Finalizing the Memo
Format your memo properly. Use a standard format for your memo to ensure that it is easy to read. Use a 12-point font such as Times New Roman or Arial. Use one-inch margins on the left, right and bottom sides.
- Use block style paragraphs. Double space between paragraphs. Do not indent each paragraph.
Proofread your memo. Review and edit your memo to make sure that it is clear, concise, persuasive, and free of errors. Check that you are consistent in the type of language that you use. Eliminate unnecessary scholarly words or technical jargon.
- Review for spelling, grammar, and content errors. Pay particular attention to names, dates, or numbers.
- Check that it is not excessively long, and cut out any extraneous material.
Hand-write your initials by your name. A memo does not include a signature line. But you should initial the memo with a pen in the header. Write your initials next to your name. This indicates that you have approved the memo.
Use memo letterhead. You may have special letterhead designed for memos, or you might use regular business letterhead.
- If you are creating a digital document (to use for emailing, for example), you might want to create your own letterhead in a Word document that has your company logo and basic contact information. Use this as your memo template for every memo you send out.
Choose your method of delivery. Determine the best way to distribute your memo. You may want to print out hard copies of the memo and distribute it this way. You may also send it via email.
- If you send your memo via email, you might want to format your email in HTML. Alternately, you can save your memo as a PDF and attach it to your email.