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Chapter 9 Formatting Letters, Memos, and E-Mails
Formatting Memos
Memorandums, more commonly called
memos,
are hardcopies used for
intra-offi ce communication. Memos are similar to e-mails in purpose and
design, but are more effective when the writer wants a printed communication
or assumes the reader will want a hardcopy for his or her records. Executives
and departments that issue policies and other formal messages often use
memos attached to e-mails as
a means of communicating
with employees.
Memos are usually
created and printed on
forms with the company
name and logo at the top.
You may also create memos
using templates,
which are
predesigned forms supplied
in word processing software.
The word memorandum or
memo is in large letters at the top and the
guide words
to, from, date, and subject
appear at the top, as shown in Figure 9-6. These words often appear in all caps.
Memo Parts
A memo contains certain elements. The next sections discuss the parts of a
memo and how they are formatted.
To Line
The name of the recipient(s) appears in the TO: line. Omit courtesy titles
(Mr., Ms.). Names may be in list format or on a single line separated with
commas.
TEAMWORK
Working in the team assigned by
your instructor, research the various
standard sizes of envelopes used
for business mailings. Make a list
outlining each size, an example of
its use, and if the standard postage rate can be used to mail it.
Figure 9-6. A preprinted memo form may contain this information.