The word “memo” is short for “memorandum,” which comes from a Latin phrase meaning “it must be remembered.” Memos in general are professional written communications, which can be either digital or printed, that are send among many departments or groups to make sure everyone remembers a specific policy or event.
The interoffice memo specifically facilitates communication between employers and employees, or between departments in a business. These are sometimes called “intercompany memos” because these documents are used to circulate important information about the company or work policies or events among staff members.
Tips for a Great Interoffice Memo:
Here are a few things to remember when writing an interoffice memo:
- Who is your audience? Are you writing the memo to colleagues? Employees? Your boss?
- Sentence structure. Grammar is important, but for a memo, short sentences are also important. Keep the information concise – recipients are more likely to remember it that way.
- Make sure contact information is accurate. Even for memos going between offices, make sure the contact information for the recipient is correct, and make sure your reply contact information is correct – especially if you specifically will not be receiving responses to the memo.
- Make sure the font is easy to read. Most writers recommend sans serif fonts, but any font that is legible will work well.
- Proofread! Make sure there are no spelling errors, address errors, or misinformation in the interoffice memo before you send it.
Parts of an Interoffice Memo:
Even if you know your colleagues well, interoffice memos are professional communications that should maintain a level of formality. These are the most important parts of any memo, including interoffice memos:
- Make sure “memorandum” is at the top of the page
- Address the recipient directly
- If there are additional recipients, use the CC line
- Make sure your name, or the name of the return recipient, is in the “from” line
- Include the date
- Choose a short, easy-to-understand subject
- Keep everything aligned to the left
- Skip the formal salutation – this isn’t a business letter
- First paragraph (no more than 2 sentences) introduces the problem or reason for the memo
- Support the change to policy
- Explain why the memo has been sent, aka actions that need to be taken by the recipient
- Summarize in the final paragraph
Why Should I Use an Interoffice Memo Template?
Interoffice memos should be short, but they are still formal business communications that need specific formatting. If you do not know how to write an interoffice memo, or your office does not have a preferred template, download one of our free templates today. These can help you keep track of the information needed in the interoffice memo, and keep a standard format for all your interoffice communications. Download our free interoffice memo templates today!