Memos

As “in house” or company’s documents, memoranda, or memos, are one of the most adaptable
document forms used in professional settings. They are usually used for asking and giving information,
company policy, business reports and proposals. They are often used to inform but they are sometimes to
persuade. Most companies nowadays use template for their memos and letters.

Memos are “in house” documents (sent within an organization) to pass along or request
information, outline policies, present short reports, and propose ideas. While they are often used to
inform, they can also be persuasive documents. A company or institution typically has its own “in house”
style or template that is used for documents such as letters and memos.

Follow strictly the institutional memo format.

∙ Complete the memo header block. It appears at the top left side of the memo, immediately under
the word Memo or Memorandum. It is always in large, bold and capitalized letters. Place a
horizontal line under your header block, and place your message below.

TO: (Provide the recipient’s full name, and position or title within the organization) FROM: (Include the

sender’s full name and position or title

DATE: (Indicate the full date on which the memo is sent)

SUBJECT or RE: (A brief phrase that concisely describes the main content of your memo)

∙ Organize the memo message very well. Regardless of the length, memo message should follow an
organization principle. In writing the memo, you should consider the following questions: Do I
have to read this? Why do I have to read this? What do I need to know? What am I expected to
do now or later?

The length of a memo can range from a few short sentences to a multi-page report that includes
figures, tables, and appendices. Whatever the length, there is a straightforward organizational
principal you should follow. Organize the content of your memo so that it answers the following
questions for the reader:

1. Opening: Do I have to read this? Why do I have to read this?

2. Details: What do I need to know?
3. Closing: What am I expected to do now?