memo template - Download as DOC

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Purveyor of Fine Gourmet and Specialty Food
2200 Manoa Valley Road   Honolulu, Hawai'i 92833     808.555.4837


                                                   January 9, 20xx –

TO:             Ms. Mele Smith, Associate

FROM:           Ms. Keahi Keaupuni, Trainer

SUBJECT:        Format Template for Professional-Looking Memo Reports


Welcome to Barklay's! As you requested, here is memorandum report that we use for our
format memorandum reports. You may use this memo as a template for your own memos
by substituting your own paragraphs and headings for the ones used here.


Spacing and margins comprise the format – or physical layout – of a memo. As with all
business documents, the professional-looking memo report is carefully formatted.


Correct margins give the paper a "picture in a frame" look. White space provides a rest
for the reader's eyes at the end of every line. Standard margins are one inch on each side.
The top margin on the first page may be slightly wider, especially with a printed
letterhead, and the second-page heading often begins on line #4 or #5, one-half inch from
the top of the page. The bottom margin may be slightly more or less than one inch so that
the writer can avoid a floating heading (a lone heading at the bottom of the page that
appears disconnected to its content.)


Paragraphs are single spaced. A double space separates additional paragraphs
within a section. Each section is introduced with a heading. To show visually that the
heading goes with the section following it, a triple space precedes it and a double space
follows it to place the heading slightly closer to the section that it describes. (Note: the
Mele Smith                                    2                       January 9, 20xx

"single/double space" rules may be modified depending on the computer printer being
used. Less space may be used to avoid unnecessary white space on a page.) Good memos
make deliberate use of white space.

Blocking Styles

The first line of each paragraph may be fully blocked at the left margin (as i this memo)or
indented. Full block style is easiest to type because, except for a few centered headings,
everything begins at the left margin. Full block style is useful, too, when a memo requires
several levels of headings (called subheadings, also used in this memo.)

Memo Headings

The term "heading" refers to a number of different elements in a memo, and this can be
confusing. Three types of headings comprise the form of a memo: the memo heading, the
second page heading, and text headings.

Routing Heading

The routing heading indicates the intended reader and writer of the memo. A standard
memo heading is comprised of four basic parts: DATE, TO, FROM, SUBJECT. In some
companies, employees use pre-printed forms. If no pre-printed form is available, then the
writer double spaces these four elements at the top of the page.

DATE Line. The heading always includes the date on which the memo was written. As
the arrangements above show, the date can be included in a few different locations. The
date is never abbreviated. In the military style there is no comma. Unacceptable forms
are: 9/1/12, Sept. 1, 2012, or 1 SEPT 12. The acceptable forms for writing the date are
business style (September 1 2012) or military/government style (1 September 2012.)

TO Line. As most memos are filed for reference, complete information may be needed at
a future date by another person. The TO line includes the full name of the person to
whom the memo is being sent. As a courtesy, the complimentary title -- Ms., Mr., Dr. --
may precede the name. For clarity, the business title and often the department follow the
name. If the writer plans to send the memo to several people, they are listed
alphabetically (if they are equal in status in the organization) or by rank (with the highest
ranking person first.)
Mele Smith                                    3                      January 9, 20xx

FROM Line. The FROM line includes the full name, title and department of the writer.
A complementary title is usually not used except for personal preference and to identify
his/her gender (such as Pat and Leslie, which are names for both men and women). Then
the complementary title is placed within parenthesis (as shown in the FROM line of this
template.) Finally, on hard copies of the memo, the writer initials the end of the FROM
line in blue or black ink to validate the report and resume responsibility for its content.

SUBJECT Line. The subject line concisely (in a phrase with a maximum of seven
words) previews the memo's subject. It contains sufficient information so the recipient
has a clear idea of the message's purpose. Although all forms are equally correct,
company policy may establish one as preferred.

Text Headings

The text headings organize the text into an easy to read form. A triple space separates a
paragraph from the next main heading. A double space goes between a main heading and
the text. Headings should stand out from the text. Headings are required (except for the
optional "introduction" heading.)

Headings come in several levels. Level 1 headings (called "main" headings) may be
centered or blocked at the left margin. Level 2, 3 and 4 headings (called subheadings) are
always indented. This memo uses Level 1 headings (centered), Level 2 headings (blocked
with its paragraph beginning a double space below), and Level 3 headings (blocked with
its paragraph beginning on the same line immediately after the heading.)

Page 2+ Header

Every page of a memo report is labeled with the name of the recipient (including courtesy
title and business title), page number, and date. This can easily be done in your word
processing software by scrolling down ""View" from the top tool bar and choosing
"Headers and Footers" or they can be typed in manually (as in this template.)


As you can see, the memorandum report format is easy to use. This format is useful in
many of the tasks as well as for correspondence here at Barklay's. If you have any
questions or would like to see more material, please call me at ext. 123 anytme. Again,
welcome aboard!

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