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Memo Format

Memo Format. General Memo/Memorandum centered top line DATE, TO, FROM, SUBJECT lines 1 to 1-1/2 inch margins Single-spacing within paragraphs Double-spacing between paragraphs. DATE. Spell out month and use complete numerals for the year (not 9/27/00) Examples: September 27, 2002

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Memo Format

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  1. Memo Format • General • Memo/Memorandum centered top line • DATE, TO, FROM, SUBJECT lines • 1 to 1-1/2 inch margins • Single-spacing within paragraphs • Double-spacing between paragraphs

  2. DATE • Spell out month and use complete numerals for the year (not 9/27/00) • Examples: • September 27, 2002 • 27 September 2002 (European Style)

  3. TO and FROM • Full name • Title and/or • Department

  4. SUBJECT • No more than three words • What is this memo really about? • Orients and prepares the reader • Project vs. Chesney Project Completed • Meeting vs. Tuesday’s Meeting • Report vs. Report Completion Date

  5. Letter Format • General • 1 to 1-1/2 inch margins • Centered on page • Single-spacing within paragraphs • Double-spacing between paragraphs and sections • Quality paper

  6. Letter Format Styles • Modified Block with Indented Paragraphs • Date line, complimentary close, signature, and name begin at center of page; first line of each paragraph indented 5 spaces • Modified Block • Date line, complimentary close, signature, and name begin at center of page; first line of each paragraph not indented 5 spaces • Full Block • Every line flush with left-hand margin

  7. Letterhead or Return Address • Official company letterhead • Or type address, flush left or center, with no name

  8. Date • Center or flush left • Spell out month and use complete numerals for the year (not 9/27/00) • Examples: • September 27, 2002 • 27 September 2002 (European Style)

  9. Inside Address • Recipient’s name, title, and address • Flush left • Use appropriate title, especially if you don’t have a name • Example: Director of Human Resources

  10. Salutation • Dear _________: • Use position name or department name if you don’t know individual name. • Avoid anonymous and sexist greetings (Dear Sirs, Dear Sir/Madam, To Whom It May Concern)

  11. Complimentary Close • Place center or flush left • Use traditional closing followed by a comma

  12. Signature/Name • Type your name center or flush left, four spaces under closing • Place comma between your typed name and title or place title underneath name • Sign your name between the closing and your typed name • Use black or blue ink

  13. Typist’s Initials • Your initials/typist initials (both lower case) gb/kl

  14. Enclosure Notation • If you are sending another item with the letter, include “Enclosure(s)” or “Encl.”

  15. Distribution List • Type “c.” or “cc.” if a copy or copies of letter are being sent to other readers

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