The Memorandum

A memorandum (abbreviated memo) is a short letter used in an organization for inter-office

communication. Memoranda (plural) are manly used to inform members of an organization of
policy changes as well as problems which need addressing. Memos are generally short and so
can be placed on A5 using either portrait or landscape orientation. However, longer memos use
A4 paper in portrait orientation since it is better to have a memo on one page instead of two. Use
1” margins and single line spacing unless directed otherwise and leave a clear line space between
paragraphs.
There are three (3) main layouts used for memoranda: blocked layout, indented and semi-
indented layout.
A memorandum contains the follows:
The word MEMORANDUM
TO: (Followed by the recipient’s name)
FROM: (Followed by the sender’s name)
REF: (Followed by the reference number)
{The reference number is optional, and is used to make it easier to refer/identify a specific
memo at a later point}
DATE: (Date correspondence was written)
A solid line

SUBJECT: (What the memo is about)

Enclosure Notation
The enclosure notice is only used if attachments are being sent with the memo. If one
attachment is being sent write “Enc,”. Write “Encs.” If multiple items are being sent with the
memo.
Signing
A memo does not need to be signed but the writer’s name or initials may be placed at the bottom.
In the latter case, the writer’s initials are in capital letters followed by a slash and the typist’s
initials in lowercase (if one was used).
Typing blocked layout memo
With a blocked style memo, everything is aligned flush against the left margin except:
 The name of the writer, recipient(s) and people to whom the memo are addressed.
 The reference number.
 The subject.
 and the date.
Press the TAB key once after the word SUBJECT is typed and then type subject then use tabs to
put the rest of the items mentioned above in line with the subject. For some items, two tabs may
be necessary. For instance, you may have to place two tabs after the word “TO”. This can be
avoided by setting a Tab Break instead.

MEMORANDUM
TO: All Members of Staff
FROM: Almay Jones
REF: 05/KS/LN
DATE: 16 May 2016
SUBJECT: USE OF THE INTRANET

Please be reminded that the intranet should only be

used for organizational purposes and not for personal
benefit.

KS

A blocked style memorandum

Typing an indented layout memo
In the body of an indented style memo, indent the first line of each paragraph by pressing the
TAB key once. Centre the word MEMORANDUM and the line containing the subject. Use the
tab key to line up the date and the reference number with the TO and FROM fields.

MEMORANDUM
TO: All Members of Staff FROM: Almay Jones
REF: 05/KS/LN DATE: 16 May 2016
SUBJECT: USE OF THE INTRANET

Please be reminded that the intranet should only be used for

organizational purposes and not for personal benefit.

KS

An indented/centred style memorandum

Typing a semi-blocked layout memo
A semi-blocked layout memo looks similar to a blocked layout. The main difference is that the
word MEMORANDUM is centered and the subheadings TO, FROM, REF and DATE are right-
aligned.
To right-align subheadings:
 Type the memo as if you were doing a blocked layout memo.
 Select the rows for the subheadings TO, FROM, REF and DATE.
 Insert a Right Tab Break in line with the end of the word SUBJECT.
 Put the cursor in front of each of the subheadings then press the TAB key once.

MEMORANDUM
TO: All Members of Staff
FROM: Almay Jones
REF: 05/KS/LN
DATE: 16 May 2016

SUBJECT: USE OF THE INTRANET

Please be reminded that the intranet should only be used for

organizational purposes and not for personal benefit.

KS

A semi-blocked layout memorandum

Continuations
A continuation (or subsequent page) is used when all information on a memo cannot fit on a
single page. It contains the page number, recipient’s name and the date, on each page after the
first. The format of the continuation depends of the memo layout used. The page number,
addressee’s (recipient) name and date should be typed 1 inch from the top. The layout of the TO
and DATE should be the same as the first page and the paper should be of the same size, colour
and quality.
NOTE: Never type an address, salutation, complimentary close or signature block in a memo.