How to Write a Memo Format

By John Leonard

Write a memorandum (memo) to efficiently deliver an important message to a wide audience. Distribute your memorandum to your employees, coworkers, peers or students. Follow the correct formatting guidelines to ensure your memo is up to standard and of professional quality.

Things You'll Need

  • Computer
  • Word processor

Write the Heading

Step 1

Start your word processing application.

Step 2

Ensure margins are set to the following specifications: one inch at the top and bottom of the page, one and a half inches to the left and one inch to the right.

Step 3

Start typing in the upper left-hand corner of the page. Type "Date," followed by a colon, a single space and the date (write out the month in full).

Step 4

Type "To" on the next line down, followed by a colon, a single space and the addressee(s).

Step 5

Type "From" on the next line down, followed by a colon, a single space and your name (or department).

Step 6

Type "Subject" on the next line down, followed by a colon, a single space and the memo's subject.

Write the Body

Step 1

Double space between the heading and the body of your memo. Consider inserting a border or solid line between the heading and the body.

Step 2

Use simple, concise language. Start sentences with direct action verbs.

Step 3

Create headings to break your memo into manageable sections. Bold headings and separate text and headings with a double space. Single space the paragraphs under each heading.

Step 4

Conclude your memo with your name (or department) and contact information to promote further discussion. Do not use a salutation, as this is not a letter.

Tips & Warnings

  • Memo formatting can vary slightly on a case to case basis. These are general guidelines, but you may receive memos adhering to slightly different guidelines.
  • Consider adding a CC (standing for "carbon copy") line under your "To" line if you would like the memo copied to multiple addressees.
  • Add the word "Attachment," followed by a colon, a single space and a list of attached documents should you wish to include supplemental materials with your memo.