Date:	28 August 2006
To:	All Business Writing Students
From:	Dianne Cothran, Professor	[initial by hand]
Subject:	Memo Format

In response to students who have asked for a simple example of a correctly formatted memorandum, I am posting this document. Below you will find the basic rules concerning memo format. 

Parts of the Memorandum

There are three required elements of the memo:

• Title--The title typically consists of the company name and the word memorandum. 
• Heading Block--The heading block should be double spaced. Sign your initials by your name rather than including a signature at the end of the memo as you would in a letter. The subject line should be capitalized as if it where a title and should succinctly describe the topic of the message.
• Body of the Memo Message--The body of the message should be single spaced with double spacing between paragraphs. In the "block" format, which is most common, every line begins on the left-hand margin, and paragraphs are not indented.

The body of the message should be organized in three parts:  (1) a statement of purpose, (2) the details, and (3) a positive, friendly closing or next-step information. These three parts are usually presented in three separate paragraphs, though the details themselves may require several paragraphs in a longer, more complex memorandum.

In general, organize so that the most important information comes first. Avoid making your reader wade through peripheral information before getting to the bottom line. The statement of purpose may well state the conclusion or recommendations as well as announcing the topic.

The closing paragraph should be brief and to the point. Draw your conclusions, make recommendations, or define the next step; tell your readers what you want them to do. Whenever possible, close your message in a positive and friendly manner.

Formatting for Visual Effect

Help your reader move through the document quickly and easily by using formatting techniques that break it up into manageable packets of information and that visually illustrate the logic of your ideas:

• Use white space liberally
• Include instructive or topical subheadings
• Use bullet points or numbered lists
• Vary typographical elements such as the use of italics, boldface, and capital letters.

If you have any questions regarding memorandum format, please let me know. In class we will look at some examples of poorly formatted memos and will also consider other important issues such as audience and business writing style.