business communication

Q. What is a memo?

A. A memo is an internal (only) document used by a business to present information.

Q. How do I create the memo format?

A. There is an example of a memo format on page 524 in the text. A memo is single spaced, has a pre-set 4 line heading at the top, and is a minimum of three (3) paragraphs. The single spacing comes from the concept that double spacing is just for academics and not business – thus you need to remember to use single spacing in your business writing. The 4 line heading will be discussed in the next question. The minimum of 3 paragraphs means that all documents must have an introduction, body, and conclusion.

Q. What is the 4 line heading used to start a memo?

A. The 4 line heading for a memo consists of: To, From, Date, and Subject (or RE for regarding). These 4 lines can be in any order at the top; however, the “Subject” line is almost always the 4th line – which means it is the closest to the first paragraph of the memo. It is also very common to have the “Date” line come before the “To” line since that helps the reader know the time frame the document was sent. The writer will use the tab function to tab over after each heading. This will allow the heading information to be lined up for the reader. See the example below.

To: Ava Stevens

From: “A” Student

Date: October 1, 2015

Subject: Assignment 1 – Student Data Memo

Notice how the heading information is lined up to make it easy for the reader?

Q. Can I use lists in a memo?

A. Yes. Lists are encouraged in business writing. However, your goal is to make sure the list format is correct. When you start a list, you must introduce it. The introduction can be a complete sentence or the list can complete the sentence. If you introduce a list with a complete sentence, you do not have to worry about the punctuation in the list completing the sentence. If you introduce a list with a colon (:) you will have to continue the sentence punctuation throughout the list. See the examples below.

Introduction to a list using a complete sentence I have lived in the following cities.

• Fresno, California

• Pittsburgh, Pennsylvania

• San Francisco, California

• Portland, Oregon

Notice how you don’t need sentence punctuation in the list?

-OR- Introduction to a list using a colon

I have lived in the following cities:

• Fresno, California;

• Pittsburgh, Pennsylvania;

• San Francisco, California; and

• Portland, Oregon.

Notice how you need to put in punctuation and complete the sentence?

Q. Can a memo be more than one page?

A. Yes. For every page after the first a heading will appear at the top of the page, either left justified or spread out across the top of the page. The heading will appear as either one of the following examples.

Ava Stevens

Page 2

October 1, 2015

-OR-

Ava Stevens Page 2 October 1, 2019