Header- 1/8 of the memo opening Context and task- ¼ of the memo summary Discussion segment- ½ of the memo closing segment Necessary attachments- 1/8 of the memo
-Leave 2 top margin-Set side margin at 1 or ¼ inches-Leave blank line between the heading guide words-Align the information following the headings-Leave 2 blank lines between subject and the first line of the memo-Graphic highlights
States policy or procedure Should have clear purpose
Provide desired information Usually has 5 parts: › Purpose › Statement › Summary › Discussion › Action
Usually sent to a supervisor after an employee returns from a business venture
Used to report on inspection or procedure Structure › Purpose of Memo › Summary › Problem – leading to the decision to perform the procedure methods
Important Information Clarity Careful Arrangement Neatness Paragraphs must always be numbered Give Background information Write in a polite, undemanding, personal tone. Clearly state deadline or time frame
Memo To: Department Heads From: Peter Johnson Date: December 10,2011 Subject: Annual Bonus leave for employees with Outstanding PerformanceStarting January 1st we will introduce the following modification for our company policy with regard to annual leave. Every year one employee from each department will be awarded special annual bonus leave for outstanding performanceThe eligible employee will have additional 5 days of annual leave credited on January 15th. The bonus leave will be accounted for separately and will remain available until used.We will have a meeting on December 15th at 10:00 a.m to discuss the results of the 2011 performance evaluation. The announcement to the employees will follow the meeting. If you have any questions or comments please let me know before the meeting.