2. • When information communicated is of less
importance, to be used within office (internal
communication), specially when communicating with
subordinates.
• OM is, both, downward and upward communication
within a department or organization.
• It has limited circulation.
• It generally contains instruction / orders of the
functional head enforce discipline and clear directions
on specific issues according to procedures, systems,
rules & regulations.
Office Memorandum (Memo):
3. • Many organizations have memo forms preprinted,
with spaces for the recipient’s name or a list of all
departments or all persons in a department, the
sender’s name, the date, and the subject.
• Alternatively, you can use plain paper.
Memos - preprinted document
4. • If using plain paper, include a title such as MEMO or
INTEROFFICE CORRESPONDENCE centered at the top of
the page or aligned with the left margin.
• At the top, also include, the words To, From, Date, and
Subject — followed by the appropriate information—
with a blank line between, as shown:
Memos - preprinted document
7. • When a memo is sent to a long list of people, include
the notation:
See distribution list or
See below or at the top
• List names at the end of the memo – alphabetically,
except when high-ranking officials deserve more
prominent placement.
• Memo can be addressed to groups of people:
All Sales Representatives,
Production Group,
New Product Team.
Format guidelines - addresses
8. • You need not use courtesy titles (anywhere) in a memo:
first initials and last names,
first names, or
initials.
Format guidelines – Titles
9. • ‘Subject line’ helps colleagues quickly find out what
your memo is about.
• ‘Subject’ must be kept short.
Format guidelines – Subject Line
10. • Start the body text on second or third line below the
heading
• Blank lines between paragraphs are Single-spaced
(double-spacing if memo is used).
• Important passages, headings, subheadings – same as
in letters.
Format guidelines – Body
11. • If the memo carries over to a second page, head the
second page just as you head the second page of a
letter.
Format guidelines – Second page
12. • Unlike a letter, a memo does not require a
complimentary close or a signature, because your name
is already mentioned at the top
• You may initial the memo —or even sign your name at
the bottom (specially involving money or confidential
matters).
Format guidelines – Writer’s initials
13. • Treat elements such as reference initials, enclosure
notations, and copy notations – same as in a letter.
Format guidelines – Other elements
14. • Memos may be delivered by hand, by post, or through
interoffice mail.
• Interoffice mail may require the use of reusable
envelopes that have spaces for the recipient’s name and
department or room number; the name of the previous
recipient is simply crossed out.
• If a regular envelope is used, the words Interoffice Mail
are used
Format guidelines – Other elements
15. • Informal, routine or brief reports for distribution within
a company are often presented in memo form.
• Do not include report parts such as a table of contents
and appendixes.
Format guidelines – Other elements
