How to Write a Memo

The one thing you must remember about memoranda (memos) is that they are internal only: they are only used between personnel within an organisation. Memos should never be used to correspond with people or organisations outside of your company.

Today, memos are becoming outdated as e-mails are used more frequently, but they do have their time and place.

Memos are a good way of communicating with your staff, especially those that do not have access to email. It is easy to forget that not all jobs have a PC or laptop sitting on a desk: many labour intensive jobs may never use a computer.

Memos have a very simple layout: no headed paper - just MEMORANDUM centered on the top. This is followed by TO: and FROM:, left justified. In these the name of the person and job title should be entered. Next is DATE: then SUBJECT. The subject should give the reader a clear understanding of what the memo is about.

The rules for memos are:

1. they do not have any salutation (dear sir/madam or name) or complimentary close (yours faithfully, yours sincerely)

2. KISS - Keep It Short & Simple

3. keep to one topic, if you need to talk about something else - write another memo

4. If a copy is being sent to more than one person

- 'cc' under the 'to' line OR

- write a distribution list at the bottom of the memo (list all the names and job titles) and in the 'to' line put 'See below'

- everyone in a department or organisation: type 'All department staff' or 'All Staff' in the 'to' line

5. they do not have to be signed

There are often arguments that memos are not formal - they can be: it depends on the topic. An invitation to a disciplinary meeting would be formal, whereas an invitation to the staff party would not. The difference would be the means of delivery: formal should be by hand to the person, informal can be placed on a notice board.