#Business memo format how to#

When communicating with business organizations, one should usually include the sender’s position title.Ĥ. No courtesy title should be used before the sender’s name. Sender’s Name: The name of the sender should be mentioned clearly. When a group is named, copies of the memo are sent based on a distribution list.ģ. The receiver of a memo may also be a department, such as an Account Department, or a group of individuals, such as the department heads. Mention the receiver’s position title after the name if the memo is related to the performance of that person’s job. When writing to an individual, avoid courtesy titles such as Mr./Mrs. Name of Receivers: The receiver of a memo may be an individual or a group of individuals. To: Sales Staff Subject: Commission PaymentsĢ.

When pre-printed memo forms are not available, many organizations use their standard letterhead and type the words To, From, Subject, and Date: to create and use as a memo. Memo heads are usually available in 8.5 by 11 inch or 0.5 by 8.5 inch Some organizations also include memo number, response date, or route. This will help to avoid delays.Īll memos follow a general format is usually located in an organization in terms of the following items: If an immediate response is required then send a copy of the previous communication with the memo.This is helpful for proper understanding. Make proper reference to previous communications by subject and date.If any reply is expected then use a form with a reply space at the bottom.This will allow the proper specification of the key points. Use short paragraphs and provide numbers for every item.Write a separate memo for each subject so that it can act as a reference and reduce confusion on the part of the reader.The following techniques will improve the quality of a memo: write the memo in a concise, complete, and easy-to-understand way. If the message is based on certain assumptions then those assumptions are required to be stated.

If any actions are described those are based on past actions then describe those past actions properly.

Consider the background information necessary for the message.

While preparing the content of a memo, one must consider the following things

Why are you writing to a particular person?.

The content of the memo is influenced by two (2) questions:

#Business memo format how to#

The image given above is two formats of the business memo it will help to understand how to write a business memo format. An example of a less important memo with an informal tone and a more important memo with a formal tone is illustrated below: How to write a business memo (Format 1) How to Write a Business Memo (Format 2) So, both the direction and importance of the memo should be reflected in the tone used. A memo regarding the change of a picnic schedule is not the same as a memo stating a new, policy or promotion. The importance of the message should also be considered as one starts to write. If the message is moving upward, the tone of the memo is more formal, whereas the memo moving horizontally or downward may be less formal. To write a memo two factors should be considered to determine the tone: The following techniques will help a person compose a memo in a more effective way: 1.