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How to Write the Right Memo

A memorandum or a memo is a form of a business letter, that is less formal and shorter, and is used in a project group or a company. A memo is usually printed on a blank sheet of paper or a special internal reference form sheet. A person writing a memo must follow all grammar and lexical rules. 

A Memorandum Composition

A memo consists of the following set features:

  • the memo heading
  • the heading segment
  • the opening segment
  • the closing segment
  • the necessary attachments
  1. The memo heading is always the word Memorandum without quotation marks or a period at the end.
  2. In the heading segment one should indicate to whom, from whom, when, and what is the subject of a memorandum...
    • TO: (names and positions)
    • FROM: (your name and position)
    • DATE: (name of the month is usually written with words or you can use authorized abbreviations, but not numbers)
    • SUBJECT: (the theme must be clear and precise)
  3. The opening segment is the goal of the memo, which is normally presented in three paragraphs:
    • Context or problem
    • The task to be solved
    • The goal of the memorandum itself
  4. The closing segment summarizes everything mentioned above or proposes to discuss the problem.
  5. If there are any additional attachments, you must inform about it.
    E.g., Attached: Some Complaints Regarding the Product, December - July 2019.

A memorandum shouldn't be longer than one page. Everything that makes it longer should be used as an attachment. 

Memorandum Standards

  1. The standard memorandum has 2.5 cm margins on all sides. The text is left aligned.
  2. Paragraphs can be formatted in two ways - either indentation on the left, or spaces between paragraphs. Do not use both at the same time.
  3. The memo heading can be separated from the main body by a dash.

The Key Moments in Writing a Memorandum

  1. Think about your audience and be attentive. A memorandum should be easy to read and understand. Make sure you have a good idea of the people you write to. Never start writing a memorandum without imagining your audience.
  2. Avoid complicated sentences. One thought should be represented by one sentence.
  3. Follow the format of the memorandum, omit the introductory and conclusion parts.
  4. Always indicate if there are any attachments to the memo.
  5. Use the business style: speak in the first person, use simple and understandable words, be informal within acceptable limits, be specific, and accurate.
  6. Always read a memo before sending it or ask someone to read it.


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