Part of an employee’s life in an organization or a company is going through over a hundred messages and emails daily. Part of the messages they receive is an interoffice memorandum, most commonly known as an interoffice memo sent by any of the superiors in the office. These memos have the purpose of connecting with the rest of the employees to ask them to do any action or change regarding a certain matter. Sometimes it is used to inform them about some relevant information that will affect them. Either way, writing a memo can be a bit tricky since most memos are restricted to having a single page only and it’s important to convey the relevant message in the paper. If you want to know how to write an interoffice memo, you’re in the right place. This article will guide you on how to write an interoffice memo.
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What is an Interoffice Memo?
An interoffice memo is an internal document in an organization or a company that addresses individuals within the company for the intent of delivering important information, instructing them to do some type of action, or recording an agreement made between the sender and the recipient of the memo.
How to Write An Interoffice Memo?
1. Plan the Content
First of all, you need to list down the points you need to convey in the memo. Once you’re done listing them down, write down the information needed to support those points and give them more context. Once you’ve got sufficient information to support your points, organize them in a manner from most relevant to the least. Or you can start with the main idea and elaborate more on it with the points to support it. If needed, gather other documents that you can use to reference your points as you write the memo.
2. Format the Memo
Check to see if your office has a preferred format for interoffice memos. Use that format for your memo. If your office doesn’t have a preference or an existing memo format, you can download our free sample memo templates above so you can only focus on creating the content of the memo. If you want to create the memo from scratch, you need to remember to set the margins at 1 1/2-inch space at both the top and bottom and a 1-inch space on each side, the content should be centered on the page, the block format should be left-aligned, and single-spaced.
3. Create a Heading
Type in the heading components to start the memo. Each component should have single-spaced line. Each component should be followed by a colon.
- For example:
Then you should fill in the subject information that will serve as the title of the memo. Make the subject-specific to the content of the memo.
Then fill in the “Date,” “To” and “From” lines. The date should be written that spells out the month. For the “To” and “From” lines, use the full names of the people involved in the memo. Create a heading on the following pages if the memo is longer than a single page. Include the page number.
4. Write the Body
Write an introductory paragraph if it’s necessary to provide some for the main subject of the memo. You can also use this paragraph to provide a historical background regarding the topic or state the problem that is to be addressed in the memo or refreshes the reader’s memory about previous communications about the topic.
After the introductory paragraph, it’s time to state the main idea of the memo. This is where you announce a policy, solution, decision, recommendation, finding,s, or event announcement. Provide any information that will explain, support, or convey the information the reader needs to understand the topic.
What are the types of interoffice memos?
The different types of interoffice memos are:
- Directive: This type of memo states a procedure or policy the writer wishes their colleagues to follow. The length of this memo depends on how long it takes them to explain to process properly.
- Technical: This type of memo presents the outcomes of a particular office process to the employees in the organization.
- Persuasive: This type of memo should initiate the reader to do an action. The key component of this memo is to convince people and the memo should reflect that motivation.
What is the difference between a memo and a letter?
Letters and memos are almost the same in terms of their format (except that memos don’t use salutations). However, the main difference between these two is that a letter is conveyed to people outside an organization while memos are generally written to people that belong in the organization. Another difference is that a letter should be written formally while a memo can be informal or formal.
Conclude by including finishing touches such as providing notations at the bottom, such as a “cc:” if you are sending a copy of the memo to someone besides the person listed in the heading. Before you print it out or send it to your recipient/s, don’t forget to edit the memo. Make sure the spelling and grammar are correct, the tone is businesslike, and ideas are well developed so that the reader will understand what you need to say. If the memo is free from error, it’s time to print out the memo and initial it. To help you get started making the memo, download our free sample templates above to use as your guide!
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