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Memorandums
A memo is an internal document transmitted to others within a company or corporate setting. Because memos are written internally, it is important to use company letterhead and any other company-related formatting your employer uses. Most companies have a set format for hard copy and electronic memos. Memos are always shorter documents, and contain factual information, so make sure to proofread these documents carefully.
When to use a memo
Only use memos when you are communicating information internally, within the confines of the company. Occasionally, memos may be external, but these occurrences are often reserves for areas of government or information shared with parties that are closely related to an issue of business regarding the company. Use memos for internal communication about organizational procedures and changes.
Formatting a memo
- Make sure to follow the format and style of the company
- Single space and block paragraph all memos
- Include To, From, Date, and Subject lines at the top of the memo
- Use a CC line when indicating someone other than the recipient receives a copy of the memo
- Make sure to separate items linked together in list format. Use bullet points for any lists.
- You may also list facts or figures in columns within a table. A table should be properly formatted with the title above the table and shown as the following: Table 1: Title of Table.
- If you are using images in a memo or a letter, make sure to label these as figures. You can see samples of labeled figures within this text, but just like tables figures are also numbered with appropriate titles.
The sample memo below gives a visual example of a memo.
Figure 3: Sample Memo