How Do I Write a Business Memorandum?

Business memorandums are used for interoffice communications. The memo format is easy to use and appropriate for simple reports routine requests and another other straightforward messages. Business memos are comprised of two parts: a header and the memo itself.

Instructions

Create a Header

1. Type "Memo" or "Memorandum" (in capital letters) on the top of your cover sheet. You may center or left align this title.

2. Create an address block two or three lines below the title. Include the headings "To," "From," "Date" and "Subject" in capital letters. Place a hard return, or a blank line, between each entry.

3. Fill-in the address block with the appropriate information using a regular font (do not capitalize every letter). Keep your subject succinct. Inform the reader of the memo's contents in two lines or less.

Write and Deliver Your Memo

1. Start the body of the memo two or three lines below the header. Use single spacing unless your company's policy dictates differently.

2. Use simple titles to identify separate sections of your memo. You can use a bold font for these titles but it is not necessary to use all capital letters. Separate paragraphs with a hard return. Indenting new paragraphs is optional.

3. Deliver your memo to recipients by hand or through interoffice mail. If the recipient works at a different office location, it is also acceptable to send memos via the postal service or other message carriers.

Tips & Warnings

• If you plan to send your report to a lot of individuals you can create a separate distribution list. Place the list at the bottom of the header before the memo's copy. Inform your reader of the distribution list after the "To:" prompt.

• Although simple and convenient, memos aren't appropriate for all business communications. For example, memos should not be sent to individuals such as clients or suppliers that do not work for the same organization. Use business letters to correspond with these outsiders.

References

• "Excellence in Business Communications: Fifth Edition"; Thill, John V. and Bovee, Courland L.; 2002
• Purdue Online Writing Lab: Sample Memo