1. FORMATTING MEMORANDUMS & ELECTRONIC MAIL MESSAGES
Digital Communication Systems
Competency 5.04

2. Memorandums
correspondence written to people within same business/organization
Often called memos or interoffice memos
1” or 2” top margin depending on length of memo
1” side margins
single-spaced within paragraphs
double-spaced between paragraphs

3. Parts of a Memorandum
memo heading or guide words (TO:, FROM:, DATE:, SUBJECT:)
Double-space after the guide words (leave one blank line)
A distribution list is keyed beside the heading TO: when your memo is being sent to two or more individuals
memo body (message of memo)

4. Parts of a memorandum (continued)
reference initials (NO complimentary close or writer’s name)
attachment/enclosure notations are typed below the reference initials
Copy notations are typed on the line below the reference initials or below the enclosure or attachment notation.

6. Memo Templates
templates are forms that allow you to move quickly from one data entry area to another
word processing programs have several memo templates
generally includes guide words

8. Formatting E-mail electronic mail-easy to create and easy to send
Parts
heading
body
attachment
copy notation
forward/reply

10. E-mail Environments Set up similar to memos
Special Software Features
address list
Names and address of persons one corresponds with on a regular basis
Entered in on TO line
copies
Copies of the same message sent to additional people
CC: (courtesy copy – recipient knows that message has been sent to others
BCC: (blind courtesy copy – recipient does not know message has been sent to others

11. E-mail Environments Attachments Forward Reply
Allows one to send electronically documents such as reports, spreadsheets, databases, etc.
Forward
One can send the entire message to others
Reply
Enables one to reply quickly to message with original message included.