A memo has a considerably simpler format. At the top, type "Memo" or "Memorandum," followed by a To line, a From line, a Date line, a Subject line, then the actual text of the letter. Traditionally, you would print a message and deliver it to the appropriate people inside your small firm. These days, however, many business owners send electronic memos instead.
Electronic memos are easy to create using most word processing programs. You will need to know how to create a document in Microsoft Word, Google Docs, or another program. Then, just follow these simple steps:
1. Start with the header - including the subject line- this tells others what the memo is about. The header can include more than one topic separated by semicolons (;). For example, "Salary review for employees; new employee training program." Each topic should be a separate paragraph.
2. Write the body of the memo - including the main idea of the message and any attachments- and end with a conclusion section summarizing the main points.
3. Sign your name at the bottom of the page (unless you are sending this electronically from a software program).
4. Send it out!
That's it! A good memo provides useful information that helps others do their jobs better or makes them think about their roles within the company.
A memo's structure adheres to the broad rules of business writing. A memo is typically one or two pages long, single spaced, and left justified. Skip a line between sentences instead of using indentations to indicate new paragraphs. Use present tense throughout, including in headline--if you want readers to understand that something is happening or has happened recently.
Can a memo be long? There are no length limitations on memos. Memos are useful tools for getting your thoughts out quickly and clearly without using full-blown reports which are longer and more formal than memos.
Memos are commonly used by managers to communicate important information to others within their departments or organizations. Although emails are often considered replacements for memos, they are not identical to them. An email can't contain attachments or be more than three pages long. It can include basic formatting commands such as bold and italic but cannot use paragraph indents or margins. Emails are also easier to send than memos because you don't need permission to send an email. Managers should avoid sending sensitive messages by email because anyone can read them. They might as well be posted on the internet then!
Managers should try to write clear and concise memos so that everyone understands what is being communicated. Using simple language and avoiding complex words and phrases will help readers grasp the main ideas.
Business documents should be brief and simple to read. Avoid using complex language or technical terms unless they are essential to your message.
The memo alignment method you choose depends on whether you want your memo to look like a letter from your boss or a note that's easy to read. If you want it to resemble an official correspondence, use the left-align method; if you just want to put your thoughts down in writing without worrying about formatting, use the center-or right-align method.
To left-align a memo: Start at the top of the page and write directly across the page using a large, solid font. Use double spacing between sentences and leave a space at the end of each line. You can include a signature at the bottom of the page using single spacing and no title case.
To center-align a memo: Start at the top of the page and write directly across the page using a large, solid font. Use single spacing between sentences and leave a space at the end of each line.