Sample Interoffice Memo

INTEROFFICE MEMOS
Interoffice memorandums (memos) are used by employees within an organization to communicate with one
another. A memo heading consists of four standard parts: TO, FROM, DATE, and SUBJECT. (See illustration of an
interoffice memo.)
The memo is usually keyed on a preprinted form with the organization’s name printed at the top of the page. If the
headings TO, FROM, DATE, and SUBJECT need to be keyed, use the format guides presented below.
Memo margins.
Top margin
2”
Side margins
1”
Bottom margin about
1”
Spacing. Begin all lines of the heading at the left margin. Leave one space above and below each part of the heading
and below the subject. Use default tabs as shown below.
TO:
Tab twice to key recipient’s name.
1 Double Space gives one blank line
FROM:
Tab twice to key sender’s name.
1 Double Space gives one blank line
DATE:
Tab twice to key date.
1 Double Space gives one blank line
SUBJECT:
Tab once to key subject.
1 Double Space gives one blank line
Body. Begin all paragraphs of the memo at the left margin and key them SS with one blank line between
paragraphs.
Reference initials. If someone other than the originator keys the memo, the keyboard operator’s initials are keyed
one line below the body of the memo. In addition to the standard parts, an interoffice memo may include the
following special parts.
Distribution list. When a memo is sent to more than one person, a distribution list is used. Format the TO heading
as shown in the example below:
TO: Kayla Breckenridge
Paul Cooper
Sandra Cox
Michael Williams
Attachment/Enclosure notation. If another document is attached to a memo, the word Attachment is keyed at the
left margin one line below the reference initials. If a document is included but not attached, the word Enclosure is
used. If no reference initials are used, the notation is keyed one line below the last line of the body.
Copy notations. A copy notation indicates that a copy of the memo is being sent to someone besides the addressee.
Key c followed by the name(s) of the person(s) who are to receive a copy. Place the copy notation one line below
the enclosure notation or the reference initials.
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Sample Interoffice Memo PDF

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