How To Use Memo Templates

How To Use Memo Templates

  1. Search for memo templates. Consider whether you want to use a template instead of writing a memo from scratch. If so, your first course of action should be to search online for some good memo templates. Microsoft Word also has memo templates. Templates generally all share the same basic formatting, but they may use different fonts, sizes, and designs.

    • Download the template that best fits your needs.
    • Be sure to read the terms of use before using any templates from a web source.
  2. Open your downloaded template on your computer. After you have pressed the download button, the template will automatically download into your computer or may take few steps to start the download. It is downloaded as a zip file, so you need to unzip the file and then open it in Microsoft Word.
    • It’s a good idea to use the latest version of Microsoft Word in order to ensure that you will not run into any unforeseen software problems and that the template will operate as it was designed to function. If you are operating on an older version of Microsoft Word, simply update your software before downloading any templates.
  3. Set up your header. Keep in mind that everything on the template is changeable. You can customize every part of the memo template to fit your particular needs. For instance, you can add your logo and copyright sign in the header section of the template. Just click on the header section and type in your company’s information.
  4. Fill in the fields in the template’s header. Be sure to fill in the “TO” and “FROM” fields, as well as “CC” and “SUBJECT” fields. Use caution when filling these fields to ensure that you have not skipped over any field, leaving some of them blank, or that you have not made an error in typing somewhere along the way.
  5. Type your message. Write the introduction, context, discussion and summary parts of your memo in the body. If you want, you can use bullet points or lists to organize information.
    • Maintain the template’s formatting. This will ensure that your paragraph alignment is proper and you have the correct margins and font size.
    • If necessary, you can even customize the memo to use a table. This is sometimes a good idea, especially if using a bullet list or something similar makes the memo look too crowded or difficult to read.
    • Make sure that you have deleted any words that were already in the template. Also, carefully proofread your memo before sending it.
  6. Make sure to check the footer. The footer is the space at the bottom of the page that often has additional information. You might include your company information or personal contact information here. It is important that you take the time to ensure that this information is correct. The last thing you want to happen is to write an excellent memo and then have incorrect contact information or have that information missing altogether.
  7. Customize your look. One of the most appealing things about the template is that you can even change the color of the document. This allows you to exercise a certain degree of personality and makes the entire document stand out more precisely. It also allows you to choose a color that is appropriate for the situation at hand in order to ensure that the memo is visually striking, yet professional.
  8. Save your memo as a unique document. Be sure to save a copy of this memo. Then you will have a digital backup document that provides proof of your business communication.
  9. Save the template so that you can use it again. Whenever you need to use the memo for a slightly different subject in the future, simply change each field to suit the particular memo subject. This will save you time and will also help you create a consistent memo that is professional and that will get the attention of people so the memo will be read in a prompt manner.

See Also

How To Write Memo Heading

How To Write the Body of the Memo

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