A memorandum is a type of document used for internal communication between company employees. Memos are a time-tested aspect of the business world and, when written properly, help keep everything running smoothly (Fox, 2018).
Format of a business memo
Identify the purpose of the memo
Depending upon the specific purpose, the content and organization of the memo may change. Most types of memos are written: a) to propose an idea or solution. For example, if a business knows how the scheduling problems for overtime can be worked out, it may want to write up its ideas in a memo, and send it to employees; b) to issue an order. For example, sending a memo can be an efficient way to assign responsibilities for an upcoming conference that a department is hosting; and c) to provide a report. Businesses may also want to send a memo in order to update its employee about an event that has recently occurred, give an update on a project, provide a progress report, or report the findings of an investigation (WikiHow, 2018).
Organizing the memo
A business memo is started by placing the word ‘Memorandum’ at the top of a page. Follow this up with a header that includes too, FROM, DATE, and SUBJECT: lines. Then, an intro paragraph is composed stating the purpose of the memo. Next, it is needed to add 2 to 4 paragraphs of related information. If necessary, the text can be broken with bullet points or subheadings. To finish the memo, a closing paragraph can be written that tells readers if they need to take further action (Fox, 2018).
Generally speaking, the language in a memo should be straightforward and simple, yet professional. It should avoid taking too conversational of a tone in the memo. For example, it is needed to avoid writing things like “Hey guys! TGIF, am I right?” Instead, get right to the point: “I’m writing to provide everyone with a progress report for Project Z”. It is also best to try to take a neutral tone in the memo and avoid using emotionally-charged language. It is better to refer to facts and evidence to support the writer’s claims (Write Express, 2018).
Font style and size
The memo should be easy to read. Thus, a memo should avoid using excessively small font—11 or 12 points are standard. A memo should also choose a simple font style such as Times New Roman. This is not the time to play around with “fun” fonts like Comic Sans (Fox, 2018).
Margin for memo
One-inch margins are typical for business memos, though some word-processing programs may include pre-formatted memo templates with slightly wider margins, for example, 1.25 inches (Write Express, 2018).
Business memos are usually not double-spaced. In order to keep the page number down, it is essential to consider single-spacing, but leave spaces between individual paragraphs or sections. In this case, it is not essential to indent memo paragraph (Write Express, 2018)…………………….