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Business Communication  - How to Write a Clear Business Memo

Business communication  -, how to write a clear business memo, business communication how to write a clear business memo.

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Business Communication: How to Write a Clear Business Memo

Lesson 10: how to write a clear business memo.

/en/business-communication/how-to-write-an-effective-business-email/content/

How to write a clear business memo

write business memo

When you need to update your colleagues on important information or make an announcement at your workplace, a business memo can be an ideal way to address a specific audience in a formal context.

Watch the video below to learn how to write a business memo.

The basics of a business memo

While business memos and emails may look similar at first, a memo has some key differences. Memos are usually more formal than emails and are often used when you need to give your message a more official look. They can also be printed and distributed wherever this message would have the most impact.

Memos can be addressed to a single person or a group, so tailor your message to reflect the concerns of your audience. As with any business document, always remain professional and polite, even if you have to address a negative topic. An official memo is no place to single someone out in a critical way, so focus on facts and constructive plans for the future.

Writing a business memo

Business memos usually begin with a header section that lists recipients and other details in the following format:

  • To : Include each recipient’s name and job title (for example, Miranda Lawson, Director of Marketing). If you're addressing a designated group, however, simply state the name of the group (for example, Accounting Department).
  • From : Include your name and title.
  • Date : Write out the complete date (for example, June 30, 2017).
  • Subject : Make the subject brief and descriptive.

Most business memos skip the greeting (such as “Greetings, Ms. Lawson”) and immediately go into the body text. Whenever you start a paragraph in a memo, always put the main point of that paragraph first, as this makes your writing direct and easy to follow.

Generally, memos don’t include a farewell (such as “Sincerely, Tonya”), but it may be appropriate depending on your message or your company’s style. If you do include a farewell, make it brief.

As discussed in the Business Writing Essentials lesson, revision is vital for any quality document. Read over your writing to cut unnecessary material, clarify your main points, and proofread for grammar and factual errors. And before you submit your memo to your audience, consider getting feedback from a colleague to ensure your message is effective and professional.

Examples of business memos

Let’s explore a few business memos to see this lesson in action. We'll start with an example of a poorly written memo.

write business memo

The example above is not acceptable. The body is unclear and rambling, there’s no subject line, and the main point of each paragraph is difficult to find. The message itself is also incredibly unprofessional, especially because it calls out a single person in a negative way.

Now let’s look at a stronger example.

write business memo

This is much better! The body is concise and clear, and the main point is the first sentence in each paragraph. There’s also a strong subject line, and the message stays professional despite sharing negative news.

Whether you’re detailing a new policy change or updating staff on a new procedure, business memos are a powerful way to distribute information among your colleagues. As you practice and study, your memos will become more efficient and polished.

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How to Write a Memo [Template & Examples]

Caroline Forsey

Published: November 17, 2022

Free Business Memo Templates

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Templates to announce an organizational change, update, or solution.

Thank you for downloading the offer.

A memo (also known as a memorandum, or "reminder") is used for internal communications regarding procedures or official business within an organization.

person writing a memo

Unlike an email, a memo is a message you send to a large group of employees, like your entire department or everyone at the company. You might need to write a memo to inform staff of upcoming events or broadcast internal changes.

→ Download Now: 4 Free Memo Templates [Free Resource]

If you need to inform your employees of official internal business, we’ll show you how to write a memo to better communicate your message. But before we break it down, let’s talk about the many purposes of memos.

What is a memorandum?

A memorandum, or memo, is a document shared with a group of people to disperse information on a task, project, event, or other. The purpose of a memo is to bring immediate attention to that information in a quick and brief manner.

Memorandums are shared to inform readers about new information and have applications for different communities and businesses.

Communities can use memos to tell people within it about public safety guidelines, promote various events, raise awareness on subjects that affect their lives.

Businesses can use memos to relay information involving newly updated policy, changes in procedure, or persuade employees to take an action, such as attend an upcoming meeting, convention, or a celebration for organizational milestones.

Next, we'll walk you through writing a memo of your own.

How to Write a Memo

  • Write a heading.
  • Write an introduction.
  • Provide background on the issue
  • Outline action items and timeline.
  • Include a closing statement.
  • Review and proofread before sending.

write business memo

Four free templates to communicate these major business updates.

  • Organizational change
  • Financial update
  • Solution to a problem
  • General business news

You're all set!

Click this link to access this resource at any time.

4 Free Memo Templates

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You can put together a memo in a few short steps. All memos should include the following:

1. Write a heading.

No matter what kind of memo you’re writing, you’ll need to include a heading. This section should include who the memo is for (whether an individual or department), the date, who the memo is from, and a subject line.

Your subject line should be, short, attention-grabbing, and give readers a general idea of what the memo is about.

2. Write an introduction.

Your introduction should summarize the purpose of your memo in two to three sentences. It should highlight the issue or problem and the solution you decided to move forward with.

3. Provide background on the issue.

In this section, explain the reasoning behind the memo. For example, it could be changes in the budget, a company restructuring, or a new rollout of procedures. This explanation should provide justification for the changes being implemented.

How to write a memo infographic with steps

4. Outline action items and timeline (Optional).

Depending on the purpose of your memo, you may have action items for employees to complete or provide a timeline of when changes will take place. For example, they may need to complete a task or provide information by a certain deadline. This section should include the following:

  • When employees can expect changes to go into effect
  • What changes have already been made and what to expect in the future
  • Deadlines they need to adhere to

If no action is needed on the employee’s behalf, you can leave this section out.

5. Include a closing statement.

Your closing statement will include any information you’d like to reinforce. Are there any specific contacts readers should reach out to for questions? If so, include them here.

6. Review and proofread before sending.

This step may seem like a no-brainer but it's important to review your document before sending it out. Memos are meant to inform readers of upcoming changes and relay important information. You don't want to risk causing confusion with a typo or misstatement.

To begin making your own business memos, here's an easy-to-follow business memo template with examples of how to use them to serve different needs as guidance.

Business Memo Template

I'm writing to inform you that [reason for writing memo].

As our company continues to grow … [evidence or reason to support your opening paragraph].

Please let me know if you have any questions. In the meantime, I'd appreciate your cooperation as [official business information] takes place.

Business Memo Template Format

The business memo template format is designed to effectively communicate your message. A memo should disseminate the necessary information in a way that is easy for a mass number of employees to digest.

An accurate subject line will alert them that this memo is relevant to them specifically. And beginning with an executive summary allows recipients to understand the general message before they dive deeper into the details. The background information offers context to the message, and the overview and timeline should answer questions that are likely to come up.

In your header, you'll want to clearly label your content "Memorandum" so your readers know exactly what they're receiving. As previously mentioned, you'll want to include "TO", "FROM", "DATE", and "SUBJECT". This information is relevant for providing content, like who you're addressing, and why.

Paragraph One:

In the first paragraph, you'll want to quickly and clearly state the purpose of your memo. You might begin your sentence with the phrase, "I'm writing to inform you … " or "I'm writing to request ... ". A memo is meant to be short, clear, and to the point. You'll want to deliver your most critical information upfront, and then use subsequent paragraphs as opportunities to dive into more detail.

Paragraph Two:

In the second paragraph, you'll want to provide context or supporting evidence. For instance, let's say your memo is informing the company of an internal re-organization. If this is the case, paragraph two should say something like, "As our company continues to grow, we've decided it makes more sense to separate our video production team from our content team. This way, those teams can focus more on their individual goals."

Paragraph Three:

In the third paragraph, you'll want to include your specific request of each employee — if you're planning a team outing, this is the space you'd include, "Please RSVP with dietary restrictions," or "Please email me with questions."

On the contrary, if you're informing staff of upcoming construction to the building, you might say, "I'd appreciate your cooperation during this time." Even if there isn't any specific action you expect from employees, it's helpful to include how you hope they'll handle the news and whether you expect them to do something in response to the memo.

Downloadable Memo Template

Want to see the above memo format in its final form? Download HubSpot's free business memo templates , shown below. The document gives you a framework that sorts your memorandum into subtopics to help employees better digest the information and understand what's expected of them after reading it.

Memo template

Memo Examples

Different industries or situations will require slightly different memos. Certain ones will need to be longer or shorter, others may not have a timeline, and some will have extensive background information. The format of your memo should change to fit the message you want your employees to receive.

Launch Delay Memo

Business memo example for launch delay

The objective of this memo is to announce that the launch of a product will be delayed. The introduction includes the new date, so a timeline or long overview isn’t necessary. This format of this memo could be applied to other situations where a simple, but important, change is occurring.

What We Like : The launch memo provides readers with insight behind product launch delays, which can alleviate some frustration that customers or employees may otherwise feel if they were not informed.

Other date changes, promotions, milestones, or product announcements could also utilize this format.

Building Update Memo

Business memo example for building updateBusiness memo example for building update

There are logistical aspects of a business that concern your employees, but don’t necessarily involve their work. This memo depicts an example of a kitchen remodel in the office. It’s a bit of an inconvenience but not one of a large magnitude.

