how to write a canned conclusoni for objective memos

Daniel Parker

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26-01-2025

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How to Write a Canned Conclusion for Objective Memos

Objective memos present information neutrally, without advocating for a specific viewpoint. A canned conclusion, therefore, offers a standardized, efficient way to wrap up these memos while maintaining objectivity. This article will guide you through crafting effective canned conclusions for your objective memos. Knowing how to write these will save you time and ensure consistency in your professional communication.

Understanding the Purpose of a Canned Conclusion in Objective Memos

A canned conclusion for an objective memo serves several key purposes:

• Consistency: It provides a uniform closing for all memos of a similar type. This helps maintain a consistent brand voice and professional image.
• Efficiency: It saves time by eliminating the need to write a unique conclusion for each memo. You can adapt it slightly as needed, but the core structure remains the same.
• Clarity: It summarizes the key findings presented in the memo without introducing bias or new information. It ensures the reader understands the core message quickly.

Structuring Your Canned Conclusion

While the specific wording will depend on the type of objective memo, a typical canned conclusion follows a predictable structure:

1. Restatement of Purpose: Briefly reiterate the memo's objective. This helps reinforce the main point without adding new data. Example: "This memo provided an overview of Q3 sales figures."
2. Summary of Key Findings: Summarize the most important data or information presented. Avoid detailed analysis or interpretation. Example: "Key findings indicate a 15% increase in online sales and a slight decrease in brick-and-mortar sales."
3. Call to Action (Optional): Depending on the memo's purpose, you might include a brief, neutral call to action. This could simply be a statement indicating further action is required. Example: "Further analysis of these trends will be conducted next quarter." Avoid strong recommendations.
4. Closing Salutation: Use a standard professional closing, such as "Sincerely," "Regards," or "Respectfully."

Examples of Canned Conclusions for Different Memo Types

Here are examples of canned conclusions for different types of objective memos:

Memo Summarizing Meeting Minutes:

This memo summarizes the key discussion points and action items from the Project Alpha meeting held on October 26, 2023. The primary topics covered included budget allocation, timeline adjustments, and risk mitigation strategies. Action items were assigned to respective team members, and a follow-up meeting is scheduled for November 9th. Sincerely, [Your Name]

Memo Presenting Sales Data:

This memo presented a detailed analysis of sales figures for the third quarter of 2023. Key findings reveal a strong performance in the online sales channel, while traditional retail sales experienced a modest decline. This data will be used to inform strategic planning for the upcoming fiscal year. Regards, [Your Name]

Memo Reporting on a Survey:

This memo presents the key results of the employee satisfaction survey conducted in September 2023. The survey highlighted areas of strength and identified areas requiring attention, primarily in employee training and communication. These findings will be used to inform the development of employee engagement initiatives. Respectfully, [Your Name]

Important Considerations

• Avoid subjective language: Stick to factual statements and avoid personal opinions or interpretations.
• Keep it concise: Aim for brevity. The conclusion shouldn't repeat information extensively.
• Maintain objectivity: The conclusion should remain neutral and unbiased, regardless of the data presented.
• Proofread carefully: Errors can undermine the professionalism of your memo.

By following these guidelines, you can develop effective canned conclusions that maintain the objectivity of your memos while saving you time and effort. Remember to adapt your canned conclusion slightly to reflect the specific details of each memo, but retain the core structure for consistency.