How to Write an External Memorandum
- 1). Write the word "To" on the first line of the memo. Be specific about who the memo is to. Include names of individuals within the company you're sending the external memorandum to, as well as the department when relevant and the name of the company.
- 2). Add a "From" field beneath "To." Put your own name or name of your supervisor or department, depending on who the memo is actually from. Then, add the name of your company. It's important to include the name of your company since it's an external memo.
- 3). Include a "Date" field in the external memorandum and add the date that you will send it out.
- 4). Put in a "Subject" for the memorandum. The subject should explain what the memo is in regards to. Be specific, but keep the subject to a length of one line.
- 5). Introduce the subject of the memo in a little more detail in the first paragraph. After reading the first paragraph, people in the company you're sending it to should know if the content is relevant to them or not.
- 6). Outline the purpose of the memo in the following paragraphs. Include as many details as necessary for the recipients to understand your intent and take any required action necessary. Be sure to explain any language or policies that are specific to your company since it's an external memorandum.
- 7). Repeat action items at the end of the memo. Be clear about what you want the recipients to do and how to do it.
