Memo
Short Subject Current Date Page 2
DATE: Current date, with the month written out
TO: Person(s) who receives the report, title/department if appropriate
FROM: Your name, title/department if appropriate
SUBJECT: How to Write and Format a Memo
This document discusses the proper writing and formatting of a memo. Notice that the first sentence of this memo expands the subject line. Your memos should do the same! Your memo should ALWAYS have an introductory paragraph (like this one) before you begin the headings (headings are described under Content Rules).
Formatting Rules
Memos should have a minimum of four title lines: DATE, TO, FROM, and SUBJECT. The title lines are capitalized. The title lines should be in that order* and double-spaced (one empty line between each title). Each title line should end with a colon (:) and the words following the title should align with each other. Additionally, the lines should have all important words capitalized. (*Please note that your book has the order To, From, Date, and Subject, but the date on top is more common in business. For this assignment, put the date on top, but always follow your company’s style).
Memos do not need to be written on a company letterhead, but that is an option. If you use company letterhead your DATE: line should begin at about 2” from the top of the paper; if you do not use company letterhead, your DATE: line should begin at 1” from the top of the paper.
The body of your memo should be single-spaced, with double-spaced lines between paragraphs. Do not indent paragraphs when single-spacing.
Content Rules
The first line of your memo should restate the subject of your memo. Your first paragraph should be an introduction – you would never begin the body of your memo with a heading!
If your memo is long (one page or more), you should divide the memo with headings. For this course, you might have headings for each question in a case analysis, for example. Headings not only help the reader understand your message better, it also adds breathing space to your document. Why do you want breathing (or white) space? People are busy and do not like reading long messages. By adding breathing/white space, you’re helping your reader navigate the document and making it easier to read.
Page Numbering
If your memo is more than one page, you need to number the second (and subsequent) pages. You have two options for the second page numbering, as seen on the next page:
You can either add a header (Insert > Header & Footer > Header) as above or the following:
Example 2:
Short Subject
Current Date
Page 2
You should repeat one or two words of the subject line, use the same date as on the first page, and put the page number. The first example is all on one line, written as a “header” (not a heading). The second example is left-aligned on separate lines, but single spaced. Be sure to leave a double space (blank line) prior to resuming the memo content if you choose Example 2.
Memos just end with a conclusion or call to action. A salutation or signature block is not necessary, so do not sign the memo as your name is in the SUBJECT line.