What We Like : This memo demonstrates a business's understanding of the impact that renovations can have on employees and shows respect and consideration for their needs.

This memo format could be applied to other building updates, work-from-home days, or other widespread but minor announcements.

Community Memo

Business memo example for community announcement

Celebrations, events, theme days, or other fun things for your employees can also be communicated through memos. Community memos like this example are generally shorter because they don’t require much background information or many details.

What We Like : This memo has clear directions on where to find the event taking place, something which would’ve been less effective if it only would’ve included the floor number.

Memos of this nature should include a summary, date, and location at minimum.

Persuasion Memo

business memo example for persuasion memo

Persuasion memos are used to encourage readers to take action regarding an event or proposition, like voting or petitioning.

What We Like : This persuasion memo prioritizes giving the reader information to learn on their own and make a decision based on their findings.

The main components of the persuasion memo should include an overview of the task at hand, context to learn more about it, and a call to action that emphasizes the impact the reader can potentially make.

Write Your Memos To the Point

The main difference between a memo and just an email is not the level of complexity, it’s the size of the audience. A memo can be simple or intricate, as long as it effectively communicates your message and is relevant to the receiving group of employees. And the message itself should be clear and concise, no matter which memo format you use.

Editor's note: This post was originally published in October 2018 and has been updated for comprehensiveness.

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What’s a memorandum?

How to write a business memo in 8 steps, when to write a memo, 5 examples of memos, unleashing the power of effective memos.

Whether you’re planning a meeting or working on a project with dozens of moving parts, effective communication is the key to success. 

But it’s hard to keep everyone in the loop all the time. You can’t always host a 1:1 meeting or talk to coworkers face-to-face when new information arises. Sometimes, all you need is a short notification that alerts everyone at the same time — and does so quickly.

Memos provide a streamlined channel for internal communication. In a short space, you can share vital information with clarity and impact. Here’s the step-by-step process of how to write a memo with specific examples, from crafting a compelling header to including action plans and timelines.

A memorandum, also known as a memo, is a concise written message that quickly and efficiently shares vital information. This could come in the form of an email, Slack announcement, or a piece of paper on a bulletin board, depending on the workplace.

A well-structured memo offers lots of information in a short space. It does everything from announcing changes in company policy to providing vital project updates, all without wasting readers’ time. Anyone can write an email, but memo-writing is a learned skill that takes time to truly perfect.

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To create a succinct and comprehensive memo, formatting is key. Just like a professional email , every piece of information plays a role in making the memo easily digestible and actionable — from subject line to salutation . 

Here’s a step-by-step approach to ensure your messages are both effective and clear:

1. Start with a header

To set the stage, always start with a comprehensive header. The header should include the date and the general subject, along with who the memo is to and from. These elements offer context and ensure that readers quickly grasp the basic premise, aiding quick decision-making about the action they need to take.

2. Craft a clear objective statement

The first paragraph of your memo should directly express its purpose in an objective statement or problem statement . This not only helps the recipients understand the memo's relevance, but also ensures they grasp its intent swiftly.

Think of a cover letter . The first line is usually something like “I am writing to…” A memo should have the same clarity so readers immediately know what they’re looking at and why.

woman-at-virtual-meeting-writing-on-notebook-how-to-write-a-memo

3. Provide a comprehensive body paragraph

The body of the memo is where you'll develop your main points, so it should be as comprehensive as possible despite the short space. Always start with critical details as early as possible, then move towards less significant but still pertinent information. 

To enhance readability, structure the body using bullet points or numbered lists. And remember to stay away from unnecessary jargon that may confuse your readers. A memo’s goal is brevity, so make sure it’s easy to understand.

4. Provide background information

If your memo references previous events, circumstances, or memos, include a brief background section. This provides context, orients your readers, and ties your current communication to past events or actions, offering a holistic understanding of the situation at hand.

5. Include action items and timelines

Memos often need to include a call to action that tells readers what to do next, whether that’s to acknowledge receipt or find a meeting room ASAP. Clearly define the steps they need to take, identify the parties responsible, and specify the deadlines for these tasks.

By doing so, you encourage accountability and create a shared understanding of expectations, fostering a more organized and efficient work environment .

womans-hand-writing-on-calendar-how-to-write-a-memo

6. Add a summary

If your memo tackles a complex issue or is particularly lengthy, add a short conclusion to summarize the most important points. In the absence of face-to-face cues, reiterating the main points through a brief summary reinforces the essential elements of your message, aiding comprehension.

7. Include your contact information

As hard as you may try, communication isn’t always clear. People might have questions about what to do next, and failing to provide a clear path toward those answers could add unnecessary hurdles. 

To avoid this, always add your contact information at the end of your memo, whether that’s your desk location or your Slack handle. This lets your colleagues reach out if they have questions or need further clarification on any points.

8. Add attachments if necessary

If you reference other documents, graphs, or materials, either attach them or provide accessible links. This ensures that your readers have all the resources at their disposal to fully understand and act upon the memo. Linking out also keeps you from adding too much information to the memo itself.

According to Gallup’s 2022 State of the Global Workplace Report, 41% of employees wish they could change their company’s engagement or culture . And communication falls into that category. Meetings, emails, and effective memos all support the interactions that uplift strong culture .

Knowing when to write a memo helps you choose the right type of communication for the situation and avoid information silos . Here are some scenarios where memos shine:

Inform about company policies or changes: If your organization is undergoing changes in policies, procedures, or strategies, a memo is an excellent way to update staff. It ensures uniform understanding and gives everyone the chance to ask questions as soon as possible, saving time and stunting the spread of misinformation.

Raise awareness about an issue: If a significant issue is impacting your organization's functioning, a memo brings it to everyone's attention. In this situation, a memo is also vital for overall engagement and the employee experience because it keeps people in the loop on important issues and reinforces the value of their contributions.

Provide updates on a project: Memos are a great tool for informing stakeholders about a project's progress, timeline adjustments, or resource requirements. Informing everyone of all the project's deadlines and ongoing developments prevents roadblocks and helps projects run smoothly.

Make a request: A memo effectively communicates formal requests, including those for resources, approvals, or feedback . By clearly articulating the reasons and potential benefits of your request, a memo acts as a persuasive tool for support or approval. It can also anticipate and address possible questions.

Recognize employee achievement: Memos are also a method for acknowledging outstanding employee performance a nd achievements like a promotion . This has the multipurpose effect of expressing recognition for hard work while emphasizing company values , boosting morale , and fostering a positive work environment.

man-sitting-on-stairs-outdoors-writing-on-his-laptop-how-to-write-a-memo

To help you better visualize how to write a good memo, here are five memo examples for different situations:

1. Change in policy memo 

This example not only outlines changes in company policy, but also explains the reasons behind the change. It encourages questions and tells readers exactly where to go for more information, offering transparency and support.

To: [person or department name]

From: [person or department name]

Date: [insert date]

Subject: [subject] Policy Change

I'm writing to inform you of an important update regarding [policy]. Effective [date], we will be implementing changes to [specific details of the policy changes].

The purpose of this change is to [explain the rationale behind the change and its benefits]. We believe that these adjustments will contribute to [goal].

Please take the time to review the attached document outlining the updated policy in detail. Should you have any questions or concerns, feel free to reach out to [contact person or department].

Thank you for your attention to this matter.

Best regards,

2. Project update memo

An update memo keeps everyone informed about a project's progress, any changes to the original plan, or any challenges along the way. This ongoing communication helps preempt problems and ensures everyone is working towards the same goals.

Subject: [project name] Update

Here’s an update on the progress of [project name]. Here are the key developments since our last update:

  • [a summary of tasks and milestones]
  • [any challenges or issues and how they were resolved]
  • [any adjustments to the project timeline or scope, if applicable]

Overall, we’re making steady progress and remain on track to meet our goals. Please stay vigilant and continue to give your best effort to ensure the successful completion of this project.

If you have any questions or need further clarification, please don't hesitate to reach out to me. Let's keep up the excellent work!

3. Issue alert memo

This type of memo raises awareness about a specific issue affecting the company, a department, or a specific project. Besides highlighting the problem, it may also suggest potential steps to address it, encouraging proactive problem-solving within the organization.

Subject: [subject] Issue

I'm writing to bring your attention to an issue with [subject]. It has come to our attention that [describe the issue and its impact on the company or employees].

We understand the potential challenges that this may pose and are actively working on resolving the situation. In the meantime, we encourage everyone to [provide any necessary instructions or precautions].

Rest assured that we’re taking this matter seriously, and we will keep you updated on any progress or further instructions. If you have any insights or suggestions related to this issue, please share them with [contact person or department].

Thank you for your understanding and cooperation.

hand-typing-on-laptop-and-writing-on-notebook-how-to-write-a-memo

4. Request memo 

A request memo formalizes a need for resources, feedback, or approval. By clearly outlining the reasons behind the request, you effectively communicate the need for these items and the impact they could have on the team.

