THE BASIC ELEMENTS OF THE ‘MEMO FORMAT
Memos are an important, and frequent, job responsibility. Because memos communicate the, information necessary to keep a company running smoothly, you must write them clearly anti quickly. Do not be surprised if your supervisor says, “Send me a memo on that line slow-down by this afternoon.” Memos test your ability to analyze a problem quickly and to write a concise, accurate solution. Your ability to handle them tells your reader a great deal about your potential as a problem solver and decision maker.
Memo format is easy to construct. At the top of the page, place: To, From, Subject, and Date lines. That’s all there is to it. What follows below those lines is a memo report. Usually such a report is brief – from one or two sentences to one or two pages. Theoretically such a report has no length limit; practically, however, such reports are seldom longer than four or five pages.
Follow these guidelines to set up a memo or memo report:
- Place To, From, and Subject lines at the left-hand margin.
- Place the date either to the right, without. a head, or at the top of the list with a head (Date:).
- Follow each item with a colon and the appropriate information.
- Name the contents or main point in the subject line.
- Place names of people who receive copies below the name of the main recipient.
- Sign to the right of your typed name.
- Choose a method of capitalization and placement of colons.
MEMO FORMAT: EXAMPLE 1
MEMO FORMAT: EXAMPLE 2
MEMO FORMAT: EXAMPLE 3
Whatever memo format you choose, you need to write clear, concise text to convey your information~ The following report has a short introduction, r briefly tells the results of a test, and recommends a course of action – all in three paragraphs.
To: Bob Mitchell . April 1, 19XX
From: Marcia L. Cody Subject: Shurstik vs. WA tapes I’ve completed the laboratory testing on the Shurstik and the WA tapes used for Bi-pack cans. This memo report presents the results of my tests along with my recommendation. I performed the laboratory vibration testing according to ASTM Rackaging regulations. The WAtape is far superior to the Shurstik tape in preventing can separation during shipping. The Shurstik tape showed 27 out of the 60 cans tested completely separated from each other. Another 17 out of the 60 cans joined together with the Shurstik tape showed severe tape scuffing. The WA tape tested showed no cans separated, and only 5 out of the 60 cans had some scuffing. My recommendation is to use the WA rather than the Shurstik tape to prevent can separation during shipping.