How to Write a Military Memo
As a military professional, you must write documents of high standards. A military memorandum is a government business letter. There are style rules and essential guidelines to be followed for efficient military writing. Army Regulation 600-70 "Effective Writing for Leaders" sets the standards for successful writing and setting examples for subordinates. Writing an official military memorandum is a reflection of you has a service member and the organization you are apart of.
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Instructions
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Format your paper with 1-inch margins on all sides.
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Center the first line, and type which department of the military the memorandum is from in all capital letters. For example, write “DEPARTMENT OF THE ARMY” in 12-point Arial MT bold font size. Continue to center the next line, and type the department or unit you are serving in capital letters, but in 9-point Arial MT font size (not bold). Keep these lines centered and as even as possible. Type the full physical address of the unit or department. This will be the letterhead.
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Type the remainder of the memorandum in Times Roman 10-point font. Type the date four lines below the letterhead, right justified. The format of the date must remain the same throughout the document.
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Type “MEMORANDUM FOR” followed by the recipient in all capital letters, all on the very next line and left justified. Do not use “the” before the recipient unless it is directed to an individual.
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Skip one line and type the word “SUBJECT” followed by a colon, two spaces and the subject of the memorandum in all capital letters.
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Begin the body three lines below the subject line. Start with a concise short sentence, then the main idea or the reason for writing.
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Use the active voice, short sentences and words of three syllables or less in the body of the memorandum.
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Use letter bullet styling. Put two spaces after the number or letter header. For example,
1.
2.
a.(indent two spaces)
b.(indent two spaces)
3.
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Separate each major title or subject into paragraphs. Sub-paragraphs must be indented four spaces.
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Close the memorandum by pressing enter five times and the tab button six times. Type in all capital letters your full name. Underneath that, type your rank, and underneath this, include your position in first-letter capitals only.
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Press return four times after the signature block if you would like to use courtesy copy. Name the individuals to receive a copy.
Sign your name above your typed full name in black ink only.
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Tips & Warnings
Paragraphs should be no more than 1-inch deep.
Capitalize all rank and positions.
If you use sub-paragraphs, you must use more than one.
Print on both sides of the paper if the letter is longer than one page.
Resources
- Photo Credit military image by Alexey Klementiev from Fotolia.com