Subject: [specific request]

Hi [person or department name],

I hope this message finds you well. I'm writing to formally request [specific request]. This is because [provide a concise explanation of the request, including its importance and potential benefits for the company].

I’ve attached a detailed proposal outlining the specifics of the request, including [details, supporting data, and relevant information]. 

Should you have any questions or require further information, please don't hesitate to reach out to me. I appreciate your attention.

5. Employee recognition memo

According to data from Gallup, employees who don’t experience enough recognition are twice as likely to say they’ll quit in the next year .

A memo is a quick way to give kudos and celebrate an employee's achievement or contribution to the company. Not only does it express appreciation for hard work , but it also boosts morale and fosters a healthy environment for everyone.

Subject: Quick kudos

Let’s all take a moment to appreciate [employee name] from [department/team]’s exceptional performance and dedication. They have consistently demonstrated [specific achievements, qualities, or contributions].

Their hard work and commitment to excellence have been truly remarkable and deserving of recognition. [employee name]’s efforts reflect positively on the entire team and contribute to our overall success as a company.

Please join me in congratulating [employee name] for their outstanding achievement. We appreciate their continued dedication and professionalism. Let's celebrate this milestone and continue to inspire and support one another in our respective roles.

Warmest congratulations once again!

Mastering how to write a memo is an essential skill in the corporate world because it lets you convey a message with clarity and simplicity.

Whether you're drafting a project update or learning how to write a memo to your boss, you can become a better communicator and break down silos. Never underestimate the power of a well-structured and purposeful memo.

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Content Marketing Manager, ACC

How improving your concentration helps your memory

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How to write a memo for effective communication (with template)

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A memo is a document or message sent to an entire team, department, or organization to inform teams about what is happening in the company. Memos are great for notifying employees about new policies or best practices, requesting project feedback , summarizing action plans, and more. Learn how to create an effective memo and when to use one.

Effective communication is super important. But you also want to make sure it's easy to digest. Having a templatized way to do that can not only make it easier to create communication—but also for your employees to digest it.

Our guide covers what a memo is, when to send one, how to create the format, and tips for writing a memo effectively. Then, use our free memo template to give you a roadmap to success.

What is a memo?

[Inline illustration] what is a memo (infographic)

A memo, also known as a memorandum, communicates information throughout an organization. Unlike a one-on-one message, memos usually have a larger audience.

This letter is usually sent to an entire team , department, or organization to inform employees about things happening in the company. A memo can be about any important topic with wide-scale relevance, from a policy change to new clients to budget cuts.

This type of communication can be created and sent electronically or printed as a physical handout. Even if you know everyone in your chain of communication, keeping these documents polite and professional is important. When in doubt, omit the emojis, texting language, and abbreviations to make your message come across more professional.

Reasons to send a memo

There are many reasons someone would send out a memo instead of a regular email. While an email is a casual form of communication, a memo is more official and becomes part of the company record. 

Employees take memos more seriously. As a result, memos tend to be much more effective with cross-organizational communication. We’ve outlined some of the most common reasons below.

A memo can:

Explain policy changes

Announce upcoming meeting agendas or events

Announce budget cuts

Summarize action plans

Describe the onboarding of new clients

Detail minutes from a meeting

Request recommendations or feedback

Notify employees of a company problem or solution

Sending an electronic memo to groups of employees is beneficial because it gives them a centralized location to view company details. Everyone receives the same information at the same time instead of hearing it through the grapevine.

How to format a memo

There are several ways to structure a memo, but most memos have the same formatting elements. Feel free to customize your memo template to match the tone and content of the message you want to send.

First things first: get off on the right foot by starting your memorandum with a great subject line. The best memo subject lines should be as specific as possible.

For example, instead of labeling your memo letter as “Company Event,” make the subject line “Annual Holiday Party: Date and Details.”

A clear subject line lets people know exactly what your memo describes before opening it. It also makes finding the memo easier because that means employees won’t have multiple memos with the same subject line in their inbox.

There are several key factors you should include in your memo heading. Always have the date, who you’re sending it to, and who the memo is from. This information will provide context about the message’s contents. 

Body message

The body of the memo captures the main purpose of the message. Use the opening paragraph to state precisely what the rest of the document will be about. Keep the beginning section short to get your message across most effectively. 

Paragraph 1 : Use statements such as “I am writing to inform you” and “I am requesting information on” at the beginning of this paragraph. This first paragraph should include the most important information in the memo. 

Paragraph 2 : The second paragraph will give you a chance to provide additional details and dive more into the topic.

Paragraph 3 : Your third paragraph is where you give your request. An example of this would be asking a department for feedback on a project , or to RSVP to a company event by a certain date.  

Some memos don’t have an ask associated with the information you present. If this is the case, then you can use that space as an opportunity to thank your colleagues for their time.

Before sending a memo to your coworkers, check your mass communication policy at your company. Some companies will require additional steps, such as adding your organization’s logo, company name, or having standardized font sizes. You might also need to get approval or permission before sending it out.

Tips for writing a memo

Now that you know what to include in your memo, it’s time to hone in on the correct tone and formatting. Below are some tips to keep in mind when writing an effective business memo.

Keep a professional tone : Always keep your tone professional, but feel free to tailor it to your audience and objective.

Avoid acronyms and abbreviations : Spell out acronyms and abbreviations so all recipients can understand your message.

Keep your memo to one page : Try to fit your copy into three paragraphs to briefly get your point across.

Use attachments when necessary : Feel free to add attachments or flyers to give additional context to your memo if needed.

Think about your target audience : Change the message of your email depending on who you’re writing to.

Keep formatting consistent : Maintain the same font, paragraph structure, punctuation, and grammar throughout the piece.

Stay clear and concise : Make your request or announcement at the beginning of the memo document.

Remain objective : Stick to the facts and refrain from personal bias when writing a business document.

By following these tips and knowing what to include, you can create a professional and concise memo time and time again.

Types of memos

[Inline illustration] types of memos (infographic)

There are three memo styles: suggestive, confirmation, and request. The general format and business writing style remain similar among the three types of memos. The difference lies in looking at your audience, tone, and object. 

Suggestive memo

Sending a suggestive memo is a great way to find solutions to company problems. They often encourage creative thinking , brainstorms , and group discussions. 

When you’re sending a suggestive memo, it’s best to use positive and encouraging language. This language will help to get your coworkers excited to find out-of-the-box ideas.

Example: Send a suggestive memo if you’re an advertising agency looking for a group discussion on new ideas for a brand campaign.

Confirmation memo

Use confirmation memos to confirm verbal agreements by putting them in writing. Make sure to highlight the important aspects of the agreement between the parties, so everyone has a clear understanding of the objectives.

End the memo document by asking the other party if they need additional clarification or need to change any details. This will help avoid any mix-ups or misunderstandings once the project begins.

Example : If you are a team lead of a marketing team, you may send a confirmation memo to your company’s DevOps team while collaborating on a project. It would cover the project deliverables , make sure all stakeholders understand the project scope , and ensure no one has any questions.

Request memo

A request memo is a document or email you can send your company when you have a request. Start this type of memo by justifying why you need a request completed.

Keep your tone professional and persuasive when you give your recommendations for how to solve the problem. While this type of language is always recommended in memos, it’s especially important in request memos.

Example: You would send a request memo if you are a human resources manager and are requesting employees to fill out their insurance information before a deadline.

Memo template

Use our memo template to organize your document and create a successful message each time. When you send out your memorandum, make sure to effectively fill out your subject line, header, and body message.

[Inline illustration] annual holiday party memo (example)

Project management tools and memos will help you streamline communication

Using a memo template will help you communicate with everybody in your company. Combining it with a project management tool can help you keep all of your memos in one place and allows you to easily send memos to lots of stakeholders and team members. You can even connect memos directly to action items to bring these to-dos and messages to life.

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How to Write a Business Memo

Last Updated: May 26, 2023 Fact Checked

This article was co-authored by Elaine Lou Cartas . Elaine Lou Cartas is an award-winning Business & Executive Career Coach and the CEO of Elaine Lou Coaching, based in Los Angeles, California. With over 10+ years of professional experience, Elaine guides women of color, and allies, who’ve established themselves in leadership and executive roles to create a holistic life so they can lead without sacrificing their well-being. She was awarded #1 Thought Leader by LA Weekly + Top 5 Business Coaches by Apple News for 2023. Her career advice has also been featured in Fobes, Business Insider, Money Magazine, and LinkedIn News. Elaine is also the host of the Color Your Dreams Podcast (https://elainelou.com/coloryourdreams/). Elaine received her Bachelor's degree in Psychology and Sociology from the University of California, Irvine; and her Master's in Leadership and Management at the University of La Verne. There are 8 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 1,391,561 times.

A memorandum is a type of document used for internal communication between company employees. Memos are a time-tested aspect of the business world and, when written properly, help keep everything running smoothly.

