inappropriate Tone or Language
The tone and language used in a memorandum should be professional, respectful, and appropriate for the intended audience. Avoid informal or casual language that may be misinterpreted or perceived as insubordinate.
Maintain Professionalism
Use a formal and respectful tone throughout the memorandum. Avoid slang, idiomatic expressions, or overly familiar language that may create a disconnect with the military’s hierarchical structure.
Consider the Audience
Tailor the language and tone to the rank and position of the recipient. While a more casual tone may be appropriate for junior personnel, a formal and concise approach is generally expected when addressing higher-ranking officials.
13. Failure to Address Confidentiality
Some memorandums contain sensitive or classified information that requires careful handling. Neglecting to address confidentiality measures can lead to unauthorized access or the inadvertent disclosure of critical data.
Confidentiality Statements
Include a clear and prominent confidentiality statement at the beginning of the memorandum. This statement should indicate the level of classification and any specific handling instructions.
Encryption and Secure Transmission
If the memorandum contains highly sensitive information, consider using encryption methods or secure transmission protocols to ensure that the content remains protected during transmission and storage.
14. Inadequate Follow-Up or Tracking
After sending out a memorandum, it is essential to track its effectiveness and ensure that the intended actions are taken. Failing to follow up can result in missed opportunities or delayed responses.
Establish a Follow-Up Plan
Create a timeline for follow-up actions based on the urgency and importance of the memorandum’s content. This plan should include deadlines for response and any subsequent steps required.
Feedback and Reporting
Encourage feedback and reporting from the recipients. Establish a system for collecting and analyzing responses to assess the impact and effectiveness of the memorandum.
15. Lack of Adaptability to Changing Circumstances
Military operations are dynamic, and circumstances can change rapidly. Failing to adapt the memorandum to evolving situations can render it irrelevant or outdated.
Flexibility in Content
When drafting a memorandum, consider the possibility of changes or updates. Include language that allows for flexibility, such as “subject to change” or “further details to follow.”
Regular Reviews and Updates
Periodically review and update memorandums to ensure they remain relevant and accurate. This practice is especially crucial for ongoing operations or long-term projects.
How can I ensure the security of sensitive information in a memorandum?
+To maintain the security of sensitive information, follow these steps: Use appropriate classification levels and handling instructions. Implement encryption methods for digital memorandums. Store physical copies in secure locations with limited access. Conduct regular security awareness training to educate personnel about handling classified information.
What is the recommended length for an army memorandum?
+The length of an army memorandum should be determined by the complexity and scope of the information being conveyed. Generally, memorandums should be concise and to the point. Aim for a length that allows for a clear and efficient communication of the message while avoiding unnecessary verbosity.
How can I improve my writing skills for memorandums?
+To enhance your writing skills for memorandums, consider the following: Practice writing regularly to develop your style and clarity. Study and emulate well-written memorandums as examples. Seek feedback from experienced writers or mentors. Attend writing workshops or training sessions specifically designed for military communications.
