English 302.

13Business Communication
Iowa State UniversitySpring 2011
MEMO
To:
From:
Date:
Subject:

Audience Name
Authors or Authors Names
(Initials here in penall authors must put initials)
Write the date the memo is to be transmitted
Put a Specific Title Here (It needs to be concise. If you cannot make a short title, at
least be sure it is concise).

This memo explains how to create proper content and format for memos. Use this template to
format any assignment in this class that requires you to write in memo format. Put your
introductory paragraph here. The introductory paragraph should preview the topic and purpose of
the memo, and what you want your audience to think or do. Introductions in memos allow the
reader to skim quickly, and determine whether it is necessary to keep reading for further
information. In your memos for this class, use 12pt. Times New Roman font, single-spaced block
quotes (which means spaces between paragraphs and no indentation of the first line of each
paragraph. Furthermore, ensure your text is left-aligned, and that the left and right margins, and
the footer, are 1 inch.
Your First Heading Goes Here, and Looks Like This
Headings separate information, and allow your reader to read quickly over a document to find
supporting content, such as directions, rationale, statistics, and so on. Make all your headings
parallel. For example, if your headings have verbs in the ing form, then make sure all your
headings have verbs in the -ing form. Notice how this documents headings repeat possessive
nouns (i.e., Your First Heading, Your Second Heading, and so on).
Your Second Heading Goes Here, and Looks Like This
It is necessary to have multiple headings in a document if you are to meet the criterion of Being
Complete. Not all information is the same. Sometimes, you may have to persuade, inform, and
build goodwill all in the same document. If you want to give directions and outline reader
benefits of following the directions, it is always best to separate these purposes, so that your
reader need only concentrate on one thing at a time.
Whenever you provide directions or considerations that people must follow in order, it is always
best to use numbered bullets:
1. Step 1
2. Step 2
a) Sub-Step that clarifies Step 2
b) Sub-Step that also clarifies Step 2
c) And so on
3. And so on
Your Third Heading Goes Here, and Looks Like This
Refrain from organizing a memo like you would an academic essay. The major points of your
message do not go in the conclusion in a memo, as they may often do in essays. Rather, the
major points go in the beginning, and then are clarified/supported throughout the rest of the

Memo Format Example

September 16, 2011

memo. Each major clarification/point of support should have its own section. As a general rule,
memos should stay within only 1 page. However, there are times when it is necessary to have a
second page. The major rule for memo writing and including a second page is this: If your
content does flow over on to a second page, ensure that a block of necessary information appears
theredo not write a two-page memo that has only 3 lines of words on the second page.
In your Word program, have the Home tab selected (top left of the screen). Then, click on the
Show/Hide button: Its the one that looks like a Paragraph mark, . When this button is
activated, you can see the formatting marks on the page. Notice the text at the bottom of Page 1:
Section Break (Next Page). This type of page break enables you to vary headers from page to
page. For now, simply use the section break, as I have inserted it, to separate your own first page
from your second page. Notice how the Page 2 Header is different from the Page 1 Header: it
contains the shortened title or purpose of the document at the top left, the page number in the
middle, and the date at top right.
If you have problems figuring out how to create your own section breaks, visit with me during
my office hours, and I can show you how to do it.
Finally, you do not need to sign a memo (like you would sign a letter). When you are finished
clarifying and/or supporting your purpose for writing, then you need not write anything more.