Writing a memorandum is easy, with basic parts being the heading, message, reference initials and annotations. Memos are less formal than letters and used for internal communication. The body contains detailed information about the purpose of the memo, and bullet points can be helpful. Use active voice and consider your audience.
If you need to write a memorandum, don’t worry, because it’s not difficult. The basic parts of a memorandum are the heading, message or body, reference initials and annotations, if necessary. Memos are typically used within a business or office, with formal business letters being the preferred method for external communication.
When writing a memo, keep in mind that the tone is less formal than a letter. The salutation (Dear…) and closing (Sincerely…) used in letters are not needed in a memo. The header area contains the name(s) of the person(s) receiving the memorandum, the subject, the date and the sender’s name. The oldest term used for the subject line was Re: which meant “referring to”. The format of a memo is block-style paragraphs with a blank line in between.
As a rule, the sender of the memo initials in pen next to his name in the header. This step is more of a formality, indicating that the memo is, in fact, sent by that person. This can be done before making copies.
If someone other than the sender typed the memo, that person’s initials are often included below the body or message of the memo. The notation area includes the word “attachment” if appropriate. When writing a memo, the term attachment is used instead of the term attached.
The body or message of a memo contains business and detailed information about the purpose of the memo, any action to be taken, etc. A memo should generally not address more than one topic. A memo is generally always one page or less. If your memo needs to include a lot of information, bullet points can be helpful.
As for style, if you’re writing a memorandum, use active rather than passive voice and use active verbs. To write a memo, consider your audience when creating your memo. Read your memo carefully and eliminate unnecessary verbiage.
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