Sample Memos

write business memo

Making Language and Formatting Choices

Step 1 Avoid language that is too casual.

  • For example, avoid writing things like “Hey guys! TGIF, am I right? Anyway, I wanted to tell you about an important business matter.”
  • Instead, get right to the point: “I'm writing to provide everyone with a progress report for Project Z”.

Step 2 Avoid using emotional language.

  • For example, avoid claims like “I think we'll all be so much happier if we're allowed to dress casually on Friday.”
  • Instead, research to see if there are any studies on whether office morale increases when employees are allowed more autonomy in their choice of attire, and cite that in your memo.

Step 3 Use signal phrases.

  • For example, try the following: “According to our findings,...” or “Research completed by the EPA has indicated that...”.

Step 4 Choose an appropriate font style and size.

  • You should also choose a simple font style such as Times New Roman. This isn't the time to play around with “fun” fonts like Comic Sans (you'll be made fun of if you choose this one!).

Step 5 Use standard margins for your memo.

  • There is usually no need for you to indent your paragraphs.

Preparing to Write Your Business Memo

Step 1 Decide if a memo needs to be sent.

  • However, in some cases, it may be more efficient to just talk directly to those you need to.
  • Also, some information may be too sensitive to send out in a memo.

Step 2 Identify your purpose for writing.

  • To propose an idea or solution. For example, if you think you know how the scheduling problems for overtime can be worked out, you may want to write up your ideas in a memo, and send it to your superior(s).
  • To issue an order. For example, sending a memo can be an efficient way to assign responsibilities for an upcoming conference that your department is hosting.
  • To provide a report. You may also want to send a memo in order to update your colleagues about an event that's recently occurred, give an update on a project, provide a progress report, or report the findings of an investigation.

Step 3 Narrow your topic.

  • They should be concise, clear, and easy to read quickly by busy individuals; thus, you don't want important information to be overlooked. Keeping the memo focused will help ensure that your message is received and understood.

Step 4 Consider your audience.

  • For example, you'll write a different type of memo if you're writing to your colleagues about planning a surprise party for the people in the office with summer birthdays, as compared to when you're writing your supervisor about the results of your months-long investigation.

Composing Your Business Memo

Step 1 Label your memo.

  • For example, type “Memo” or “Memorandum” at the top of the page.
  • It's up to you as to whether you want to center or left-justify the title. A good rule of thumb is to examine the business memos you've received and copy the formatting.

Step 2 Write the heading of your memo.

  • TO: provide the names and titles of everyone who will receive your memo.
  • FROM: provide your complete name and title.
  • DATE: provide the complete and accurate date—don't forget to include the year.
  • SUBJECT: provide a brief, yet specific description of what the memo is about.
  • Note that it's also common practice to indicate the subject line with “Re:” or “RE:” (both of which are short for regarding).

Step 3 Choose your recipient list carefully.

  • It is poor business practice to send your memo office-wide if only a few are concerned or affected.
  • People will quickly become overwhelmed by the sheer volume of memos, and may be more prone to ignore them or not read them carefully.

Step 4 Use the appropriate names and titles for the people on your recipient list.

  • Keep this in mind when you're filling out the information for everyone on the recipient list: include full names and business titles.

Step 5 Research the proper titles of people you are writing to in an external memo.

  • For example, do they have a PhD? If so, it's generally a good idea to refer to them as Dr. So-and-So.
  • What is their title? For example, are they a vice president or a dean? If so, be sure to refer them as such in your memo.

Step 6 Compose the subject line carefully.

  • For example, “New Business” is pretty vague, and if someone is searching through their files a few weeks or days down the road, they may have a hard time pinpointing your memo.
  • Something better would be “Progress Report on Investigation for Expanding Customer Base”.

Step 7 Consider skipping the salutation.

  • This is meant to be a quick and efficient means of communicating important information, and it should be clear to your audience who is receiving the memo and who it is from.

Step 8 Compose the first, introductory section of the memo.

  • For example, “I am writing because...”. The introduction should provide a brief overview of what the recipients can expect in the memo.

Step 9 Keep the introductory section brief.

  • Keep it on the shorter side—a few sentences or a short paragraph will suffice.

Step 10 Decide on the organization of the body of your memo.

  • For example, you may choose to arrange the information in the body by order of importance, or if you are explaining a process, you will divide the body sections of your memo to correspond with the various stages of the process.

Step 11 Decide if you want to include subheadings and titles.

  • For example, you might include all of the following subsections when writing about the office's impending move: “New Location For our Head Office,” “Important Directives for Packing the Office,” and “Timeline for Completion of the Office Move.”

Step 13 Include topic sentences in each of the body paragraphs of your memo.

  • The individual paragraphs or sections of your memo should be focused on just one idea.

Step 14 Consider using bullet points.

  • This standard page limit is for a single-spaced document with spaces between sections.

Step 16 Decide if you need a summary paragraph.

  • However, if the information you outlined was complicated, or if you sent a longer-than-normal memo, it may be helpful for you to briefly sum up the key points.

Step 17 Include a closing section or paragraph.

  • What is the take away from the memo? Do you need the recipients to do anything? Should they respond by a certain day? If so, clearly state it.
  • If no further action is required, include a simple closing sentiment such as “I'm happy to discuss this further” or “Let me know if you have any questions or concerns”.

Step 18 Sign if you wish.

  • If they sign formally (for example, “Regards, Ms. Smith), then follow suit.
  • Even if you skip the signature, you may want to include your initials at the end of the document.

Step 19 Make a note about any attachments.

  • You should also refer to the attachments in the body of the memo as well.
  • For example, if you are writing to let your employees know about an upcoming office move, you may write something like the following: “We intend to be finished with the moving process by the end of the quarter. See the attached Table 1 for a more detailed schedule.”

Step 20 Review the memo carefully.

  • Consider holding off on sending it after your initial proofread if it is not time-sensitive. If you review the memo again after an hour or two, you may find mistakes that you initially overlooked.
  • If the memo contains sensitive information, check your company policy to see who can review the memo for you and give you final approval on the content.

Community Q&A

Community Answer

You Might Also Like

Write an Expression of Interest

  • ↑ https://www.grammarly.com/business/learn/how-to-write-business-memo/
  • ↑ https://owl.purdue.edu/owl/research_and_citation/using_research/quoting_paraphrasing_and_summarizing/signal_and_lead_in_phrases.html
  • ↑ https://writingcenter.uagc.edu/writing-business-memo
  • ↑ https://www.indeed.com/career-advice/career-development/how-to-write-a-business-memo
  • ↑ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/memos/audience_and_purpose.html
  • ↑ https://writingcenter.gmu.edu/writing-resources/different-genres/writing-business-memos
  • ↑ Elaine Lou Cartas. Business & Career Coach. Expert Interview. 18 May 2023.
  • ↑ https://edu.gcfglobal.org/en/business-communication/how-to-write-a-clear-business-memo/1/

About This Article

Elaine Lou Cartas

To write a memo, start by placing the word ‘Memorandum’ at the top of a page. Follow this up with a header that includes TO:, FROM:, DATE:, and SUBJECT: lines. When you’re ready to write, compose an intro paragraph stating the purpose of the memo, then add between 2 to 4 paragraphs of related information. If necessary, you can break up the text with bullet points or subheadings. To finish your letter, write a closing paragraph that tells readers if they need to take further action. For tips on structuring your memo and using effective language, read on! Did this summary help you? Yes No

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7 Tips for Writing a Business Memo

7 Tips for Writing a Business Memo

  • 6-minute read
  • 30th December 2022

All businesses, regardless of size or industry, benefit from clear and concise communication within the workplace. Clear written communication is essential to employee productivity and client satisfaction . Moreover, it mitigates conflict and ensures a sense of understanding and belonging among individuals, which will boost engagement and teamwork across the company. Learning how to write a strong business memo is essential to strong communication.

Business memos are an excellent tool for streamlining communication in the workplace. Because they’re simple and direct, they’re easy to optimize for different audiences and integrate into your workflow.

What Is a Business Memo?

A business memo is a brief document that communicates information within a business. These memos are formal yet simple, making them an optimal solution for team members to work from in a timely manner.

Business memos are different from business plan s or proposals, which are used to develop company strategies and predict outcomes. Unlike other business documents, memos are meant to provide cohesive, cross-team communication about existing operations.

To write an effective business memo, it’s important to know its purpose. This can include but is not limited to:

  • Identifying a problem and outlining a solution.
  • Communicating internal changes, such as schedules and deadlines or team personnel.
  • Providing progress updates.
  • Giving or gathering feedback.

Once you understand the unique purpose of your memo, you must know how to clearly communicate it with your team. Read on for tips on how to effectively format and write a business memo.

