Writing memos

HOW TO WRITE A MEMO 

Memos (short for memorandum in singular or memoranda in plural) are an efficient way of interoffice communication. They present information 
in a way that allows the recipient to be aware of the important details of a situation without going into too much detail. Memos are usually a page 
long, if not shorter. Very likely, a memo that is long will not convey a brief message and will not be read by the recipient. 
Memos rely on a clear structure or outline. This way, the information will be brief and to the point, without going over details than can be 
discussed, for example, at a later meeting with the recipient. 

1. Begin a memo with this standard heading: 
TO: This is where the name of the recipient 
goes, along with their title in the 
company. 
FROM: the name of the sender, his/her position, 
and if the memo is printed, the sender’s 
initials. 
DATE: the date the memo is sent. 
SUBJECT or RE: the title of the memo. It mentions 
the situation the memo will address. 

2. Next, the memo’s content generally follows this structure: 
a. Situation/Problem - an introduction or the 
purpose of the memo followed by a description of 
the issue at hand. 
b. Solution/ Action– the steps needed to resolve the 
problem and how they are to be carried out. 
c. Closing - end with a polite expression; also, provide 
a contact number where the recipient can reach 
you and offer to answer any questions that may 
arise. 

MEMORANDUM 
TO: Michael Marsh, Store Manager 
FROM: Daniel Lipton, Assistant Manager 
DATE: June 18, 2010 
RE: Dress Code Issues 
A number of our clients have expressed their concern over the way certain sales 
associates are dressed. Clients complain their clothing does not reflect our store’s good 
image and quality of service, and instead makes them look trashy and unprofessional. 
I think it is necessary for us to establish and enforce a dress code for all our store 
employees. Some of the items that can no longer be considered appropriate are 
excessively baggy pants and T-shirts, low cut blouses, and any garment that exposes the 
chest and back. 
I would like to discuss this issue with you at your convenience, and also answer any 
questions you may have. Please contact me at XXX-XXXX.


                                         Teachers Analía y Patricia