Memorandums
WP1 2.03
Apply correct memo formats.
What are Memorandums?
• A memorandum (memo) is a short
message from one person to another in
the same business or organization.
• Memos are used to communicate
between employees
• A boss would use a memo to send
information to employees.
What are Memorandums?
• A form of written correspondence
• used to correspond between people
who work in the same business or
organization
• Memos are used to communicate
between employees
• A boss would use a memo to send
information to employees.
• usually referred to as memos
TO:
Teachers and Staff
FROM:
Administration
DATE:
August 12, 2010
SUBJECT:
OPEN HOUSE
Parents, teachers, and students will come together for Open
House on Monday. Open house will begin promptly at 6:30 p.m.
and end at 8:00 p.m. Administration will provide parents with
student schedules during registration. Parents will meet all of
their child’s teachers as they follow these schedules.
Attached is a copy of the letter that was sent to all parents.
Please let us know if you have any questions or concerns about
this event.
ms
Attachment
Memo Formatting Rules
• Font
– Use a standard font style and font size
• Times New Roman
• 12 point font
•Margins
•Top Margin (TM) - 2 inches
•Bottom Margin (BM) - 1 inch
•Left Margin (LM) - 1 inch
•Right Margin (RM) - 1 inch
Parts of a Memo
• Memo Heading
– The formal memorandum uses a special
heading, sometimes preprinted on
stationery.
– Guide Words and Entries make up the
memo heading
• Body
• Notations
• The memo heading is made up of the
guide words and the entries that follow
the guide words.
MEMO HEADING
GUIDE WORDS
TO:
Mary Smith
FROM:
Mrs. Rhodes
DATE:
November 1, 2010
SUBJECT: STAFF MEETING
ENTRIES
• Guide Words
(TO, FROM, DATE, and SUBJECT)
– Keyed in ALL CAPS (UPPERCASE)
– Followed by a colon (:)
– DS betwEEn
– Bold (not mandatory)
• Entries (words that follow the
guide words)
• Keyed in Initial Caps, EXCEPT for
the entry after SUBJECT
• The entry after SUBJECT is
keyed in ALL CAPS
• Aligned using the TAB Key
• Body
–SS wiTHIN paragraphs
–DS betwEEn paragraphs.
–Use Block Style paragraphs
Notations
•
•
•
•
Typist Initials
Attachment
Enclosure
c: (Copy)
Notations
• DS below the body
• Typist Initials – used only if someone
other than the writer keys the memo
– Lower case, no spaces, no punctuation
• Do you use typist initials if you type a
memo or letter you Wrote?
• Do you use typist initials if you key a
memo or letter for your boss?
Notations
• Attachment - used when an item is
attached to the memo with a paper clip or
staple
• Enclosure - used when an item is included
or enclosed with the memo
• How do you know whether or not you need
either of these two notations?
Notations
• c: (Copy) – used when someone other
than the addressee gets a copy of the
memo
• If your boss needs a copy of all written
correspondence used in the company
what would you key at the end of every
memo or letter you sent out?
Keying Formal Memos
2”
• The guide words should
TO:Tab Tab
Receiver’s name
by keyed in all capital
letters and followed by a
(DS)
colon. Sometimes they
FROM:Tab
Author’s name
are bold.
(DS)
• The information that
DATE:Tab
Current date
follows each guide word is
(DS)
called an entry.
1” SUBJECT:Tab MEMO TOPIC
• Use the TAB key to align
1”
(DS)
the entries.
Body-Message of the memo
• When keying the body,
single space within
(DS)
paragraphs and double
Typist initials
between paragraphs.
(DS)
Notations
1”
Parts of a Memo
Guide
Words
Memo
Heading
Body
Typist
initials
Entries
Label the parts of the memo on the back of
your WP1 2.03 Memo Vocabulary
Memo Heading
Entries
2”
Guide Words
1”
DS
SS
1”
Lower case, no spaces,
no punctuation
DS
1”