Memo text uses block letter format, with single-spaced lines, an extra space between paragraphs, and no indentations for new paragraphs. However, if a report using a memo format stretches to a few pages in length, double spacing may be used to improve its readability. The opening paragraph states your purpose for writing so that readers can quickly grasp the memo’s content and significance to them. Focus your reader’s attention on main ideas, not details and digressions. Be plain, direct, and brief and remember that most memos are less than a page.
- For example, imagine you are working with a coworker on a project that is being supervised by a manager.
- When deciding how formal or informal your tone should be, consider whether your recipients are supervisors, peers, subordinates, or some combination of those groups.
- Here is a video that covers the basics of writing a memo quite nicely.
- Start with the most general information, and then add the more specific facts and details.
- However, if a report using a memo format stretches to a few pages in length, double spacing may be used to improve its readability.
- A memo written in an inductive fashion presents ideas in increasing order of importance.
Decide on a pattern of organization that best suits your purpose. The two most common for memos are deduction and induction. A deductive style of writing a memo presents ideas in decreasing order of importance and assumes the reader is acquainted with the topic.
How to Add a CC to a Professional Business Memo
That means your memo must be organized, informative, and succinct. As you can see from this example, a memo has well-defined formatting. The address block is always single-spaced and includes “To, From, Date, and Subject.” The body of the memo is formatted in block paragraph structure, double-spaced between paragraphs. The author of this memo does a good job utilizing bullet points to further organize the information for ease of reading.
If you are emailing a memo, fill the email address of the person you wish to cc in the cc box available on most email templates. If your email template does not have a cc box, place «cc» and the person’s name at the bottom of the email. Be sure to include the person in the «to» box so she will receive the email. Today, indicates people not addressed in the memo, but who are receiving a copy. For example, if a memo is sent to a manager about an upcoming meeting at corporate, it would be appropriate to cc the manager’s secretary so that he can put the date on her calendar. View accessible formats for documents on this page.
Memo without CC
There is no need to start with general introductions before getting to your point. Your readers are usually colleagues within the same organization, and are likely familiar with the context in which you are writing. The writing style seen in a memo is succinct and professional. You do not want to be pretentious or too formal if you are talking to your colleagues. Ostentatious language, jargon, or complicated syntax will make you sound stuffy and pompous. Instead, write short sentences in the active voice to maintain a cordial, straightforward, and conversational style.
To write in a deductive manner, place supporting facts in subsequent sentences for readers who are unfamiliar with the subject. A memo written in an inductive fashion presents ideas in increasing order of importance. If you must give bad news or if your reader may not understand the main idea without prior preparation, use this form. Lead up to the most important idea and then present that idea at the end of the memo.
How to Address a Business Letter to Multiple Persons
Also notice the overall look of the text on the page with equal spacing for left and right margins. Tell your reader precisely what results you expect to follow from reading your memo. Close the memo with an invitation to give feedback or request further information. The middle section of the message should give all of the information and details needed to adequately inform the readers and fulfill the purpose of the memo. Start with the most general information, and then add the more specific facts and details. Make sure there is enough detail to support your purpose, but don’t overwhelm your readers with unnecessary details or information that is already well known to them.
- But many people don’t have much, if any, memo-writing experience before they join the workforce.
- The term cc stands for «carbon copy,» explains Campaign Monitor.
- Make sure there is enough detail to support your purpose, but don’t overwhelm your readers with unnecessary details or information that is already well known to them.
- There is no need to start with general introductions before getting to your point.
However, if you are asking whether you can move forward with one of your ideas, you must address the memo to the manager and cc your coworker. Otherwise, it looks like you have breached the office hierarchy by asking your coworker for permission. Deciding whether to directly address a memo to someone or to cc that person depends on the content of the message and the business hierarchy.
Reader Success Stories
If you are asking your readers to do something, be as courteous as possible, and try to indicate how this action will also benefit them. Before finalizing a memo, the writer should be sure to review and edit it to ensure that it’s error-free, with proper spelling, grammar and punctuation. Memos should also be edited with an eye to clarity, concision and consistency in language. Wherever possible, overly-academic terms or technical jargon should be avoided.
How do you use CC?
How do I use CC in an email? Using the CC function is simple. Usually, you will find the CC field either below or beside the “To” field whenever you compose a new email. Simply add in the email addresses into the field and click send when you have finished your email.
A professional business memo is a workplace communication that can be sent in either electronic or print form. For this reason, adding a «cc» to a professional business memo requires respecting the workplace hierarchy. A memo (short for memorandum) https://accounting-services.net/how-to-add-a-cc-to-a-professional-business-memo/ is a type of document typically used to communicate with others in the same organization. Memos (or memoranda) are generally used for fairly short messages of a page or less, but informal reports of several pages may also employ the memo format.
How to Address Multiple Persons in a Letter
I have received the final price estimation for the remodeling of the office and construction will begin on Monday, November 21. Offices 211A, 211B, and the conference room will be unavailable for use while construction is under way. Here is a video that covers the basics of writing a memo quite nicely.
How do you CC multiple people in a memo?
If multiple third-party recipients will get the letter, write a single "Cc" notation, then list each recipient by name on a separate line.
Generally, your tone should be neutral or positive, but there are cases where memos are used for complaints or reprimands. You never know who will ultimately read the memo, so be aware of the effect of your words. Not everyone needs to read every memo—and most people don’t want to sort through unnecessary mail—so you should be considerate when deciding who to send your memo to. When deciding how formal or informal your tone should be, consider whether your recipients are supervisors, peers, subordinates, or some combination of those groups. They don’t have time to waste on long-winded, confusing, or disorganized information.