Memorandums, or "memos," are a form of business
document commonly used to communicate messages internally to other employees.
Effective memo writing requires you to convey a message in a clear and concise
manner that your target audience can easily understand. Memos are typically no
longer than a page or two; however, this may vary, depending on the complexity
of the topic. Memos can be sent via email or printed out and distributed
through interoffice mail. You do not need a college degree to create a great memo, just follow the simple steps below.
Open a blank document in your word-processing program. If your business does not provide you with a computer, you can use a typewriter. Print by hand only as a last resort.
Create a header for your memo. A standard memo header has the word "Memo" or "Memorandum" typed in capital letters at the top-center of the document. Press the "Return Key" four times to create space between the top header and your subhead.
Create a subhead. This portion of the document provides information regarding the document's author, the memo's intended recipients, the date and the subject of the memo. Your subhead should be located at the top-left of your page under your main header. It should look like this:
To: (recipient's name)
From: (your name or name of person on whose behalf you are writing)
Date: (date the memo was written)
Re: (short phrase describing the project or topic of the document)
The "Re," or topic line, should be in bold letters and/or numbers.
Write an introductory paragraph. This paragraph should contain a few sentences that describe the overall goal, point or objective of the memo. It does not need to have a section title. It functions the same way as an introductory paragraph in a letter or term paper.
Draft the body of your memo. This should include several paragraphs that describe, in detail, the point you wish to convey. This section does not require a special header or section title. You merely start a new paragraph under your introductory paragraph and write until you have thoroughly and clearly conveyed your point.
Draft a concluding paragraph for your memo. Write two or three sentences that wrap up or summarize the overall point that you were trying to convey. The concluding paragraph serves to reinforce and remind the reader of your memo's objective.
Provide a signature line at the end of the document. This consists of a closing salutation such as "Sincerely," "Very Truly Yours," Best Regards" or a more personal closing and your name. If you have a specific title or position within the company, you can provide this information here as well.