If you have been paying attention to the samples shown in previous lessons, you will have observed by now that memos follow a specific formatting style.
organized into paragraphs without indentations, single-spaced within paragraphs, double-spaced between paragraphs
rarely include a signature, but names or initials are sometimes included in the header
ideally consists of a single page
bullets may be included, but must be kept to a minimum
Other extra lines, such as CC or BCC, may be added as needed. The RE line may also be used instead of SUBJECT.
Heading
TO: [receiver's name and job title]
CC: [names of others receiving a copy]
FROM: [sender's name and job title]
DATE: [day, month and year all spelled out]
SUBJECT: [topic]
Opening
context
task
purpose
Summary
Discussion
Closing
Attachments
Signature
These can be organized in two possible ways:
direct presents the purpose of the document in the first paragraph (sometimes the first sentence), then provides supporting details in the body
indirect opens with attention-getting details, then states the purpose in the body
The direct approach is generally best for good news or routine communications while the indirect style works better for persuasive, sales, or bad news messages.
An action portion or a courteous closing statement is used at the end of both.
In general, memos are written professionally, but the overall formality may vary depending on the type of memo being written. Memo reports and policy memos have a more formal tone, while generic memos are more conversational.
When writing a memo, also consider your audience. Remember that, in most cases, you will have a professional relationship with your readers, so take that professional connection in consideration. Your memo must reflect that.
Finally, the tone should consider the technical and authority levels of all readers.
As already mentioned, memos are usually very short and consist of a single page. This will not be universally true, especially when considering report memos, but you must always remember that the most important rule in writing a memo is less is more.
You do not want your readers to skip the memo because it was too long, so you need to get to the point directly. That way, your receivers can take action immediately.
If your memo is running too long and it is not appropriate for that type of memo to be lengthy, consider splitting the memo or even reconsidering the content, in case it has already become too broad.