Memo format
Memos are typically written on an internal letterhead that designates the document as a memo or memorandum. Sometimes, specific functions are designated such as Policy Memo or Claims Report.
The memo format is characterized by a standard heading that includes all the details about its origin, audience and subject. A quick glance is all it should take to know what the document is to be used for or where it ought to be filed (Yates & Orlikowski, 1992).
The heading is always found at the top of the memo, justified to the left, with tabs set so that the items line up in an easy to read straight line:
To: John Jones, Purchasing
From: Sandra Smith, Accounting
cc: Barney Black, Controller
Date: September 17,2019
Re: Sending invoice for construction clients
The first paragraph summarizes the gist of the whole memo: a reader ought to be able to scan just the header and the first paragraph and understand everything about the context and content of the messages.
The assumption is that a busy executive will read only the first paragraph, filing the memo in an appropriate place for later reference or action.
The next two or three paragraphs provide the details necessary to support or explain the main points in the same order they were previewed.
If large amounts of data are needed, the tables or graphs would typically be attached as enclosures. The typical memo fits on one page, although a longer memo is sometimes used for extensive policy or procedural instructions.
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