C h a p t e r 2 8
Memorandum
A
memorandum or memo (plural: memoranda) is a letter designed to be used
within a department, or between the departments or branches of a business.
Frequently, a printed form or e-mail determines the format [see Chapter 23, E-Mail].
In other cases, employees follow the approved format explained later in this section.
cHaracteristics
A memo
-^ follows a format that includes a heading with To, From, Subject, and Date,
-^ conveys a company-related message about anything from sales to the company
softball league,
-^ is written like a business letter, with the main idea in the first paragraph
followed by necessary details and finally, if required, a request for action or
response,
-^ is usually more informal than formal,
-^ records or requests an action (implying the sender keeps a copy),
-^ follows a standard format which calls for single-spaced, block paragraphs [see
Business Letters in Chapter 26, Letters], two spaces between paragraphs, and
three between the heading and the body.
Process
Use the following steps to develop an accurate, business-like memorandum.
STEP 1: Prewriting—Recognizing a Need
Before you write a memo, know exactly why you are writing it. Consider some of
these possible reasons:
-^ You are requesting action. Perhaps you want to confirm the dates for your
vacation with your superior.