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How to Write a Memo: Standard Conventions for Inter-Office Business Correspondence

© Emily Thrush

March 4, 2000

MEMORANDUM

TO: Mr. and Ms. Business Communicator

FROM: Emily A. Thrush, Column Editor

SUBJECT: Memo writing

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This memo outlines how to write an effective memo. A memo always begins with a statement of its purpose to help busy readers sort, prioritize, and file their correspondence.

Memos vs. Letters

Use memos rather than letters to communicate within your organization, including members of your department, upper management, employees at another branch of your company, etc.

Use a letter if you are preparing a document for someone several levels above you or in a formal situation. For example, an application for a leave of absence should be in letter form.

Heading Information

Always include the date, the names of the writer and the recipient, and the subject of the memo in the heading, formatted however company standards dictate. The heading information ensures the memo is routed and filed correctly.

• Use a courtesy title (Mr., Mrs., Ms., Dr.) before the recipient's name and a job title after it, unless the memo is very informal.
• Use a job title after your name, and hand-write your initials by it. This confirms that you take responsibility for the memo’s content.
• Make the subject heading as specific as possible. Include project names and numbers.

Formatting, Paragraphing & Style

• Use headings to help readers skim sections of the document.
• Numbered and bulleted lists make information easily accessible.
• Typographical formatting such as underlining, boldface, and italics make headings and important information stand out.
  
• Keep paragraphs short and concise.
  
• Use strong, active verbs, personal pronouns, and appropriate vocabulary.

Concluding a Memo

In the past, memos required no signature or conclusion other than “Please contact me if you have questions.” Today, it is common for memos to close like letters, with a “Sincerely,” and a typed name under a hand-written signature. If in doubt about how to close a memo, ask for a template that indicates your organization's standard practice.

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