Memo Format General

Memo/Memorandum centered top line

DATE, TO, FROM, SUBJECT lines 1 to 1-1/2 inch margins Single-spacing within paragraphs Double-spacing between

paragraphs

DATE Spell out month and use

complete numerals for the year (not 9/27/00)

Examples: September 27, 2002 27 September 2002 (European

Style)

TO and FROM

Full name Title and/or Department

SUBJECT No more than three words What is this memo really about? Orients and prepares the reader Project vs. Chesney Project

Completed Meeting vs. Tuesday’s Meeting Report vs. Report Completion Date

Letter Format General

1 to 1-1/2 inch margins Centered on page Single-spacing within paragraphs Double-spacing between paragraphs

and sections Quality paper

Letter Format Styles

Modified Block with Indented Paragraphs Date line, complimentary close, signature, and

name begin at center of page; first line of each paragraph indented 5 spaces

Modified Block Date line, complimentary close, signature, and

name begin at center of page; first line of each paragraph not indented 5 spaces

Full Block Every line flush with left-hand margin

Letterhead or Return Address

Official company letterhead Or type address, flush left or

center, with no name

Date Center or flush left Spell out month and use complete

numerals for the year (not 9/27/00) Examples:

September 27, 2002 27 September 2002 (European Style)

Inside Address Recipient’s name, title, and

address Flush left Use appropriate title, especially if

you don’t have a name Example: Director of Human

Resources

Salutation Dear _________: Use position name or department

name if you don’t know individual

name. Avoid anonymous and sexist

greetings (Dear Sirs, Dear Sir/Madam, To Whom It May Concern)

Complimentary Close Place center or flush left Use traditional closing followed by

a comma

Signature/Name Type your name center or flush left,

four spaces under closing Place comma between your typed

name and title or place title underneath name

Sign your name between the closing and your typed name

Use black or blue ink

Typist’s Initials

Your initials/typist initials (both lower case) gb/kl

Enclosure Notation

If you are sending another item with the letter, include “Enclosure(s)” or “Encl.”

Distribution List

Type “c.” or “cc.” if a copy or copies of letter are being sent to other readers