How to Write a Memo Heading

A well-formatted memo makes it easy to find important information.

Memorandums, or memos, are brief business communications that serve to get important bits of information across to people in a concise and easy-to-read format. A clear memo heading is an important aspect of any memo because it prepares the reader for what is to come. A quick scan of the heading reveals key information about who is involved in the topic, what will be addressed and when the memo was sent. A consistent heading format makes it easy for employees and co-workers to read, understand and file these useful documents.

Instructions

1. Format each memo in the same manner with to, from, date and subject lines clearly designated. These elements should be printed on separate lines and in all-capital letters.

2. Type the name and titles of all senders and recipients in the "to" and "from" sections of the memo. You do not need to use Mr. or Mrs. in a memo, though Dr. is occasionally used. Include both the first and last names of each individual to avoid confusion.

3. Put the current date in the "date" section of the heading. Do not include the day of the week, but do include the year.

4. Write a concise and informative subject line. Avoid one- or two-word subjects that don't convey enough information, such as "Company Update." Opt for a subject that lets your recipients know exactly what the memo is about, such as "Company Dress Code Update."

Tips & Warnings

• The heading elements can be reordered as desired. Some companies prefer to have the subject line higher in the heading. Whatever you choose, keep it consistent from one memo to the next.

• If you use a pre-printed memo sheet and write the details by hand, you do not need to include a colon after each element of the heading.

References

• Colorado State University: Writing@CSU--Memo Heading
• KCI Training: Memo Formats
• Purdue Online Writing Lab: Parts of a Memo