How to Write an APA Formatted Memo
A business memo is often the first opportunity to showcase your professional acumen. APA (American Psychological Association) Style is a writing guideline used primarily by those in the business and social science disciplines. Memos written in standard APA formats are familiar to business associates, which allows them to easily find the information they seek. Adapting a memo into APA-like format requires combining APA rules with standard memo guidelines.
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Instructions
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Write a few notes outlining what you would like to say in the memo. Consider whom the memo is addressing and what you are trying to accomplish. If you are trying to solicit financial or business help for a project, be sure you have resources to back up your assertions. List the full citations of the articles or online sources.
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Format the memo before you begin writing. It should be about two pages long. According to the Purdue Online Writing Lab (OWL), general APA format requires four sections: A title page, abstract, main body and references. Taking into account that this is a memo, and not an essay, substitute a memo header for the title page. The memo should start with four separate double-spaced lines with the following headings:
TO:
FROM:
DATE:
SUBJECT:APA requires a standard font, like Times-Roman 12 point, and you should set one-inch margins all around. Add a flush right header on each page, with the abbreviated title of the subject followed by the page number.
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Start to write the memo. Fill in the memo heading information using formal titles and company names. Be sure whatever you write in the Subject heading is descriptive of your memo's purpose.
According to the OWL, the header of a memo should comprise about 1/8 of its length.
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Write an Abstract or Summary section, which succinctly describes the proposal or project you are writing about in the memo. Include your proposal or request, why you are soliciting this particular company or individual, your pertinent business experience and education, and any projects you have worked on in the past that are relevant to the memo subject. In memo lingo, this would be the opening, context and task, and should be one quarter of the memo, according to the OWL.
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Write the main body of the memo, using appropriate headings to organize the information. This is where you will write the details pertaining to the subject, or the discussion section, and should comprise half of the memo, according to the OWL.
Whether it is about a project or a proposal, include information about what you need, what has been accomplished, what needs to be accomplished, concerns, timelines, funding, projected costs and perceived benefits. If relevant, refer to business sources within the text that backs up your point of view. For example, "Jefferson (1989) asserts that marketing costs should be projected at 25 percent of the overall budget." The full citation will be listed in the References section.
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Write a concluding paragraph that summarizes your main points. End on a positive note, and communicate your availability for further discussion about the project.
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If relevant, write a References section, listing your sources alphabetically.
The citation should be formatted as follows:
Author, A. A., Author, B. B., & Author, C. C. (Year). Title of article. Title of Periodical, volume number (issue number), pages.If you found the source online, add a line at the end of the citation that indicates where you retrieved it:
Retrieved from website address here. -
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Proof and edit your work before you send it out.
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Tips & Warnings
A memo can be adapted to the APA format in different ways. Read the APA guidelines and standard memo guidelines before you begin.
Use action verbs and industry terms in your memo.
Be clear and brief.
References
Resources
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