BCOM 2050 The Necessitate to Individual Communication Memorandum

Digital media have replaced most internal printed memos in many companies, but you may have occasion to send printed memos from time to time. These can be simple announcements or messages, or they can be short reports using the memo format.

On your document, include a title such as MEMO or INTEROFFICE CORRESPONDENCE (all in capitals) centered at the top of the page or aligned with the left margin. Also at the top, include the words To, From, Date, and Subject—followed by the appropriate information—with a blank line between as shown here:

MEMOTO:FROM:DATE:SUBJECT:

Sometimes the heading is organized like this:

MEMOMemo Heading ElementsTO:FROM:DATE:SUBJECT:

The following guidelines will help you effectively format specific memo elements:

Addressees. When sending a memo to a long list of people, include the notation See distribution list or See below in the To position at the top; then list the names at the end of the memo. Arrange this list alphabetically, except when high-ranking officials deserve more prominent placement. You can also address memos to groups of people—All Sales Representatives, Production Group, New Product Team.

Courtesy titles. You need not use courtesy titles anywhere in a memo; first initials and last names, first names, or even initials alone are often sufficient. However, use a courtesy title if you would use one in a face-to-face encounter with the person.

Subject line. The subject line of a memo helps busy colleagues quickly find out what your memo is about, so take care to make it concise and compelling.

Body. Start the body of the memo on the second or third line below the heading. Like the body of a letter, it’s usually single-spaced with blank lines between paragraphs. Indenting paragraphs is optional. Handle lists, important passages, and subheadings as you do in letters.

Second page. If the memo carries over to a second page, head the second page just as you head the second page of a letter.

Writer’s initials. Unlike a letter, a memo doesn’t require a complimentary close or a signature because your name is already prominent at the top. However, you may initial the memo—either beside the name appearing at the top of the memo or at the bottom of the memo.

Other elements. Treat elements such as reference initials and copy notations just as you would in a letter. One difference between letters and memos is that while letters use the term enclosure to refer to other pieces included with the letter, memos usually use the word attachment.

Memos may be delivered by hand, by the post office (when the recipient works at a different location), or through interoffice mail. Interoffice mail may require the use of special reusable envelopes that have spaces for the recipient’s name and department or room number; the name of the previous recipient is simply crossed out. If a regular envelope is used, the words Interoffice Mail appear where the stamp normally goes, so that it won’t accidentally be stamped and mailed with the rest of the office correspondence.