In this short Business English leasson, learn how to properly format a memo.
Proper Memo Format
Here's a quick guide on how to format a business memo
A business memo (plural: memos) is a form of written communication used in a business context, with a specific format.
The memo format is, typically, informal (but still business-related) and public.
People typically use a memo to:
- make an announcement about something,
- report on company activities,
- discuss procedures,
- and distribute information to employees.
If you want to communicate something confidential - do not use a memo!
Tone (register) of a Memo
The tone of writing (register) people use in a memo is friendly and informal. This does not mean you can write in a curt or bossy manner, but writing in a brief style is okay.
Memo Structure
Include the most important information in the first paragraph. Use the subsequent paragraphs to expand on the main ideas in the first paragraph.
Memos generally all follow a similar structure and include the elements below:
- Addressee: left justified, use capital letters, position near top of page
- Sender: left justified, use capital letters, position below addressee (name of recipient)
- Date: left justified, use capital letters, position below name of sender
- Subject: left justify, use capital letters, position below date
Example
Some business people think that memos can be used as effective management tools, because they are public documents.
However, while memos might be useful when giving direction and suggestions, it is best to offer praise and criticism of employees on a personal level.
Today, most written business communication is done by via e-mail, but it’s still important to know how to format a memo to include it in the body of an e-mail.
When you need to transmit a large amount of information, it is best to write a separate memo and attach it to your e-mail message.
A properly formatted memo makes it easier to include all the headings, numbered lists, and any other required information, which can be more difficult to format in an e-mail.
