Memorandums, memos for
short, are internal
correspondence. This means
they are used to communicate
within an organization.
Simplified
Formal (Formal)
In this unit, we will use
the formal memo to
communicate with our
boss by learning to
write and type a formal
memo.
TO: Addressee Person receiving memo
FROM: Writer’s Name Person sending the memo
DATE: Date Current Month, Day, Year
SUBJECT: SUBJECT What the memo is about
Body The message of the memo
Reference Initials Initials of the person who
typed the memo
In formal memos, heading lines are used to
label the following parts:
TO: Addressee
FROM: Writer’s Name
DATE: Date
SUBJECT:Subject
Notice that heading lines are keyed in all capital letters,
and tabs are used to align memo parts.
Spacing for Formal Memos
All parts of a Formal memo are double-spaced.
If someone other than the writer types the memo, the
typist’s initials are keyed in lowercase letters after the
body.
If something is enclosed or attached to the memo, a
notation is keyed a double-space after the last part.
In a formal memo, the body of the
memo is single-spaced with a double
space between paragraphs.
Paragraphs are keyed in block style
(all lines beginning at the left
margin). Paragraphs are not
indented!!
1. Open the Word Processor, (MS Word or Works.)
2. Open a new blank word document.
3. Change the margins.
4. Determine the order of memo parts.
5. Key the memo in the correct order.
6. Spell check and proofread the memo.
7. Print preview your document.
8. Save your document with assigned file name.
9. Print the memo if instructed by the teacher.
1.Open Microsoft Word by
double-clicking the Microsoft
Word icon or clicking Start,
Programs, and Word.
2. A blank word document
automatically opens in which
you may type.
3. Change the margins for your
document by clicking File and
choosing Page Setup from the
menu. Enter 2” for the top
margin, 1” for the bottom margin,
1” for the right margin and 1” for
the left margin.
2”
1”
1”
1”
4. Determine the correct order
of the memo parts.
Formal:
Addressee
Writer’s Name
Date
Subject
Body
References Initials
5. Key the Memo.
Use block format (all lines beginning at the
left margin), key the memo.
Make sure proper spacing is used throughout
the memo.
Formal memos are double-spaced throughout
with no exceptions.
Remember to use heading lines (TO, FROM,
DATE, and SUBJECT followed by a colon
and tabs to align memo parts.
7. Spell check the document using the
Spell Check Tool.
Click Tools and choose Spelling from the
menu bar or click on the Spell Check
shortcut.
8.Print Preview
the document
by clicking
on the File
menu and
choose Print
Preview.
9. Save the document with the
assigned file name.
Click on the File menu and choose
Save As, change to 3 ½ Floppy
a: drive and then type in the file
name. Click OK when you
have double-checked to see if
the file name and drive selected
are correct.
10. Print the document if the teacher
instructs you to do so.
Click on the
File menu,
choose Print,
make sure it is
set for 1 copy,
then click OK.