1. Standard Memorandum
(Memo) Format

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Serve as legal or historical documents

3. 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!!

4. Special Notations Reference Initials Attachment Notations
Copy Notations

5. 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

6. 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?

7. 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

8. 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

9. 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