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Memos Are Documents That Use A Standard Form

Memos are formal documents used within organizations to communicate various types of information, including reports, instructions, and policy announcements. They follow a standard format (To: From: Date: Subject:) and can be utilized for both electronic and printed communications, especially in settings where employees may not have easy email access. Proper formatting, including headers for multi-page memos and attention to recipient hierarchy, is essential for clarity and authority.

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24 views3 pages

Memos Are Documents That Use A Standard Form

Memos are formal documents used within organizations to communicate various types of information, including reports, instructions, and policy announcements. They follow a standard format (To: From: Date: Subject:) and can be utilized for both electronic and printed communications, especially in settings where employees may not have easy email access. Proper formatting, including headers for multi-page memos and attention to recipient hierarchy, is essential for clarity and authority.

Uploaded by

jocelyn.chinatsira
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Memos are documents that use a standard form (To: From:

Date: Subject :) whether sent on paper or as attachments to


e-mail messages. They are used within organizations to
report results, instruct employees, announce policies,
disseminate information, and delegate responsibilities.
Even in organizations where e-mail messages have largely
taken the function of memos, a printed or an attached memo
with organizational letterhead can communicate with
formality and authority in addition to offering the full range
of word-processing features. Paper memos are also useful in
manufacturing and service industries, as well as in other
businesses where employees do not have easy access to e-
mail.
Memo Format The memo shown in the picture above
illustrates that the memo format can be used not only for
routine correspondence but also for short reports, proposals,
and other internal documents. Although memo formats and
conventions vary, the format (To:, From, Date:, Subject:) in in
the picture above illustrates is typical. As this example also
illustrates, the use of headings and lists often fosters clarity
and provides emphasis in memos. For a discussion of subject
lines, see correspondence. As with e-mail, be alert to the
practices of addressing and distributing memos in your
organization. Consider who should receive or needs to be
copied on a memo and in what order—senior managers, for
ex ample, take precedence over junior managers. If rank does
not apply, alphabetizing recipients by last name is safe. Some
organizations ask writers to initial or sign printed memos to
verify that the writer accepts responsibility for a memo’s
contents. Electronic copies of memos should not include
simulated initials.
When memos require more than one page, use a second-
page header and always carry at least two lines of the body
text over to that page. The header should include either the
recipient’s name or an abbreviated subject line (if there are
too many names to fit), the page number, and the date. Place
the header in the upper left-hand corner or across the page,
as shown in the figure below;

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