How to write a Memo

1. How to write a Memo • This presentation is taken from a BMQ lesson regarding Military Correspondence. • The focus of this presentation is mostly in how to FORMAT a written memo. • When it comes to the actual content of the memo, ask yourself this: • Did I answer the W5? (Who, What, Where, When , Why) • Does the memo clearly explain what it needs to if it were read by someone who has never met me and has no idea who I am?

2. Formatting • Formatting rules • The head • The body • Text of the correspondence • Abbreviations and acronyms • Paragraphs • Subparagraphs • Sub-subparagraphs • The close • The signature block

3. FORMATTING RULES 8 ½” x 11’’ Lined/unlined white paper (May be done on the computer, same formatting rules apply) Text is left justified Typed Font: Times New Roman – 12 Correct Spelling: Concise Oxford Dictionary Margins 1” or 2.5 cmfrom the edge

4. Memoranda A memorandum has three parts: - Head - Body - Close

5. HEAD • Security classification (as needed, see next slide) • Title (the word “Memorandum”) • File number and suffix (See next slide) • Date • Addressee’s position • Subject

6. HEAD • Security Classification/Designation: • Simply put, if it has a service #, it is Protected A. Since every request memo has the Service # of the soldier putting in the request, chances are your memo is PROTECTED A. • File # and Suffix: • There is a very large list of file numbers. If you don’t know which one to use, ask a clerk and they will give you one. Otherwise, use 1000-1 which is for General Administration. • Suffix: This is the bit in brackets after the file number, and is used to tell who wrote the memo. Use your abbreviated job title, ex: Dvr 41A or Crmn

7. PROTECTED A PROTECTED A 1 inch • Security classification (as needed) PROTECTED A, B or C 1’’ 1’’ Located at the top and bottom Left justified Every page! Uppercase letters and underlined 1’’

8. PROTECTED A Memorandum • Title Write the word “Memorandum” 5500-1 (Suffix) Aug 08 Pl Comd LEAVE REQUEST • I would like to submit a leave request for the period • of 11 Aug to 20 Aug 08. 2. The reasons for this request are as follows: a. my father has passed away and my mother needs my support; b. my mother was sick and is not able to make arrangements for: 1/2 PROTECTED A

9. File Number and Suffix • File number and suffix The file reference is made up of two parts: • the file number; and • the file suffix in parentheses PROTECTED A Memorandum 5500-1 (Suffix) Aug 08 Pl Comd LEAVE REQUEST • I would like to submit a leave request for the period • of 11 Aug to 20 Aug 08. 2. The reasons for this request are as follows: a. my father has passed away and my mother needs my support; File suffix: abbreviated position title of the author 1/2 PROTECTED A

10. PROTECTED A Memorandum • Date Dates are written day, month, year. The month and year are abbreviated. eg: 2 Jan 06. 5500-1 (Suffix) Aug 08 Pl Comd LEAVE REQUEST • I would like to submit a leave request for the period • of 11 Aug to 20 Aug 08. 2. The reasons for this request are as follows: a. my father has passed away and my mother needs my support; b. my mother was sick and is not able to make arrangements for: Note: when typing the Memo, insert 4 spaces then type the month and year. The day should be hand written when you sign the memo. 1/2 PROTECTED A

11. PROTECTED A Memorandum • Addressee • Single addressee: identified by their position title only • Multiple addressees: write “Distribution List.” The distribution list is placed after the signature block. 5500-1 (Suffix) Aug 08 Pl Comd LEAVE REQUEST • I would like to submit a leave request for the period • of 11 Aug to 20 Aug 08. 2. The reasons for this request are as follows: a. my father has passed away and my mother needs my support; The memorandum is always sent through the chain of command starting with the first level of supervision. 1/2 PROTECTED A

12. PROTECTED A Memorandum 5500-1 (Suffix) • Subject • The subject is brief description of the general content of the memorandum or the title assigned to it. • The subject is typed in UPPERCASE letters and is UNDERLINED. • If the subject is two lines or longer, only the last line is underlined and the underlining extends as far as the longest line of text. • The subject shall not extend more than halfway across the page. Aug 08 Pl Comd LEAVE REQUEST • I would like to submit a leave request for the period • of 11 Aug to 20 Aug 08. 2. The reasons for this request are as follows: a. my father has passed away and my mother needs my support; b. my mother was sick and is not able to make arrangements for: 1/2 PROTECTED A

13. Leave a blank linebetween each part of the head. PROTECTED A Memorandum 5500-1 (Suffix) Aug 08 Pl Comd LEAVE REQUEST • I would like to submit a leave request for the period • of 11 Aug to 20 Aug 08. 2. The reasons for this request are as follows: a. my father has passed away and my mother needs my support; b. my mother was sick and is not able to make arrangements for: 1/2 PROTECTED A

14. BODY The body of the text answers the following five questions: Para 1—introduction—WHO the correspondence involves (complete identification; eg, SN, rank, name, position, and MOS ID, in that order), and WHAT the correspondence is about; Para 2—body—WHERE and WHEN the action is to take place and WHY it must take place, if applicable; and Para 3—conclusion—restate the key points of the text and the reasons why.

