The ManicaPost
A memo is intended to inform a group of people about a specific issue, such as an event, policy, or resource, and encourages them to take action.
The word “memorandum” means something that should be remembered or kept in mind. [1] Here’s a guide to writing readable, effective memos.
Part One
Writing the Memo’s Heading Edit
1. Type “MEMORANDUM” at the top of the page. State that this document is a memorandum at the outset. Label the page “MEMORANDUM” 1.5 inches from the top of the page. Put the word in bold on the first line. You can either centre it on this line or left-align it. You might also choose to make the font larger for this word. [2]Double space between this line and the next line of the heading.
2. Address the recipient appropriately. A memo is a formal business communication, and you should address the reader formally as well. Use a full name and title of the person to whom you are sending the memo.[3]If you are sending a memo to the entire staff, you might write: “TO: All Employees.”
3. Add additional recipients in the CC line. The “CC” line indicates who will receive a “Courtesy Copy” of the memo. This is not the person to whom the memo is directed. Rather, this is someone who may need to stay informed about policies or issues that you’re addressing in the memo.
4. Write your name in the “From” line. The heading needs to include who is writing and sending the memo. Your full name and job title go in this line.
5. Include the date. Write the complete date, spelling out the month and including the date and year. For example, write: “DATE: January 5, 2015” or “DATE: 5 January 2015.”
6. Choose a specific phrase for the subject line. The subject line gives the reader an idea of what the memo is about. Be specific but concise.[4]For example, instead of writing, “Ants,” for the subject, be more specific by writing, “Ant Problem in the Office.”
7. Format the heading properly. The heading should be at the top of the page, aligned to the left-hand side of the page. Capitalize the words “TO:”, “FROM:”, “DATE:”, and “SUBJECT:”.A sample heading would look like:
TO: Name and job title of the recipient
FROM: Your name and job title
DATE: Complete date when the memo was written
SUBJECT: (or RE 🙂 What the memo is about (highlighted in some way) When constructing the heading, be sure to double space between sections and align the text.
You may choose to add a line below the heading that goes all the way across the page. This will separate the heading from the body of the memo.
