![]() ![]() To: All Purchasing Department and Production Department Staffįrom: Harold Peterson, Training and Development Coordinator, Human Resources In the following sample memos, there are a few options for formating and stylizing the message based on the memo type. Memos are not common in all workplaces, so looking at memo examples will provide a great sample of how the memo should look if you’re unfamiliar with them. You don’t have to include attachments if there is nothing else to say past the body of the memo, but it can be helpful if it supported the message overall.įor instance, you may want to attach a complete report to a memo letting a department know the information is ready to review. ![]() The only exception is if the memo is meant to provide information only. Indicate what the reader should do with the information in the memo next with a call-to-action at the end. If this part of the memo becomes too long, it might help to summarize the message and include the rest of the information as an attachment. Keep this section short, with only one to three paragraphs. Explain the memo's purpose before moving into the overall message. The subject will provide a brief overview of the memo’s content. This helps readers know the information is current. These would be additional recipients, but this is not a requirement for any memo.Īn example would be “CC: John Doe, Jane Smith” to format this section. You may have people that would benefit from the information in the memo but don’t necessarily need to read it. Include the sender’s name, role and department in this section. ![]() The recipient(s) must know who sent the memo. If they’re writing a memo for an entire team or department, they will add the name of that group instead of each person’s name. If the sender is writing to a few select individuals, they should include their names separately. In this section, identify who will receive this memo. Typically, this will be present on the letterhead already.īelow this, add the word “memorandum” (or “memo”) to ensure that the reader understands what you’ve sent. The sender should always ensure they are using the correct format.Ī business memo would not include a signature at the end or a salutation at the beginning.Ī memo heading must contain the company's name and address. When figuring out the best memorandum format, it is essential to remember that this is different than a formal business letter, which is much longer. If you’re sending a report as a memo, it may also include items, like a table or graph, that an information-only message wouldn’t need.Īlways include the following sections no matter the memo type: While all memos have a similar format, some key differences between different memo types make the message easy to understand. Professional Memo Format OptionsĪ few memo types exist, such as confirmations, results, suggestions or information requests. An alternative solution would be to number the sections to ensure the information is clear for each part of the message. Most memos will be short to ensure they don’t lose the reader’s attention.Ī longer memo may be better to break into separate messages. Memos are typically one or two pages long in single-space font with double-space paragraphs. Your message should be evident to the reader.Ī good memo lets the recipient know the necessary information, such as a policy change or what action they should take next. Someone would want to send out a memo to either let others know of a problem or provide solutions to a commonly known problem. Memos are a valuable way to relay important information or solve issues. We will explain the reasons behind using a memo and how to write a practical memo below. The memo format also varies based on the message type. However, the idea behind using a memo is to quickly and efficiently say what the sender wants.Įven if you’re an expert at crafting an engaging email or writing a long, informative letter, writing a memo is different. When thinking of a memo, you may imagine it is the same as a professional letter or email. You may use memos in almost any industry to send crucial information to one or more people. ![]() Writing a memo that appears professional means using a memo format based on the message and memo type. A memo, short for a memorandum, is a quick and concise message written without elaborate or unnecessary detail. ![]()
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