How to Write a Procedure Memo
Memorandums, usually called Memos for short, are written to people within the writer's organization or company. It's purpose is normally to share information within an office. A procedure memo is written a little differently from a traditional memo and may need a different format. Here are some steps to take when writing a procedural memo.
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Instructions
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Choose a template that makes the most sense for the information you are sharing. Procedure memos can have graphics, steps, and a side bar for important information. Most word processing programs have templates that you can use. For a procedure memo it may be good to use one with a sidebar.
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Complete the memo header with the appropriate contact information. This would include
TO:
FROM:
DATE:
SUBJECT: -
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The subject line should be written to be informative and establish the purpose of the memo. It should be straight to the point and explain what procedure you will be explaining in the memo.
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In the body of the memo you may place the steps of the procedure. Each step should be short and to the point. Make it readable. Do not leave any gaps in data.
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Use the sidebar to make comments or provide supplemental information next to the step. For example, if the step asks the reader to complete a form you may write in the sidebar - "Form 2140 can be found on the Employee Directory under Human Resources."
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Use graphics under a step to highlight important data or to label parts of an object.
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After the steps place a paragraph that notes the reason for the procedure or changes to an existing procedure.
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The last paragraph should summarize your points and give contact information in case questions arise.
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For the signature line write the sender's initials in capital letters below the last paragraph.
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