If your business requires you to keep track of everything from major details about a client to seemingly minor issues, learning how to write a memo to file will be beneficial to you. This can help you in day-to-day business. For example, if one person from your client's office calls or sends you an e-mail asking you to make a change to the plan, write a memo to file in case another party later questions your actions. Memos to file are imperative for legal, medical or other highly sensitive files that might later be used in court as well.
Open Microsoft Word. On the "File" menu, click "New." The "New Document Task Pane" will open on the right.
Click "On My Computer," located in the "Templates" section. The "Templates" dialogue box will open. Click on the "Memos" tab. Click "Memo Wizard" and then click "OK." The "Memo Wizard" will start.
Click "Next." Under "Which Style Would You Like," choose "Professional" and click "Next" again. Under "Do You Want to Include a Title," choose "Yes" and type in "Memo to File." Click "Next."
Choose "Date," "From," and "Subject" under "Which Items Do You Want to Include" and enter the information for each one. The date should be the date of the occurrence, such as a phone call or e-mail. It should be from your name or your supervisor's name, and the subject should be a brief description of the occurrence, such as "Change of Venue."
Click "Next." In the "To" section, select "File." Deselect the "CC" checkbox. Click "Next" again. Add any closing items and click "Next," and then click "Finish." Enter your notes in the lower section of the memo form.
Print the memo and file it in the client's file. Save an electronic copy as well, if it is your company's procedure to do so.
- Write your memo to file as soon as possible following the incident or conversation. This will help you recall any details more clearly.
- Never type anything derogatory in a memo to file that is not fact-based. Stating that Ms. Smith seemed angry is appropriate. Writing that Ms. Smith always has a nasty attitude is not.
- Tricia Goss