14.2: The Text of the Official Memorandum
- Page ID
- 177544
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Begin the text of the memorandum on the second line below the subject or references (if used).
- Spacing paragraphs and subparagraphs. Single-space the text, but double-space between paragraphs and subparagraphs (one blank line between all paragraphs and subparagraphs). You may double-space the text of a one-paragraph memorandum less than eight lines.
- Numbering paragraphs. Number and letter each paragraph and subparagraph. A single paragraph is not numbered. If your organization is a part of Headquarters Air Force (the Air Staff and the Secretariat), follow the guidance in \(\mathrm{HQ}\) Operating Instruction 33-3, Correspondence Preparation, Control, and Tracking.
- Formatting short subparagraphs. Use a run-in method of listing subparagraphs when the subparagraphs consist of short sentences or phrases. The run-in method has several advantages:
- it’s compact,
- it highlights ideas, and
- it saves space.
- First Line of Text. The first paragraph is never indented; it is numbered and flush left, two line spaces below the last line of the SUBJECT element (or the References element, if used). Indent the first line of sub-paragraphs to align the number or letter with the first character of its parent level paragraph. Each sub-level is likewise indented to align its paragraph number or letter with the first character of its parent level paragraph.
- Subsequent lines of text. All second and subsequent lines of text for all paragraphs at all levels begin flush with the left margin; do not indent.
- Punctuation. Use conventional rules of English grammar for punctuation in the body.
- Word Division. When dividing a word, separate between syllables.
- Quotations. When quoting numbered paragraphs from another document, cite the source and paragraph numbers in your text.
- Suspense Dates. If you include a Suspense date in the text of the memorandum and not in the Subject Element, emphasize it by placing it in a separate paragraph.
- Contact information. Place contact names, e-mail addresses, fax numbers, and telephone numbers in the last paragraph of the memorandum text.
- Continuation Pages. Use plain bond paper. Begin typing the text of the continuation page four lines below the page number. Type at least two lines of the text on each page. Avoid dividing a paragraph of less than four lines between two pages.
- Page numbering. The first page of a memorandum is never numbered. You may omit page numbers on a one- or two-page memorandum; however, memorandums longer than two pages must have page numbers. Number the succeeding pages starting with page 2 . Place page numbers 0.5-inch from the top of the page, flush with the right margin. Number the continuation pages of each attachment as a separate sequence.