Formatting a Business Memo

As previously mentioned, the keys to effective memos are clarity and concision. Therefore, your memo’s formatting should be aimed at ensuring the information is as easy to digest as possible while still being thorough. The standard formatting for a business memo includes the following:

  • Date: The date you intend to send the memo.
  • To: The names and/or job titles of individuals or teams to whom the memo is primarily addressed.
  • Cc (if applicable): The names and/or job titles of those who will receive copies.
  • Subject: A phrase or statement summarizing the memo’s main topic.

As you draft the body of your memo, use clearly defined headers, topic sentences, and bullet points to organize the content. This will allow team members to easily skim read and make note of the main details. For easy navigation, separate blocks of text using indents and white space. You can also use bolding or underlines to signal key points.

Additional formatting details, such as font style, size, or color, will depend on your company’s guidelines. The general rule is to keep things simple and avoid detracting from what’s being communicated.

7 Steps to Writing a Business Memo

Once you’ve formatted your memo, your next step is to write the body of content. The key is to write in a manner that’s concise , thorough, and easily understood by your audience. Below are the crucial components of writing a business memo:

1. Specify your subject line

As the shortest part of your memo, your subject line should be snappy yet specific. Avoid generic phrases, such as “Schedule Changes,” and opt for something more detailed, such as “Schedule Changes for Latest Content Project.” This will capture your readers’ attention, and they’ll be less likely to skip over important information.

2. Clarify the main topic

The memo’s purpose should be apparent from the beginning. Always lead your body with a topic sentence that clarifies what the memo is about. Your topic sentence should provide a brief summary of the content that will follow and what the reader should expect to know. Depending on the length of your memo, your topic may encompass a few sentences to a brief paragraph. Regardless of how long this section is, it should be concise.

3. Know your audience

Your writing should read clearly to your intended audience. Always keep your recipients in mind and tailor your language for them. Consider the key points that your audience is looking for and use them as a guide for drafting and organizing the text. When writing for a wider audience, use vocabulary that’s easy to digest and avoid department-specific jargon .

4. Consider the tone

While your text should not be overly formal, it should be concise and direct. When considering the tone you use, think about the situation. For instance, if you are working to solve an operations issue, aim for sensitivity in your writing. In any case, use a professional tone that’s both confident and sincere.

Additionally, ensure clarity and concision in your writing by:

  • Using the active voice where possible.
  • Avoiding redundant words or phrases.
  • Using appropriate vocabulary or jargon.

5. Only include relevant information

Irrelevant details diminish the main topic and distract the reader, ultimately slowing down communication between team members. Thus, you should only include information that directly pertains to the topic at hand.

To determine whether a piece of information is relevant in a memo, ask yourself:

  • Does it support the purpose?
  • Is it crucial to understanding the topic of the memo?
  • Does it provide the reader with clear instructions?
  • Does it contain supplemental or optional information that the readers should keep in mind?

6. Choose your method of communication

Now that you’ve drafted and polished your memo, the final and most important step is to send it! Fortunately, most business memos are digital and can be delivered en masse. Some businesses opt for email, but many turn to software programs like Slack or Asana for their functionality and ability to synchronize content.

Whichever method you choose, ensure that you optimize the formatting (e.g., spacing, links, or tags) for the respective software.

7. Proofread your work

Quality writing is of utmost importance when communicating professionally. As you review your memo, look out for errors in grammar, punctuation, and structure that could hinder the reader’s understanding. Having another set of eyes review your work will help you spot mistakes that you might have otherwise missed.

Implementing business memos into your communications is a simple process that will impact your workplace’s productively for the better. A well-written memo can be the difference between a successful outcome and a major misunderstanding. By keeping these tips in mind, you and your team will be well on your way to achieving a worthwhile system of written communication .

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How To Write A Business Memo + PDF Template

Mary Cullen

Table of Contents

What is an internal memo, memo format spacing, sample memo:, memo format pdf example, how to end a memo, memo vs. letter vs. email.

A memo  is a business document that communicates information internally in an organization. This article guides you through how to write a memo, the correct format, and how to close.

The term "internal memo" is redundant since a memo (or memorandum) is always a document for internal communications. It's important to note that a business memo should not exceed two pages. 

Memos are often written on company letterhead. To start your memo drop down 1.5 inches from top of the letterhead and add the "To" field.

To: Name of Person and Title in Organization From: Your Name Date: Month, Day, Year Subject: Be very specific (NOTE: There is no salutation greeting in a memo, as there is in a letter or email.) I propose that we purchase or lease a van to serve as a mobile bookstore. We could use this van to generate sales in the outlying towns and villages throughout the state where our retail stores are not penetrating . ( Direct and brief introduction which sums up the point of the memo succinctly.) Rationale for Van (informative heading.) We have been aware for some time that many small towns around the state do not have adequate bookstore facilities, but the economics of the situation are such that we would not be able to open a comprehensive branch and operate it profitably. However, we could afford to stock a van with books and operate it for a few days at a time in various small towns throughout the state. As you are probably aware, the laws of this state would permit us to acquire a statewide business license fairly easily and inexpensively. ( Provides brief, but full, background and feasibility information to the reader.) With the proper advance advertising, we should be able to generate much interest in this initiative. It seems to me that this idea has much merit because of the flexibility it offers us. For example, we could tailor the length of our stay to the size of the town and the amount of business generated. Also, we could customize our inventory to the needs and interests of the particular locales.  (Additional persuasive information.) Actions Request The driver of the van would act as the salesperson, and we would, of course, have copies of our complete catalog so that mail orders could be taken as well. Please let me know your thoughts about this proposal. If you wish, I can explore the matter further and generate cost and sales estimates. (Clear closing statement that asks for specific action.)

The Purdue University Online Writing Lab shares this downloadable PDF document . It provides another strong example of proper formatting.

Notice the format:

  • All text is justified to the left side of the page. None of the first paragraphs are indented. Business documents use justified left format, while academic format indents the first paragraph.
  • Text is single spaced between lines.
  • There is double spacing between paragraphs

Ending a memo typically involves a courteous and professional closing that summarizes the key points or actions, provides contact information if needed, and expresses appreciation or a call to action if relevant.

Notice that there is no closing signature in a memo, as there would be in a business email or business letter. 

The best ending for a memo is a clear closing action, stated in the last paragraph. And, be very clear about what you want your reader to know or do after reading the memo, which makes it easy for your reader to respond.

A memo is a business document that communicates information internally in an organization.

A business letter communicates information outside of an organization.

Email is used both inside and outside an organization.

Take our Effective Business Writing Course to improve your writing for all business documents. This course includes individual feedback on assignments from an instructor. 

When do you need to write a memo? A memo should be clear and concise in its purpose: to inform, bring attention to a problem, or answer a question. Using a business memorandum is also a great way to quickly keep everyone in your organization informed about important changes or events. It keeps lines of communication open between different departments and individuals who may not otherwise communicate frequently with one another.

What is the purpose of a memo? A memo is an effective way for businesses and organizations to quickly communicate important information in a formal, efficient manner. It is typically used to re-iterate points laid out by higher-ups, provide updates on current strategies and goals, and introduce new projects or initiatives. Memos are an efficient form of communication since they can be sent to all members of an organization with one click. Additionally, memos make it easy for readers to quickly skim through the content due to its organized concise format.

How is a memo different from an email? Employee memos can address problems related to employees' performance, outline new procedures or policies, or report on special events happening within the organization. They also provide a platform for managers and team leaders to give instructions and talk about important matters related to their departments.

On the other hand, emails are more suitable for sending day-to-day messages like reminders of upcoming tasks or notifications regarding upcoming meetings. They are also useful for personal conversations such as giving feedback, informing someone of new developments regarding projects they’re involved with, and responding to inquiries from clients. Emails hold value because it has features such as multimedia support meaning links, pictures, and video files can be included in emails making them useful for quickly sharing information with limited paperwork involved.

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How to Write a Memo in 2024 (With a Template & Examples)

write business memo

Effective internal communication is the backbone of any successful organization. It enables teams to collaborate, share ideas, and work towards common goals. 

One of the most common forms of internal communication is the memo. 

Memos provide a convenient way to convey information, updates, and directives to team members in a concise and clear format. However, writing an effective memo is not always straightforward, and it requires specific skills to get the message across. 

If you need help writing a memo, you’ve come to the right place. This in-depth guide covers the key elements of a memo, provides tips for writing an effective memo, and explains the importance of distributing memos through the right channels. We’ll also discuss how mobile apps can improve internal communication and make the distribution of memos easier and more streamlined. 

Whether you’re a manager or an employee, knowing how to write a memo is an essential skill that can help you communicate effectively within your organization. So let’s dive in and learn how to write a memo that will get your message across clearly and concisely.

What is a Memo?

A memo, short for memorandum, is a written document used for internal communication in an organization. It’s typically used to convey information, provide updates, give instructions, or make announcements to a specific audience within the organization.

