Sample Template for a Memorandum

Contributed by Deane Gradous, Twin Cities consultant

copies to: Ltltl Mtmtm

To: Ccccccc Ssssssss Mtmtm Mtmtm

From: Ddddd Gggggg
Ntntn Mtmtm

Date: Mmmm 99, 9999
Ototo Mtmtm

Subject: Boldface the line and use words to allow filing the memo correctly

The purpose of this memo is to provide a model. Generally, you should clearly state your purpose at the beginning of the memo and request the action you want at the end. Confine your memo to a single purpose. If you have two purposes, write two memos. Take the time to analyze your reader; that is, consider how he or she (always a single reader) wishes to be approached with your message. Consider the tone or language that will appeal to the reader. Because your organization pays you to think and to communicate that thinking to others, be sure to include the following content:

I am writing because
The facts are
I will, or I propose that you

The following formatting devices will add to the attractiveness of your memos:

Use 1-inch margins all around (1¼-inch left margin if the memo will be 3-hole punched and inserted in a binder). Do not justify the right margin.
Use block-style paragraphs.
Single-space your memo, and add 6 points above paragraphs--3 points above the items in a list. Double-space a very short memo.
Use 12-point Times Roman as the default.
Do not add a complementary close (e.g., sincerely). Do not sign memos at the bottom
Add initials beside your name to indicate that you have read and approved the memo (optional).
If the "copies to" list is longer than ten names, place it at the end of the memo. If your memo is addressed to a distribution list, name the list.
In a footer, add the date and number the pages of the memo, for example "2/23/96, page 2 of 4." In the footer, you may choose to use smaller type.
Begin long memos with a paragraph that functions as an executive summary. Your reader determines what long is.
Use the spell-check function.
Break long lists of bullets into several clusters. (Try clustering this list.)

Read your memo out loud to discover awkward rhythms and phrases. Proofread it carefully for mistakes and missing words. Sleep on it for five minutes or overnight. Finally, ask someone whose competence and wisdom you value to read it and to give you feedback.

For the Category of Communications (Business Writing):

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