Sample Memo

Everything you wanted to know about memos...

Date: September 1, 2000
To: Center Interns
From: Center Team Leader
Subject: Standard Format for Memos

In this sample, I have outlined the basic format requirements for a standard memo. You may be familiar with the memo templates that many word processing packages offer--you will notice that there are several variations on the basic format, but the required elements are the same. In any memo, you should include

date;
name or position of the people to whom the memo is being sent (if there are multiple recipients, list the names in alphabetical order according to last name; you can also include a "CC" line below the "To" line and list the names of your secondary audience--that is, people who may be interested in the memo but are not directly responsible for responding to it);
name or position of the sender (often, the sender will write her/his initials next to her name on the memo--this acts as a signal that the sender has verified and approved the memo content);
subject line;
body text.

The Use of Margins

The margins for a typical memo are a 1.5 inch left margin, 1 inch right margin, and 1 inch margin at the top and bottom of the paper. You can adjust these margins slightly to make your memo fit on one page, or to space the information so that page breaks do not happen at awkward places--for example, when you are at the end of a paragraph and only three or four words flow over to the next page. All paragraphs and headings should be lined up with the left margin.

How to Use Single, Double, and Triple Spacing

Text spacing is an important navigational tool in a memo. Some conventions ask you to double space between the date, to/from, and subject lines and between each paragraph, others (such as those for this site) use single spacing in the block. Triple space before each heading within the body of the memo. Do not double space the body text of your memo.

Using Headings

If your memo is more than two or three paragraphs, including headings can be helpful for your reader--be sure to use headings that capture the key topic of that section and capitalize each major word of the heading. Bolding or underlining the heading will help the visual design of your memo.

Closing

Provide some conclusion to your memos with an invitation for further discussion or feedback, or with contact information. While you do not use a closing salutation for a memo, as you do with a letter, providing contact information and a conclusion indicates that you are engaging your reader rather than talking at them. Please refer to the resources for memo-writing available on the Profcomm site if you need additional information, and direct any comments regarding memo-writing to your instructor via email or in class.