Memo Format

Before discussing and explaining the official memo format, it is good to define memo or a memorandum. A memorandum commonly known as memo is an official communicating tool that is created for a particular topic in order to make the employees understand. A memo has great importance and a key role in the business communication and is commonly used in all business types. When it comes to communicating certain information within an office or an organization the best mean is memo that helps the sender to convey the message or information in a clear, concrete, concise and precise manner. Though, writing a memo is not a difficult task but a good and effective memo always need to have basic writing skills and a standard format of an official memo.

Official memo format

In the effectiveness and concreteness of an official memo, the format of the memo has a vital role and therefore writing an official memo is considered as a skill. An official memorandum consists of three parts, the introduction, body of the memo and conclusion. Companies are free to choose a format to write these three parts in different styles. There are a lot of companies, especially big companies and organizations that have their own pre-written standard format of official memo to use in their offices and organization. Some other memo formats are available on the internet from where people can download the one suiting their requirements.

Here is preview of this Memo Format created using MS Word,

Memo Format

The following steps will explain an action and standard format of an official memo.

  • Prior to the introduction, it is important to include certain important headings in an official memo. These are, “To”, where you have to put the name of the recipient along with job title, if the recipient is a group then no need to mention job titles of all, “From” where you have to write the name of the sender along with the designation, “Date” type the current date on which you will send the memo and “Subject” where you have to write the purpose of the memo.
  • Now it’s time to write the introduction of the memo, that’s what about the memo is?. There is no need to include headings before writing the introduction, body and conclusion. Simply start and write a precise and clear introduction about the purpose of the memo.
  • Include the body of the memo in order to explain the issue that you have written on the subject. It is good to write the body with headings or bullets as this will help your recipients in understanding the message. Emphasize on the issue and try to discuss it clearly along with your expectation and the required action.
  • Finally, include the conclusion of the official memo at the end of the memo. The conclusion should be about 4 to 5 lines.
  • Review the memo for possible grammar and spelling errors before sending. Always try to use action words, active verbs, active voice and simple and clear language. The memo should be clear and straightforward so that the reader immediately gets your point you want to make him/her understand.

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