What is a Memo?

• Less Formal

• Used for Interoffice Communication

• Serve as legal or historical documents

Basic Parts of a Memo

• HEADINGS: Typed in all caps and in bold

• MEMO: (title centered at the top of the page)• TO: (reader’s names and job titles)• FROM: (your name and job title)• DATE: (write out complete month and current date)• SUBJECT: (what the memo is about, highlighted in

some way, specific and concise)

• BODY – Summarize purpose in using short and concise sentences, usually in 2 to 3 paragraphs

CLOSING – There is no complimentary closing with sender’s name and title!!

Special Notations

• Reference Initials• Attachment Notations• Copy Notations

MEMORANDUM

TO Mrs. Gesford, BCIS Teacher

FROM: Mrs. Strong, Student Teacher

DATE: September 8, 2005

SUBJECT: Interoffice Memorandum Formatting

I have reviewed the appropriate formatting techniques for writing memos. I will remind all students to begin their heading approximately 2” from the top of the page. I willinstruct them to DS the heading lines and key the headingwords in all caps and bold. I will also stress that they are to tab over 1 to 2 times before keying in the appropriate name, date and subject.

In addition, I will instruct them to single space when writingtheir paragraphs, double spacing between each paragraph.

ks

Memo

To: Mr. Smith, PrincipalFrom: Kim Strong, Student TeacherDate: 08/23/05Subject: We have way too much trash in the hallwaysand I think we need to do something about it!!!!!!

To encourage students to properly dispose of their trash, would it be helpful to provide more trash receptacles located in the classroom hallways, as well as posters encouraging students to throw away their trash moreappropriately?

I would be happy to visit more with you on this issue anyday during my conference time from 11:00 to 12:30 p.m.

Sincerely,

Kim StrongStudent Teacher

Memo

TO: Mr. Smith, Principal

FROM: Kim Strong, Student Teacher

DATE: August 23, 2005

SUBJECT: Curtailing Trash in the Hallways

To encourage students to properly dispose of their trash, would it be helpful to provide more trash receptacles located in the classroom hallways, as well as posters encouraging students to dispose of their trash moreappropriately?

I would be happy to visit more with you on this issue anyday during my conference time from 11:00 to 12:30 p.m.

ks

Professional and Ethical Responsibilities in

Business CommunicationsWritten communication should be:

•Legal•Ethical •Sensitive and in good taste•Truthful•Accurate

Always follow the Code of Ethics enforced by your company

Tips for Writing Memos

• Include all identifying information• Clearly state purpose• Use headings or lists to alert readers to key

information• Use correct language• Keep in mind its historical nature