Types of memos can vary, but some common types include:

  • Informational Memos : These memos are used to share information, updates, or news with colleagues or team members. Updates on project progress, changes in policy, or upcoming events are all common examples of informational memos.
  • Directive Memos : Directive memos give instructions or provide directions to team members. They may include instructions on how to complete a task, expectations for behavior or performance, or requests for specific actions.
  • Response Memos : As the name implies, a response memo is written in response to a specific request or question from a colleague or team member. They typically contain recommendations, opinions, or answers to questions.

The purpose of a memo is to provide a concise and clear message to a group of people within the business. Unlike emails or other forms of communication, memos are typically formal and have a specific format that must be followed.

write business memo

When is the right time to use a memo?

It depends on the situation. But memos can be used when the message is important and needs to be conveyed formally to a department or an entire organization. Memos can also be used when the information being communicated requires a written record that can be referenced later. Knowing when to use a memo is important to ensure effective internal communication and the success of your organization .

Key Elements of a Good Memo (Memo Template)

To ensure that a memo is clear and concise, it should contain several important elements. 

  • Heading : The heading of a memo should include the word “memo” and the specific type of memo (e.g., “informational memo,” “directive memo,” etc.). The heading should also include the date and the name of the author or sender.
  • Date : The date should be included at the top of the memo and should indicate the date the memo was written or sent.
  • To/From : All memos must include the names of the recipient(s) and the sender. This section should also indicate the position or department of the recipient(s) and the sender.
  • Subject : A memo’s subject line should clearly indicate the purpose or topic of the memo. It should be brief, specific, and descriptive.
  • Body : The body of the memo should be organized into clear and concise paragraphs that convey the main message. It should be written in a tone that is appropriate for the audience and should include all relevant information.
  • Closing : Make sure your closing summarizes the main points of your memo and includes any specific instructions or requests. Closings should also include contact information for the sender.
  • Attachments : If there are any attachments to the memo, they should be clearly labeled and included at the end of the memo.

By including all of these elements in a memo, you can ensure that your message is clear and that your recipients have all the information they need to understand the message and take any necessary action.

write business memo

Tips for Writing a Memo

Writing a clear and effective memo can be challenging. To help you create a memo that gets your message across, here are some tips to keep in mind:

  • Be Clear and Concise : Memos should be brief and to the point. Avoid using long, convoluted sentences or unnecessary jargon. Keep in mind that your readers may not have a lot of time to read through a lengthy memo, so be sure to get your message across in a concise manner.
  • Use Simple and Direct Language : Use language that’s easy to understand and avoid technical terms or acronyms that your readers may not be familiar with. Make your message clear and easy to comprehend.
  • Stick to the Point : Stay focused on the main message of the memo and avoid going off on tangents. Memos are meant to be brief and focused, so make sure you only include information that is relevant to the message.
  • Use Bullet Points and Headings : Breaking up the memo into sections with headings and bullet points can help make it easier to read and understand. This can also help emphasize important points.
  • Use an Active Voice : Using an active voice can help make your writing more direct and forceful. This can help make your message clearer and more impactful.
  • Edit and Proofread Carefully : Before sending your memo, take the time to review and edit it carefully. Look for any spelling or grammar errors, and make sure the message is clear and easy to understand.

By following these tips, you can create a memo that effectively communicates your message to your colleagues or team members.

Example of a Good Memo (Sample Memo)

To help illustrate the tips above, here’s an example of a well-written memo:

Date: February 22, 2024

To: All Employees

From: John Doe, Director of Marketing

Subject: Upcoming Sales Conference

As you all know, our annual sales conference is coming up in just a few weeks. I wanted to take a moment to remind everyone of some important details and changes.

First of all, the conference will be held at the Hilton Downtown this year. We have negotiated a special rate for our attendees, so please be sure to book your rooms as soon as possible to take advantage of this discount.

Secondly, we will have several keynote speakers at the conference this year, including our CEO and some industry experts. These presentations will be followed by breakout sessions where you can learn more about specific products and services.

Finally, we will be holding a team-building event on the last day of the conference. This will be a great opportunity to get to know your colleagues better and have some fun outside of work.

If you have any questions or concerns about the conference, please don’t hesitate to reach out to me or your supervisor.

Best regards,

(555-555-5555)

[email protected] 

This memo is great for several reasons.

It’s clear and concise, with short paragraphs that get to the point. The language is simple and doesn’t include any technical jargon. The message sticks to the point—only including information that is relevant to the upcoming sales conference.

The use of headings (First, Secondly, Finally) helps break up the memo and makes it easier to read. The sender uses an active voice throughout, making the message more direct and forceful. It’s also been carefully edited and proofread with no spelling or grammar errors.

Overall, this memo effectively communicates important information about the upcoming sales conference to all employees in a clear and concise manner.

Distributing Memos

Once you’ve written your memo, it’s important to consider how you’ll distribute it to your intended audience. Choosing the right distribution method can ensure that your memo is received and read by the right people at the right time. 

In this section, we’ll discuss the importance of choosing the right distribution method, the advantages of using mobile apps to distribute memos, and some examples of mobile apps that can improve internal communication .

Importance of Choosing the Right Distribution Method

Choosing the right distribution method for your memo can make a big difference in whether or not it gets read and understood by your audience. Some factors to consider when choosing a distribution method include:

  • Audience Size : If you’re sending a memo to a large number of people, you’ll want to use a method that can easily reach all of them at once.
  • Urgency of the Message : If your memo contains time-sensitive information, you’ll want to use a distribution method that can reach your audience quickly.
  • Type of Information : If your memo contains confidential or sensitive information, you’ll want to use a secure distribution method that ensures the information is only accessible to the intended audience.

write business memo

Advantages of Using Mobile Apps to Distribute Memos

Mobile apps can be an effective way to distribute memos to your team members or employees. Here are some of the top advantages of using mobile apps for memos and internal communication:

  • Reach : Mobile apps can easily reach a large number of people at once, making them a great option for distributing memos to a large team or organization.
  • Accessibility : Mobile apps can be accessed on the go, which can be especially important for team members who are frequently on the move or work remotely.
  • Security : Many mobile apps offer secure messaging and data encryption features, which can be important for distributing confidential or sensitive memos.
  • Analytics : Some mobile apps offer analytics features that allow you to track how many people have read your memo and when they read it, providing valuable insights into how your message is being received.

The ability to send memos is just one of the top features of an internal communication app . 

While there are many mobile apps available that can help improve internal communication and memo distribution, BuildFire offers a unique solution tailored specifically to your organization’s needs. Our mobile app platform allows you to create a company-branded app that includes all the features you need to improve internal communication, including memo distribution, file sharing, HR resources, and more. 

Another key advantage of using BuildFire’s platform for memo distribution is the ability to track who has read your memos using our analytics features. This helps ensure that important information is being received and acted upon by the appropriate team members or employees.

write business memo

Our platform offers data encryption and other security features to ensure that your confidential or sensitive memos remain secure.

BuildFire also lets you set up other integrations and features that are specific to your organization’s needs. Whether you need to create custom workflows or automation, BuildFire can help.

Our intuitive drag-and-drop interface makes it easy to design and build your app without any coding knowledge, and our platform offers a range of customizable templates and integrations to help you get started quickly.

Effective internal communication is essential for the success of any organization, and memos are a critical part of this process. By using the tips and guidelines outlined in this post, you can ensure that your memos are well-written and effectively distributed to your team members or employees.

Using mobile apps for memos can take your internal communication to the next level.

BuildFire makes it easy to memos quickly and securely while improving internal communication and streamlining workflows. Contact us today to learn more about how BuildFire can help you revolutionize the way you distribute memos and improve internal communication.

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Nic Hughart

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How to Write a Business Memo

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Do you have important news to share with your colleagues, but you’re unsure how to write a business memo? 

You’ve come to the right place.

Business memos are a great tool for quickly informing employees of any changes in their team or company. Although emails, messaging apps, and video conferencing have become the new trends of communicating in the workplace, business memos have persevered and remained one of the most effective ways to communicate in the workplace.

In this blog post, we will go over:

  • What a business memo is,
  • What a business memo should include, and
  • How to write a business memo.

We’ll also provide some examples of good business memos.

Let’s start!

Business memo - cover

Table of Contents

What is a business memo? 

A business memo is an internal business document . It is used to quickly share brief information among a company’s employees. 

You can think of a business memo as a kind of press release for your company .

Business memos are a less formal method of communication than business letters, but you should still remain professional and polite.

A business memo can be used to inform employees of:

  • Changes in the workforce, such as someone leaving the company,
  • Upcoming events, such as meetings, and
  • Changes in workflow, such as taking a day off.

Moreover, business memos are used to inform employees of already-decided plans.

They are not used to start a debate over an issue or seek approval for decisions, but rather to inform employees on what the changes are and what to do about them. 

Here’s what Kathy Bennett , a CEO at Bennett, has to say about business memos:

Kathy Bennett

“ A business memo is the most convenient way to communicate important information to all of the employees in your organization. Memos are supposed to be an effective way to distribute information that is relevant to everyone, and they ensure that everyone is on the same page regarding up-to-date information .”