15. 1. Numbering starts at the left margin. There is a blank line between the paragraph and the HEAD. Pl Comd LEAVE REQUEST Note: Numbering for paragraphs consists of ONLY a NUMBER and a PERIOD

16. The text of the paragraph starts ½’’ or 1 cm after the number and starts with an uppercase letter. I would like to 1/2” 1 cm Pl Comd LEAVE REQUEST 1.

17. If required, start the second line directly beneath the first at the left-hand margin. of 11 Aug to 20 Aug 08. Pl Comd LEAVE REQUEST I would like to 1.

18. If a second paragraph is needed, leave a blank line then start in following the same format as in paragraph 1. of 11 Aug to 20 Aug 08. 2. The reasons for this request Pl Comd LEAVE REQUEST 1. I would like to

19. PROTECTED A Memorandum 5500-1 (Suffix) Aug 08 Pl Comd LEAVE REQUEST 1. I would like to submit a leave request for the period of 11 Aug to 20 Aug 08. 2. The reasons for this request are as follows: 1/2 PROTECTED A

20. Subparagraphs start with a lower-case letter and a period. a. 1/2” 1 cm 1. I would like to of 11 Aug to 20 Aug 08. 2 The reasons for this request The letter is indented 1/2’’ or 1 cm from the left margin. Leave a blank line between the paragraph and subparagraph.

21. Continue the sentence or paragraph with a ½’’ or 1 cm indent before the text. 1. I would like to of 11 Aug to 20 Aug 08. 1/2” 1 cm 2. The reasons for this request my father has passed away a.

22. As opposed to paragraph format, the second line of the subparagraph is aligned with the first. 1. I would like to of 11 Aug to 20 Aug 08. 2. The reasons for this request my father has passed away a. needs my support

23. Sub-subparagraphs start with a number in parentheses “(1).” As before, there is a ½’’ or 1 cm indent before the text and a blank line after the last line. b. my mother was sick 1. The undersigned would like of 11 Aug to 20 Aug 08. 1/2” 1 cm 1/2” 1 cm make arrangements for (1) the funeral

24. Thepages are numbered if the memorandum has more than one page. • Page numbers, in numerals, appear at the bottom left of each page, or two lines above the security classification. • There must be at least one blank line between the paragraph and the page number. Protected A Memorandum 5500-1(CFLRS) 10 May 00 LEAVE REQUEST A23 456 789 PTE Insertname 1. I would like to submit a leave request for the period of 11 Aug to 20 Aug 08.. 2. The reasons for this request are as follows: a. my father has passed away and my mother needs my support; b. my mother was sick and is not able to Make arrangements for: 1/2 PROTECTED A

25. CLOSE Signature block Annexes and appendices (if needed) Enclosures (if needed) Distribution list (if needed)

26. SIGNATURE BLOCK Leave five blank lines (the originator signs in this space) On the next four lines, include the following information: Initials and surname Rank Position Phone number

27. Signature blocks never appear by themselves on a page. If there is not enough room for the signature block on a page, the final paragraph or subparagraph from the previous page is moved to a new page along with the signature block. SIGNATURE BLOCK

28. 5 blank lines PROTECTED A • the funeral;and (2) administrative details regarding the lawyers, bank, insurance company, etc. c. as I am the closest to the family home, it is easiest for me to take care of other issues that may arise. 3. I hope that my request will be approved because I would like to support my mother and my family at this difficult time. MA Bloggans Recruit I0037E 6640 The signature block starts on the 6th line after the last paragraph or subparagraph. The signature appears after the last paragraph or subparagraph and above the signature block. 3/3 PROTECTED A

29. COMPLETE MEMORANDUM PROTECTED A Memorandum 5500-1 (Suffix) Aug 08 Pl Comd LEAVE REQUEST 1. I would like to submit a leave request for the period of 11 Aug to 20 Aug 08. 2. The reasons for this request are as follows: a. my father has passed away and my mother needs my support; b. my mother was sick and is not able to make arrangements for: 1/2 PROTECTED A

30. COMPLETE MEMORANDUM PROTECTED A • the funeral;and (2) administrative details regarding the lawyers, bank, insurance company, etc. c. as I am the closest to the family home, it is easiest for me to take care of other issues that may arise. 3. I hope that my request will be approved because I would like to support my mother and my family at this difficult time. MA Bloggans Recruit 6640 I0037E 2/2 PROTECTED A