1.6 SAMPLEMEMOS
Sample 1（1）
MEMO
Date：September 1，2021
To：Center Interns
From：Center Team Leader
Subject：Standard Format for Memos
In this sample，I have outlined the basic format requirements for a standard memo.You may be familiar with the memo templates that many word processing packages offer—you will notice that there are several variations on the basic format，but the required elements are the same.In any memo，you should include：
●Date；
●Name or position of the people to whom the memo is being sent（if there are multiple recipients，list the names in alphabetical order according to last name；you can also include a“CC”line below the“To”line and list the names of your secondary audience—that is，people who may be interested in the memo but are not directly responsible for responding to it）；
●Name or position of the sender（often，the sender will write her/his initials next to her/his name on the memo—this acts as a signal that the sender has verified and approved the memo content）；
●Subject line；
●Body text.
The Use of Margins
The margins for a typical memo are a 1.5 inch left margin，1 inch right margin，and 1 inch margin at the top and bottom of the paper.You can adjust these margins slightly to make your memo fit on one page，or to space the information so that page breaks do not happen at awkward places—for example，when you are at the end of a paragraph and only three or four words flow over to the next page.All paragraphs and headings should be lined up with the left margin.
How to Use Single，Double，and Triple Spacing
Text spacing is an important navigational tool in a memo.Some conventions ask you to double space between the date，to/from，and subject lines and between each paragraph，others use single spacing in the block.Triple space before each heading within the body of the memo.Do not double space the body text of your memo.
Using Headings
If your memo is more than two or three paragraphs，including headings can be helpful for your reader—be sure to use headings that capture the key topic of that section and capitalize each major word of the heading.Bolding or underlining the heading will help the visual design of your memo.
Closing
Provide some conclusion to your memos with an invitation for further discussion or feedback，or with contact information.While you do not use a closing salutation for a memo，as you do with a letter，providing contact information and a conclusion indicates that you are engaging your reader rather than talking at them.
Sample 1（2）
MEMO
Date：September 1，2021
To：All Employees
From：James McDonald，President
Subject：Screening for High Blood Pressure
The company will provide free blood pressure tests for all employees who wish to participate during work hours on September 17 and 18 in the Dining Hall behind the Administration Building.
Hypertension，or high blood pressure，is a serious condition that increases the risk of heart disease and other illnesses，but it's readily controlled under the care of your own physician.The test is quick and entirely painless.
This screening is voluntary，and you're under no obligation to be tested.Results will be communicated to you immediately.No record of your test results will be kept by the company.
Department heads will be scheduling release time for employees who wish to participate.(https://www.daowen.com)
Sample 1（3）
MEMO
To：John Erickson，Supervisor
From：Jean James，Director
Date：September 1，2021
Re：Use of South Parking Lot by Kite Club
Because we occasionally receive requests like yours to use the south parking lot for club and church activities，last year we checked with our insurance company to determine our liability coverage in such situations.According to our agent，our liability insurance covers only official company use of that property，that is，use directly related to official company activities.
Since our company values community service such as your present leadership in the Kite Club，we checked to see how much it would cost to extend our insurance to cover community activities on our property.We found the cost prohibitively high.In addition，we considered the possibility of allowing organizations to use the parking lot after signing a waiver of any future claim against our company，but our lawyer indicated that such an arrangement would not adequately protect the company.As a result，we must limit the use of company property only to official company activities.
Sample 1（4）
MEMO
To：All Executives
From：Randolph Gray，Chief Executive Officer
Subject：Business Conferences via Global Television to Begin in November
Date：July 18，2021
For your information，Intercontinental Hotels Corporation（IHC）and Comsat General Corporation have announced an equally owned joint venture to provide international televised conference service available to the public.The service，to begin in November，initially will link IHC's hotels in New York and London.The link will enable small groups，such as business executives，to conference with two-way audio，video，and print-out facilities.
Paul Sheeline，Chief Executive Officer of IHC，said the system would be expanded later to include Houston，Paris，Frankfurt，Riyadh，and Tokyo.He added that the system could be adapted to handle large groups.
Richard Bodman，President of Comsat General，said that prices for use of the system would vary，depending on which facilities a customer wanted to use.But he added that a typical meeting would cost between＄1，500 and＄2，000 an hour.The system will depend on satellites to beam signals.
As travel costs have increased，the use of televised conferences has grown.“It makes more sense to get half-dozen executives into our hotel in New York for a two-hour teleconference with London，rather than taking the time and going to the expense of flying them all there，”Mr.Sheeline said.Because of time differences，officials of Comsat General and IHC said their system would be available around the clock.
Please consider using this system in communicating with your subsidiaries around the world when more than three individuals are involved.The company can save time and travel expenses by having conferences in this mode.
Sample 1（5）
MEMO
To：All Staff
From：Helen Shakespeare，Office Manager
Subject：Office Paper Recycling Program Kickoff
Date：August 20，2021
We will be starting an office paper recycling program to recover computer paper，newspaper and paper bags.The program will take only a few minutes of your time each week and will require only minor changes in your work habits.Your participation in this program is necessary for its success.
At the orientation session on August 22，2021 at 9：15 in the Auditorium，Mr.Jones will explain the details of the program to you and provide you with containers for storing the paper to be recycled.By taking an active part in this program，you will help accomplish our goals of reducing waste and conserving valuable natural resources not only for our department but for our community as well.Waste paper（white ledger and computer paper，colored paper，newspaper，paper bags，paper board，and cardboard packaging）makes up as much as 41 percent of our nation's solid waste.One ton of recovered paper saves over three cubic yards of landfill space.Besides helping conserve landfill space，our program will help conserve natural resources.
You will receive a desktop container for your daily recyclable paper.Once your desktop container is full，please empty it in the centrally located metal white and red intermediate container.
Thank you in advance for your participation in this worthwhile endeavor.If you have questions or would like to assist in the program，call Miss Porter at 878 012.