Memo Format

1
Memo Format
2
Memorandums, memos for short, are internal
correspondence. This means they are used to
communicate within an organization.
3
Two Types of Memos
Simplified Formal (Formal)
4
In this unit, we will use the formal memo to
communicate with our boss by learning to write
and type a formal memo.
5
Formal Memos
Person receiving memo Person sending the
memo Current Month, Day, Year What the memo is
about The message of the memo Initials of the
person who typed the memo
TO Addressee FROM Writers Name DATE
Date SUBJECT SUBJECT Body Reference Initials
6
In formal memos, heading lines are used to label
the following parts
TO Addressee FROM Writers
Name DATE Date SUBJECT Subject
Notice that heading lines are keyed in all
capital letters, and tabs are used to align memo
parts.
7
Spacing for Formal Memos
All parts of a Formal memo are double-spaced. If
someone other than the writer types the memo, the
typists initials are keyed in lowercase letters
after the body. If something is enclosed or
attached to the memo, a notation is keyed a
double-space after the last part.
8
In a formal memo, the body of the memo is
single-spaced with a double space between
paragraphs. Paragraphs are keyed in block style
(all lines beginning at the left margin).
Paragraphs are not indented!!
9
Steps for Keying
Memorandums
10

• Open the Word Processor, (MS Word or Works.)
• Open a new blank word document.
• Change the margins.
• Determine the order of memo parts.
• Key the memo in the correct order.
• Spell check and proofread the memo.
• Print preview your document.
• Save your document with assigned file name.
• Print the memo if instructed by the teacher.

11

• Open Microsoft Word by double-clicking the
  Microsoft Word icon or clicking Start, Programs,
  and Word.

12

• A blank word document automatically opens in
  which you may type.

13

• Change the margins for your document by clicking
  File and choosing Page Setup from the menu.
  Enter 2 for the top margin, 1 for the bottom
  margin, 1 for the right margin and 1 for the
  left margin.

14
(No Transcript)
15
2
1
1
1
16
4. Determine the correct order of the memo parts.
Formal Addressee Writers Name
Date Subject Body References Initials
17
5. Key the Memo.

• Use block format (all lines beginning at the left
  margin), key the memo.
• Make sure proper spacing is used throughout the
  memo.
• Formal memos are double-spaced throughout with
  no exceptions.
• Remember to use heading lines (TO, FROM, DATE,
  and SUBJECT followed by a colon and tabs to align
  memo parts.

18

• Spell check the document using the Spell Check
  Tool.
• Click Tools and choose Spelling from the menu bar
  or click on the Spell Check shortcut.

19

• Print Preview the document by clicking on the
  File menu and choose Print Preview.

20

• Save the document with the assigned file name.
• Click on the File menu and choose Save As, change
  to 3 ½ Floppy a drive and then type in the file
  name. Click OK when you have double-checked to
  see if the file name and drive selected are
  correct.

21
(No Transcript)
22

• Print the document if the teacher instructs you
  to do so.

Click on the File menu, choose Print, make sure
it is set for 1 copy, then click OK.