The following document discusses the proper writing and formatting of a memo. Notice that the first sentence of my memo expands the subject line. Your memos should do the same! Your memo should always have an introductory paragraph before you begin the headings (headings are described under Content Rules).
Formatting Rules
Memos should have a minimum of four title lines: TO, FROM, DATE, and SUBJECT. The title lines are capitalized. The title lines should be in that order and double-spaced (one empty line between each title). Each title line should end with a colon (:) and the words following the title should align with each other. Additionally, the lines should have all important words capitalized.
If our memo is short, you can triple-space between the SUBJECT: line and the first line of your content. If your memo is longer, you can double space that area.
Memos do not need to be written on a company letterhead, but that is an option. If you use company letterhead, your TO: line should begin at about 2" from the top of the paper; if you do not use company letterhead, your TO: line should begin at 1" from the top of the paper.
The body of your memo should be single-spaced, with double-spacing between paragraphs. Do not indent paragraphs.
Content Rules
The first line of your memo should restate the subject of your memo. Your first paragraph should be an introduction - you would never begin the body of your memo with a heading. If your memo is long (one page or more), you should divide the memo with headings. For this course, you might have headings for each question in a case analysis, for example. Headings not only help the reader understand your message better, it also adds white space to your document. Why do you want white space? People do not like reading long messages. By adding white space, you're trying to "trick" your reader into reading your message by actually making it easy to read.
Page Numbering
If your memo is more than one page, you need to number the second (and subsequent) pages. You have two options for the second-page numbering, as seen on the next page:
Memos Current Date Page 2
So, you repeat one or two words of the subject line, use the same date as on the first page, and put the page number. The first example is all left-aligned on separate lines. The second example is all on one line, again with a word or two repeated from the subject line, the date from the first page, and the page number.
Memos just end - with no "Sincerely" closing or signature.
If you have any questions, let me know