General Memo Template - DOC by 28f81Kgk


									MEMORANDUM                                                                        June 30, 2006

TO:            Department Heads

FROM:          Kerry Reynolds, Manager
               Communication Services


CONTACT:       Kerry Reynolds, 713-556-6130

Memoranda are used for internal written communications among schools and departments.
To provide for maximum clarity and consistency in these communications, the Houston
Independent School District has prepared a style guide to help employees draft memos.

For greatest effectiveness, memos should be concise and easy to read. Use simple, direct
sentences in the active voice. Also, before writing a memo, consider whether using a memo
format is the best way to reach your audience. For example, if only a few people need to receive
the information, a simple e-mail could do the job.

General Memo Guidelines:
   Use 11-point Arial and set the top, bottom, left, and right margins at 1".
   Whenever possible, to save paper, limit memos to one page. (Using 11-point instead of
    12-point type and setting the margins at 1" should make this easier. Of course, if the memo
    is very short and a smaller type size is not needed to conserve space, 12-point type can
    certainly be used.)
   Use black ink/toner only.
   Justify the text on both the left and right margins.
   Do not indent the first line of paragraphs.
   Separate paragraphs with a blank line (full return).

Electronic memo templates are available online at



c: Rosalind Young
   William Albright

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