Memos and letters are the two most common types of business communication.  Memos resemble letters in that they communicate information and are commonly used in the world of business writing.  However, memos differ from letters in several important ways:

• Memos are almost always used within an organization
• Memos are usually unceremonious in style
• Memos are normally used for non-sensitive communication (communication to which the reader will not have an emotional reaction)
• Memos are short and to-the-point
• Memos have a direct style
• Memos do not have a salutation
• Memos do not have a complimentary closing
• Memos have a specific format that is very different from a business letter

Memo Format:

Memorandum   Date:   To:   From:   Subject:   Text of the memo

General Information About Memos:

Memos usually have one-inch margins on all four sides, and the writer's initials always appear next to the name at the top of the memo.

The top line of a memo usually says "Memo" or "Memorandum."   The company logo or letterhead frequently goes above this.  Some companies omit the words memo or memorandum, although this is not the norm. 

Below the word "Memo" or "Memorandum" is the date, the name of the person or persons to whom the memo is sent, the name of the writer or sender (with the writer's initials written-in by hand), followed by a very short description of the memo's topic.   Sometimes the order of these four items is altered; however, they are always present.  These four items are double-spaced and a solid line is frequently drawn below them, separating them from the memo's message.

Below the line is the memo's message area.  The text in this area is single-spaced.  

There are two ways to format the text of a memo: block format and modified block format.  Block format begins every paragraph flush with the left margin and leaves an empty line of space between each paragraph.  Modified block format indents each paragraph and does not leave an empty line of space between each paragraph.  Do not mix block and modified block formats.

Example of block format:

Block format is flush left margin, ragged right margin, with a blank space between the lines.  Modified block format has an indented first line, ragged right margin, with no blank spaces between the lines.   Block format is flush left margin, ragged right margin, with a blank space between the lines.  Modified block format has an indented first line, ragged right margin, with no blank spaces between the lines.   Block format is flush left margin, ragged right margin, with a blank space between the lines.  Modified block format has an indented first line, ragged right margin, with

Example of modified block format:

Block format is flush left margin, ragged right margin, with a blank space between the lines.   Modified block format has an indented first line, a ragged right margin, and   no blank spaces between the lines.             Block format is flush left margin, ragged right margin, with a blank space between the lines.  Modified block format has an indented first line, a ragged right margin, and  no blank spaces between the lines.             Block format is flush left margin, ragged right margin, with a blank space between the lines.  Modified block format has an indented first line, a ragged right margin, and  no blank spaces between the lines.

Note that with both examples, above, the right margin is not justified.    As a rule, do not justify the right margin.  To do so puts odd spacing in the middle of your sentences and makes your document very hard to read.

The text of the memo almost always begins with a bottom-line statement.  A bottom-line statement or message is a short, terse statement of the memo's purpose.  All non-sensitive memos should begin with a bottom-line statement.

The body or message area of the memo is the "meat" of the memo.  The text in this area should be concise, clear, and well-written.  Organization is very important.  If you have more than one topic or subject (or you have subtopics),   you can use headings to make your message more readable and understandable.   If you have a list of items within your memo, use bullets. Bullets, like headings, are frequently used in memos to make them easier to read.   Avoid unnecessary topics or information--and don't repeat yourself. 

Some memos contain conclusions; some omit them.  Conclusions are good to use if you have several points to make and wish to summarize them or make a recommendation.   Conclusions are also useful if you wish to make a request.

Notification of attachments is included at the very end of the memo, right above the bottom margin and against the left margin.  Always identify your attachment in the following way--Attachment: Exhibit I.

If a memo continues to a second page, do not use letterhead or repeat the Date:, To:, From:, Subject: information.  On the second page, across the top, put the name of the person to whom the memo is sent flush with the left margin, the page number in the center, and the date at the right margin. Here is a sample:

Jason MacGruder 2 Donna Shaw

Some points to remember about good memo writing are as follows:

• Be kind to your reader--use headings and bullets as necessary to make the memo easy to read and key points stand out.

• Be concise--long sentences with complex construction do not belong in memos.  Keep memos short and to-the-point.

• Come to the point first--always use a bottom-line statement at the very beginning of a non-sensitive memo.

• Remember memo format--never use a salutation or complementary closing with a memo.

• Identify your attachments--if your attachments become separated from the memo, your reader will know that they were supposed to be there and can ask for them.

• Be coherent--limit each paragraph to only one idea.  Keep your sentences flowing smoothly, and keep them short.

• Use a business-like tone--use the first person (I or we); use short, simple words; be as informal as the situation allows; use concrete, specific words.

• Proofread your work--always read your work (or have someone else read it) before you sent it out.

• Identify your audience--identify the person or persons to whom you are writing.  Think about what they know, who they are, what they want to see or hear, how they are situated.  Clarify your audience's background, context, and environment.   Never, never, never write without identifying your audience first.

Click on the link to see some sample memos.

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