Memorandum

A memo (also known as a memorandum or “reminder”) is used for internal communications regarding
procedures or official business within an organization. "

Memos are short, informational documents sent internally, usually for informational purposes such as
sharing company news or policy updates.

Unlike an email, a memo is a message you send to a large group of employees, like your entire
department or everyone at the company. You might need to write a memo to inform staff of upcoming
events or broadcast internal changes.

Purpose of Memos:

"A memorandum, or memo, is a document shared with a group of people to disperse information on a
task, project, event, or other. The purpose of a memo is to bring immediate attention to that
information in a quick and brief manner.

Why do we use memo?

Share News

Memos are used to keep employees informed on the latest happenings, either company-wide or in a
specific department. For example, when management issues a change in corporate policy, a memo is
used to explain the change

Address a Problem

Companies might issue a memo to address a problem that has come to the attention of management. A
memo like this might describe any information obtained through investigation that brought the problem
to light, and address the severity level. Problems addressed in memos might include employee tardiness
or absence, customer dissatisfaction, improperly followed procedures or office etiquette problems such
as improper use of cell phones during meetings.

Make a Request

Sometimes companies issue memos to make requests to employees. These might request attendance at
meetings, changes in work procedures, or permission or cooperation to do a work-related activity.

Provide Feedback

Another common use of memos is to provide feedback on company programs, services or products.
Memos used for this purpose give employees a response so they know how their work is being received.

Parts of a Memo
Standard memos are divided into segments to organize the information and to help achieve the writer's
purpose.

Heading Segment

The heading segment follows this general format:

The first step to formatting a memo is by writing a proper header. A traditional memo header starts with
the name and address of the company, which should already be printed at the top if you use a
letterhead.

Identify the recipients

TO: (readers' names and job titles)

FROM: (your name and job title)

DATE: (complete and current date)

SUBJECT: (what the memo is about, highlighted in some way)

Additional recipients.

If you need someone else to see the memo, but they’re not specifically addressed in the “To:” section,
CCing them on the document is a wise decision.

Fill in the date and subject line

It’s up to you whether to date your memo or not. But it is better include a date for official record-
keeping. Also, include a direct subject line that gives the reader a brief overview of the information to
follow.

Give a brief introduction.

Start a memo as you would start any business email by introducing the topic you’ll be discussing in the
body paragraphs. A professional greeting isn’t necessary for a memo, so get right to the purpose of the
correspondence.

Write the body.

The most important portion of a memo is the body because it describes the matter at hand that requires
attention. Be detailed in describing the situation or request, but still keep it as short as possible. Usually,
the body of a memo won’t exceed a paragraph or two.

Close professionally
End an office memo using a traditional closing with your name and contact details or a final call to
action. Also, include relevant contact information, such as your title, email, and phone number. A memo
asking the recipients to do something gives them all the resources they need to complete the task.

Attachment(s).

If your memo comes with additional resources or documents that recipients need to consult, be sure to
attach them alongside the memo for convenience.

Format Guidelines
Regardless of the style, memos generally have similar format characteristics, unless otherwise specified
by your professor or company. Listed below are some basic guidelines that can help you create a memo:

 Memos have one-inch margins around the page and are on plain paper .
 All lines of the memo begin at the left margin.
 The text begins two spaces after the subject line.
 The body of the memo is single-spaced, with two spaces between paragraphs.
 The sender usually signs the Memo using initials, first name, or complete name.