Now that you know what a business memo is, let’s look at what a memo should include.

What should a business memo include?

The main characteristic of a business memo is to be concise and informative . Therefore, you should make sure to format and write your memo clearly.

Your business memo should also be easy to read. Dividing it into different sections will help with that.

To write a good business memo, make sure you include these elements:

  • Main point,
  • Supporting details,
  • Call to action, and
  • Closing statement.

Now, let’s look at these elements in more detail.

Element #1: Header

The header is the first element of your memo. It contains the necessary information about the sender , as well as the subject of the memo.

Here’s what a header of a business memo typically looks like:

  • To : list the recipient’s names and job titles or the name of the department you’re sending the memo to,
  • From : list your name and job title,
  • Date : write the date when you’re sending the memo, and
  • Subject : explain the reason for the memo briefly.

After the header comes the main body of your memo.

Element #2: Main point

Right after the header comes your main point .

There is no need for a greeting of any sort in a business memo, so get straight to the point.

Make sure to explain the main subject in the first one or two sentences of your memo.

For example, if you’re writing a memo about a day off that everyone is having next week, the first sentence should sound something like this:

“ The purpose of this memo is to inform you that next Monday, [include specific date], will be a day off for all staff. ”

This is important because it makes the reader aware of the point right away and makes it easier to understand and act upon if needed.

Here’s what our contributor, Kathy Bennett, has to say about writing memos:

“ List the topic of the memo in the heading and first paragraph. Your staff should know what you’re talking about immediately, as this eliminates the possibility of misinterpreted information or intentions. Employees will read and follow along with memos that are concise and relevant as they’re easier to read and comprehend. ”

This is the most important element of the business memo, so make it clear and informative .

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Element #3: Supporting details

After presenting the main point of the memo, you can move on to the details.

In the rest of the paragraph, you should provide details and explanations that support your main point.

Whether it be the reasons you decided to implement a certain change in the workflow or why a certain meeting was canceled, this is the time to explain.

Continuing with the example of a day off, you can go into more detail about it now. Perhaps it’s a public holiday or a mandatory day off for a religious holiday. State the reason behind the decision in this paragraph.

Also, think about what kind of questions your coworkers might have, and answer those in this part of the memo. Once again, you shouldn’t go too much into detail, but make it informative enough so the readers can understand why the changes have been made.

Furthermore, you should inform the reader of the timeline of events:

  • What changes have already been made,
  • When the new changes will take place,
  • What the planned changes for the future are.

After this part of the memo, the reader should be aware of the changes and why they happened. 

Element #4: Call to action

Next up is a call to action.

This part is optional, as it’s not always necessary for employees to do something after getting a memo. Sometimes a memo is just to inform them of something.

However, sometimes employees will be expected to take certain steps after reading the memo.

Here’s some advice from the Founder and CEO of Cindy’s LLC Services, Cynthia Davis :

Cynthia Davies

“ My best advice on writing an effective business memo is to include a clear call to action so that people know what to do after reading it.  Ending a business memo with a clear call to action is important, because it ensures that the memo is not just a passive transmission of information, but a proactive step toward achieving the desired outcome. Without a call to action, the information within the memo may be left unheeded, or employees may not know what specific steps to take in response. ”

Therefore, make sure to instruct employees on the next steps they need to take. Consider employees of all levels, and instruct them accordingly. 

Make sure to clearly state any deadlines or specific rules that need to be followed.

If no action is needed, make sure to include that information as well, to avoid confusion. 

Davis adds: 

“ By providing a clear directive at the end of the memo, such as asking for feedback , requesting a meeting, or assigning a task, employees know exactly what they need to do next. This helps to streamline communication, foster engagement , and ensure that the memo has a meaningful impact on the organization.”

Therefore, if any action is needed on behalf of the employees, make it clear and instruct your staff on what they need to do.

Element #5: Closing statement 

To finish off your business memo, include a closing statement.

Refer back to the main point and reinforce it. This is also the time when you instruct the reader to contact you if they have any questions.

At the very end of your memo, include a footer.

This can just be as simple as a “ thank you ” followed by your name.

You can also add your contact information, such as your email address. This way, employees can reach you if they need clarification on anything related to your business memo.

However, this can be somewhat redundant seeing as we mostly communicate online, so your staff probably already has your email address.

If applicable to your business and industry, you can add a phone number for contact information.

In any case, include a footer to mark the end of your memo — don’t just cut it off.

Example of an effective business memo

To help you better visualize what a business memo is supposed to look like, let’s look at a couple of examples.

For the first example, we have a more informal way of delivering a business memo — through a business messaging app . 

Team communication apps are a great way to quickly communicate with your coworkers and share important information . It can be less formal than sending an email, but corporate communication doesn’t always have to be formal.

Here’s how Joan Miller informed her team about a meeting cancelation in Pumble, a business messaging app:

Example of a business memo in Pumble, a team messaging app

If you want a more formal way to communicate, sending out an email with an attached document can be a good option.

Here’s an example of a business memo sent through email in the form of a pdf document:

Example of a business memo sent via email

Business memo templates

A great way to write consistently good business memos is to have a template ready.

You can have a template of a business memo and share it with all of your staff. This way, you can have a universal style and structure of a memo. This will make it easier for the writer of the memo, as well as the reader. 

We have designed a business memo template that you can download and use.

Business memo template

🔽 Download our free business memo template here .

You just need to change the relevant information to fit whatever you’re trying to say, but the structure can remain the same. This way, you don’t have to rack your brain every time you need a business memo.

How to write an effective business memo?

Now that you have the necessary information about what a business memo should look like, let’s focus on making it effective.

Always keep in mind that a memo should be:

  • Clear , 
  • Direct , and 
  • Easy to read . 

Let’s go over some tips on how to write an effective business memo.

Tip #1: Know your audience

Before you start writing your memo, think about who you’re writing to.

A memo to just the colleagues on your team will surely sound different than one written for the whole company. That’s not to say that you shouldn’t be professional when writing to people who you work with more closely — always remain professional . But, a memo for your boss will carry some extra weight, so write accordingly.

Here’s what our contributor Andrew Chen , a CPO at CommentSold, has to add:

Andrew Chen

“ The purpose of the memo should dictate its tone. Memos are typically used for internal communication , so it’s best to keep the tone friendly, yet professional. Ensure that the memo does not contain any personal bias and remains objective. Also, keep in mind that business memos often relate to company procedures and policies and can have legal standing. ” 

Furthermore, pay attention to your language. 

If you work in a multicultural environment, make sure to write your memo in a language that everyone understands. 

Keep your audience in mind while writing your memo.

Tip #2: State the subject right away

First of all, make sure your subject line in the header is clear and direct.

Don’t go too general, but keep it short.

For example, you’re sending out a memo about a rescheduled meeting. The subject line should say “Today’s meeting rescheduled for tomorrow”, rather than “News about the meeting”.

This way, everyone who gets the memo will understand what it’s about, even without going through it.

The same rules apply to the body of the text.

The most important thing to remember is to state the subject of the memo as soon as possible.

Ideally, you should state the reason for the memo in the first sentence of the body of the memo. If needed, it can go up to two sentences, but not longer than that. 

Again, make sure to be specific and direct. State exactly what the reason for the memo is without going into too much detail at this point. 

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Direct communication in the workplace is an important skill to have. To learn more about direct communication and how you can implement it in your workplace, check out our blog post:

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Tip #3: Be concise and precise

A business memo is, by definition, a short piece of writing.

Therefore, the most important tip to keep in mind while writing is to be as concise as you can.

This shouldn’t obstruct you from delivering the information correctly, but rather make you deliver it directly and without unnecessary details.

Here’s what our contributor Andrew Tsionas , a Co-founder at Kaizenzo, has to say about writing a business memo: 

Andrew Tsionas

“ Start with a clear goal in mind. What do you want to achieve by writing this memo? What is the purpose of it? If you can answer these questions clearly, you will be able to focus your writing and avoid wasting time on tangents or irrelevant information. ”

Furthermore, a business memo isn’t a place to start conversations about many different topics.

You should address a single issue or inform your employees of one change at a time. 

Write separate memos for separate issues and keep your memos short.

Tip #4: Maintain a professional tone

A business memo is an internal document. However, you still need to remain professional and polite when writing one.

Always use appropriate language and keep a positive tone throughout your memo.

Also, avoid using technical jargon if you’re writing to people from a different department — they may not understand it.

Here’s what our contributor Andrew Tsionas also has to say:

“ Keep your tone professional. This isn’t the time for flowery language or fancy prose — stick to plain English that is easy to understand. If your memo requires additional information or clarification, include a brief note at the end of the document asking for feedback or further explanation .”

Even with members of your team, a level of professionalism should always be upheld. Write your memos with this in mind.

Tip #5: Provide a summary, if the memo is long

By now, you should know that memos should be short. However, that isn’t always applicable. Sometimes memos can go on for more than a page. 

