Ohio University College of Business Communication Standards

Guidelines for Formatting Memos
To: Name and title (the title also serves as a record for reference)
From: Your name, title (sign your initials for verification)
Date: (also serves as a chronological record for future reference)
Subject: Guidelines for Formatting Memos
An introductory paragraph provides the purpose of the memo and outlines the topics to be
covered. The guidelines on this page show and tell you one professional way to format a
memorandum that utilizes headings. Headings are used when more than one topic is covered
in the memo. It’s important to pay attention to the subject line, topic headings, paragraph
spacing, second-page notation, and memo verification.
Subject Line
Utilize the subject line above to forecast or summarize the memo's content in the subject line.
A clear, concise subject title helps readers to focus on the subject and to gauge its
importance. A precise heading also makes filing by subject easier.
Topic Headings
When discussing a number of subtopics related to your subject, include headings (as we do
here). Headings help you organize, and help readers locate information quickly.
Paragraph Spacing
Do not indent the first line of paragraphs. Single space within paragraphs, and double space
between paragraphs.
Second-page Notation
When the memo exceeds one page, begin the second and all the subsequent pages with a
header. Place this information in Word’s header function. For example, when you are writing
a memo to Dr. Baxter, your header might look like this:
Dr. Baxter
June 12, 20XX
Page 2
Memo Verification
Don't sign your memos. Initial the "From" line after your name; this will verify that you are
the sender.
A conclusion paragraph is needed to tie the memo topics together and, when appropriate, to
ask for action and/or create goodwill.
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