A memorandum or memo is generally used to bring attention to an issue and to present a solution. It can also be used to make an announcement and include a call to action. While a memo is a key office communication tool, it is important to use it judiciously. Use a pre-prepared memo template if you don't want to create one yourself. Microsoft Office has a comprehensive memo template section available for download.
Write "Memorandum" or "Memo" at the top left hand side of a blank document.
Include the following information on the left-hand side of the document, one right under the other and in capital letters: To, from, date, subject or re. "Re" stands for "in reference to" or "in regard to." Be sure to include your formal name and job title and the coworker's formal name and job title in the appropriate section.
Write the memo. If necessary, the first paragraph can be used as an introduction. If not, move directly to the main issue. Bullet points or bold type are helpful to highlight key points or ideas. Memos shouldn't go over one page and are usually short and to the point. The tone should be professional but not stiffly formal.
State the specific action that you'd like the co-worker to take after reading the memo. For example, "Please have this month's accounting report ready for our Friday morning meeting" lets the co-worker know exactly what your expectations are.
Close the memo with a short thank you. Some companies include a signature at the end; check your company's policies regarding this issue. If you have attachments, write "Attached" at the bottom of the page, along with the name of enclosed document.
Add a cc and a recipient's name at the bottom of the document, if needed. The "cc" stands for "carbon copy. " It is used to confirm that a copy is sent to another person that is not the recipient of the memo, but should see the memo, such as a supervisor or manager.
Don't use a memo for venting or write a memo in anger. Thoroughly check memos for any errors in grammar or spelling.
Don't send out sensitive or confidential company information via a memo.