How to Format a Business Memorandum with Example (GC01189)

Unit 3 LO 3

3.1 The learner should select the most appropriate format for each document

A business Memo

Memorandum is popularly known as a memo. The literal meaning of the word memorandum is a note to assist the memory. Memos are the written internal communication means for exchanging information relating to day-to-day functions within the organizations.

Format of a business memo

Identify the purpose of the memo

A memo’s purpose is often to inform, but it occasionally includes an element of persuasion or a call to action. All organizations have informal and formal communication networks. The unofficial, informal communication network within an organization is often called the grapevine, and it is often characterized by rumors, gossip, and innuendo. On the grapevine, one person may hear that someone else is going to be laid off and start passing the news around. Rumors change and transform as they are passed from person to person, and before you know it, the word is that they are shutting down your entire department (Business Readings, 2018).

Organizing the memo

Most memos can be developed in three sections: an opening, a body, and a conclusion. As in the business letter, the first paragraph orients the reader to the purpose of the memo and the main idea of the writer. The paragraphs in the body add detailed supporting information to the main idea. The final paragraph presents a conclusion that often includes a restatement of the main idea, especially if the memo is lengthy or contains complicated information (Business Readings, 2018).

Language

Formal language is used in the memo. It should avoid taking too conversational of a tone in the memo.

Early attempts to characterize the language of memo tended writing based standard of communication, though almost all contemporary studies seem to agree that language use is influenced by both equally or else falls into a separate category outside of this dichotomy.  It is useful to look at the memo in relation to this binary categorization (Business Readings, 2018).

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Font style and size

To create a memo body text should be 11-point to 12-point font, 12-point font is usually the reliable choice because it’s incredibly common in the business world. Headings, on the other hand, can be larger than a 12-point font if need to add emphasis.

Margin for memo

The default margin settings on the word processor are probably one-inch margins at the top and bottom and one-inch margins on the left and right. These settings are fine for the traditional legal memo and can use them unless those work for the show to change them (Vertex, 2018).

Single-space document

Most of the memos are single-space memos. Double-spacing for the reader to write notes between lines, but it also uses up twice as much paper or takes twice as long to scroll through on the screen. It also makes it difficult to skim the document (Business Readings, 2018)……………………

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