Standard Memorandum (Memo) Format

What is a Memo? Less Formal Used for Interoffice Communication Serve as legal or historical documents

Basic Parts of a Memo HEADINGS: Typed in all caps and in bold MEMO: (title centered at the top of the page) TO: (reader’s names and job titles) FROM: (your name and job title) DATE: (write out complete month and current date) SUBJECT: (what the memo is about, highlighted in some way, specific and concise) BODY – Summarize purpose in using short and concise sentences, usually in 2 to 3 paragraphs CLOSING – There is no complimentary closing with sender’s name and title!!

Special Notations Reference Initials Attachment Notations Copy Notations

MEMORANDUM TO Mrs. Gesford, BCIS Teacher FROM: Mrs. Strong, Student Teacher DATE: September 8, 2005 SUBJECT: Interoffice Memorandum Formatting I have reviewed the appropriate formatting techniques for writing memos. I will remind all students to begin their heading approximately 2” from the top of the page. I will instruct them to DS the heading lines and key the heading words in all caps and bold. I will also stress that they are to tab over 1 to 2 times before keying in the appropriate name, date and subject. In addition, I will instruct them to single space when writing their paragraphs, double spacing between each paragraph. ks

Memo Is this proper formatting? To: Mr. Smith, Principal From: Kim Strong, Student Teacher Date: 08/23/05 Subject: We have way too much trash in the hallways and I think we need to do something about it!!!!!! To encourage students to properly dispose of their trash, would it be helpful to provide more trash receptacles located in the classroom hallways, as well as posters encouraging students to throw away their trash more appropriately? I would be happy to visit more with you on this issue any day during my conference time from 11:00 to 12:30 p.m. Sincerely, Kim Strong Student Teacher Is this proper formatting?

Correct Formatting Memo TO: Mr. Smith, Principal FROM: Kim Strong, Student Teacher DATE: August 23, 2005 SUBJECT: Curtailing Trash in the Hallways To encourage students to properly dispose of their trash, would it be helpful to provide more trash receptacles located in the classroom hallways, as well as posters encouraging students to dispose of their trash more appropriately? I would be happy to visit more with you on this issue any day during my conference time from 11:00 to 12:30 p.m. ks Correct Formatting

Always follow the Code of Ethics enforced by your company Professional and Ethical Responsibilities in Business Communications Written communication should be: Legal Ethical Sensitive and in good taste Truthful Accurate Always follow the Code of Ethics enforced by your company

Tips for Writing Memos Include all identifying information Clearly state purpose Use headings or lists to alert readers to key information Use correct language Keep in mind its historical nature