An inter-office memorandum is simply a general letter written by an employer/employee and sent to all

of his/her employees or colleagues. An inter-office memorandum is always circulated within an

organization or company and is not normally made public to outsiders. This makes it different from a
normal business letter, which is an external letter.

Function:

Use memos rather than letters to communicate within your organization including members of your
department, upper management, employees at another branch of your company, etc.

Guidelines

 Clearly state the purpose of the memo in the subject line and in the first paragraph.
 Keep language professional, simple and polite.
 Use short sentences.
 Use bullets if a lot of information is conveyed.

 Use headings to help readers skim sections of the document.

 Make the subject heading as specific as possible. Include project names and numbers.

Parts:

1.) To - lists the names of everyone who will receive the memo
2.) From - lists the name of the writer(s) in the same way as the name(s) of the
recipient(s)
3.) Date - lists the month, date, and year the memo was written
4.) Re: or Subject - indicates the main subject of the letter
5.) Body - conveys the message
Sample:

ST. JUDE COLLEGE

ALANO STREET,
PAGADIAN CITY

November 28, 2008

To : All Department Heads
From : College President
Subject : Silver Anniversary Celebration Activities

Please be reminded of our incoming Silver Anniversary Celebration activities. As scheduled:

Dec. 1-2 ,2008 - thanks giving mass in the morning, ball games in the afternoon;
Dec. 3-5,2008 - ball games continued, search for Miss St. Jude, and thanks giving party.

Department heads are required to submit list of athlets and production numbers for the said activities.
Immediate compliance is adhered.

Mary G. Reyes, ED.D.

College President

Essential Parts and Tips

 1. The From Field: Your name needs to be displayed properly.. Proper capitalization is very
important here. When your name is in all small case you open the door to being perceived
a spammer or lacking education or tech savvy. This field contains the sender’s web
address
2. To Field – contains the web addresses of the receivers. Cc: indicates the email was
forwarded.
3. The Subject Line: A short and well thought out Subject is crucial identify the topic and
context of your email is imperative. modify the Subject field in ongoing conversations to
reflect when the direction or topic of the conversation has changed.
4. The Greeting: include a Hello, or Hi and the recipient’s name. How you type your
contact’s name (John, Mr. Doe, etc.) is indicative of the level of formality your email will
portray. communicate with prefer to be addressed by how they sign-off their emails..
5. The Body: Complete, correctly structured and capitalized sentences that reflect proper
grammar and punctuation are crucial to your message
6. The Closing: Whether it be “Thank you for your time!”, “Sincerely”, “Look forward to
hearing from you!” or “Warm regards,” use what is consistent with the tone and objective
of your message. By not having a proper closing you increase the possibility that your
email will be perceived as demanding or curt. Without exception close by including your
name to put that final considerate touch to your emails as it helps indentify you.

Guidelines:

Keep the tone of the message polite and formal, avoid usage of text speak and acronyms

Do not include flashy animations or pictures within a business email.

It is still a business email, proper rules of grammar, such as capitalization, are still expected to be
followed.

Hit the send button only once.

Attachments are files, like pictures or diagrams that are included within a memo or an email; as per
request of the receiver/sender or as a means to convey information.

To: "Adrienne Moore" <amoore@kcelectronics.com>

From: "Jackie Morris" <jmorris@kcelectronics.com>
Subject: Welcome to our Team!

Dear Adrienne,

Welcome to our Team!

It is a pleasure to welcome you to the staff of KC Electronics. We are excited to have you join
our team, and we hope that you will enjoy working with our company.

On the first Monday of each month we hold a special staff lunch to welcome any new
employees. Please be sure to come next week to meet all of our senior staff and any other new
staff members who have joined us this month. Alice Peters will e-mail you with further details.

If you have any questions during your training period, please do not hesitate to contact me. You
can reach me at my email address or on my office line at 340-2222.

Sincerely,
Jackie

Jackie Morris, Sales Manager

jmorris@kcelectronics.com
Tel: 340-2222