In that situation, make sure to provide a summary of the most important points.

Here’s what Logan Mallory , a VP of marketing at Motivosity, has to say about writing a summary in a memo:

Logan Mallory

“When writing a business memo, it’s best to start with a brief summary to provide readers with a clear understanding of the memo’s purpose and main points. By providing a summary upfront, readers can quickly understand the context of the memo and determine whether they need to read it further.”

You can do this by carefully writing your first paragraph as a summary of the whole memo.

Make sure to include:

  • The main point of memo,
  • The most important facts behind the decision, and
  • A basic overview of the rest of the memo.

If you write a good summary paragraph, it will be much easier to know what’s important right away.

Also, a summary paragraph will be useful if anyone needs to look back on the memo in the future.

Mallory adds that: 

“ Starting with a summary also helps to focus the memo’s content and ensure that the most important information is highlighted upfront. This can save time and improve the effectiveness of the memo, especially when addressing time-sensitive issues or complex topics.  Ultimately, including a summary at the beginning of a business memo can help ensure that the memo is read and understood by its intended audience, leading to better communication and decision-making within the organization .”

If you notice your memo getting too long, and you can’t condense it, use a summary paragraph to make it easier for the reader.

Tip #6: Pay attention to formatting 

Be mindful of formatting your business memos the right way.

One of the easiest ways to make your memos more readable is to use bullet points.

Also, pay attention to the font and font size. You should always use standard fonts. Business memos are not a place to experiment with funky fonts. 

Additionally, separate the body of your memo into meaningful paragraphs. This will make it easier to read. Make sure the paragraphs are organized and carry one idea at a time.

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If you want to learn more about formatting messages at work, and why it’s important, check out our blog post:

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Tip #7: Review before sending

After carefully crafting your memo, there’s one more step you should take — reviewing.

Reviewing your writing is important for any kind of written communication. Read your memo carefully to spot any errors or confusing points. Typos, grammatical errors, or run-on sentences can affect the readability of your memo. These types of mistakes also make you seem unprofessional and sloppy.

If it’s an especially important business memo, consider checking with a trusted coworker before sending it out to others.

Always proofread and review your business memos before sending them.

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Conclusion: Keep it short and sweet

In conclusion, business memos are a great way to quickly inform coworkers about any changes or important information.

Writing memos is a skill you will need to practice, but if you follow the aforementioned steps and tips, you will be an expert in no time. 

A good business memo will save you time and lead to smooth changes in the workplace. So, don’t hold back from using them.

✉️ What about you? Do you use business memos in your company? What are some of the tips and tricks you may have to share with us when it comes to writing business memos? Let us know at [email protected] and we might include your input in this or future posts. If you found this article helpful, share it with someone who would also benefit from it.

MilicaVucicevic

Milica Vucicevic is a communication author and researcher at Pumble, focused on team communication in remote work environments. Through her posts, you’ll learn more about professional communication, and tools and techniques for better team communication. As a remote worker herself, she relies on her experience when writing, and implements her findings in her own professional life. When she’s not writing blog posts, you can find her enjoying the great outdoors, replenishing her energy for her next quest for knowledge.

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How to Write a Business Memo Effectively: 5 Tips to Efficiently Get Your Point Across

Closeup photo of busy man in business suit handing someone several pages of business memos.

Business memos have been around for more than 140 years. The reason for their longevity? They work.

Even in the age of instant communication and writing emails , business memos remain a popular choice for formal communication within the office setting. People tend to pay more attention to them and hang on to them longer than they would a simple email.

  • Done the right way, your business memo will be read by your recipients right away and acted on accordingly.
  • But if you don’t know how to write a business memo effectively, you risk drawing the ire of your colleagues and leadership team.

The key to writing a great business memo is to share your ideas or message in as clear and concise a manner as possible .

Whether the information within your memo is about a minor plumbing issue in the office or a major leadership change, you’ll need to know how to write a business memo effectively so it is easily read and understood by busy employees.

This article will give you five expert tips on how to write a business memo more effectively.

In a rush? Get this article as a PDF guide so you won’t miss these tips!

1. Know Your Audience

The first lesson when writing anything business-related, including how to write a business memo, is to know your audience .

  • Drafting a memo for your colleagues will not look the same as one that you would write for your bosses (or your subordinates).
  • Sometimes you will want to direct your business memo to a few people, and other times it will need to go to multiple departments or the whole office.
  • Take caution when writing to many people and ensure you speak in a language that everyone can understand. Avoid technical jargon . Be friendly yet professional.

Finally, be careful about sending sensitive or personal information in your memo. In some cases, a memo may seem harsh or could even inflame a situation.

Remember that sometimes the best form of communication is still an old-fashioned phone call or an in-person meeting.

Don’t Miss: 5 Costly Mistakes in Business Writing

Photo of at least seven different business people gathered around a table in an office. They are having a business meeting about something, and some of them have laptops open. They are mid-discussion.

2. Clearly State the Purpose of Your Memo

A good business memo is brief and to the point . Business memos are not supposed to be drawn-out information articles.

The most critical aspects of how to write a business memo are to:

  • State the memo’s purpose in the title.
  • Write the most crucial information first.
  • And try to stick to the point for the entirety of your message.

Consider what subjects and topics are most important to your recipients and emphasize those elements at the beginning of your memo. When reading business memos, most people appreciate brevity, so make your point quickly .

If you are sending a memo to many people—business people who are busy with other things—they will need to know right away if your memo is something they need to pay attention to.

Be concise but also precise with your subject line. Avoid vague descriptions such as “Upcoming meeting.” Use something more accurate like “Meeting at 3 p.m. today to discuss new product line.”

Most people will take one glance at your subject line and decide whether or not to read your memo, so ensure you put all the relevant information into the memo’s purpose and subject line.

Once you have used these tips on how to write a business memo and crafted your message, the best thing to do next is have a professional proofread and edit your memo.

Super Copy Editors can help you make sure your memo looks and sounds exactly the way you want it before you send it out to the entire office. Trust our experienced editing team to put the finishing touches on your business memos and never worry about sending the wrong message again. Request your quote for editing now.

write business memo

3. Attach Only Appropriate Information

Fact: More people will read a concise memo.

So, what does that mean?

You should include the pertinent information and nothing more . Attach any bulky forms or documents to the memo so your audience can read them for more information if they would like to do so.

If you are asking all employees to fill out a questionnaire, the memo can simply state the purpose of the survey and how the results will be used for their gain—and then you can mention that the actual form is included as an attachment.

4. Use the Appropriate Tone

Business memos should be confident and direct . However, you have to consider your target audience and the content of your memo and choose the appropriate tone to convey your message .

Sending a memo with the wrong tone can be just as confusing and counterproductive as a memo with inaccurate information.

  • For example, a sensitive human resources memo might need a more understanding or systematic tone.
  • In contrast, a memo about landing a big client could have a joyful and celebratory tone.

In any case, ensure the tone of your memo remains straightforward, efficient, and business-like.

Preview image of the business memo template, which you can download for free

Download Our FREE Business Memo Template

This is a Microsoft Word document that we started for you with all the critical elements of a business memo. Just add your text in the appropriate places. Instantly write a better business memo.

5. Proofread Carefully

The final tip for writing a business memo effectively is to make sure your memo reads and sounds its best . Since most memos are shorter, there is a tendency to rush through the proofreading process. This is a common mistake many people make and, as we all know, hastiness has consequences.

Typos, misspelled words, grammatical errors, and other mistakes can take away from your message. These errors also convey carelessness and unprofessionalism.

So proofread your business memo slowly, carefully, and out loud. Also, ask a colleague to look over your memo—they will see things you have missed.

For important memos, consider hiring a professional proofreader. The experienced team at Super Copy Editors will catch any errors in your business memo and align your copy with the tone you wish to convey. Get your free proofreading quote today.

A Few More Tips

At Super Copy Editors, we like to give you more than you bargained for. Here are some more quick tips on how to write a business memo effectively.

Enhance Your Business Memo’s Readability :

  • Add some white space between paragraphs.
  • Use short sentences and paragraphs.
  • Instead of blocks of text, break them up with bulleted or numbered lists.

Proper Business Memo Formatting:

  • Close with a courteous and professional tone.
  • Be clear about what action you want the reader to take (reply, read the attachments, RSVP for the meeting, etc.).
  • Include contact information in case the reader has any questions.

Don’t forget! Download “How to Write a Business Memo Effectively: 5 Tips to Efficiently Get Your Point Across” to keep it handy and take action on it. Click here to download it now .

Sample Business Memo

Here is a sample business memo and a suggested format. You can adjust this sample as necessary for your needs:

To: All part-time employees From: Daniel Smith, Vice President Date: Wednesday, December 7, 2022 Subject: Solutions to parking problems

Thank you for letting us know about your parking lot concerns at Monday’s meeting. This memo is to inform you of three possible solutions to the parking problems we have been experiencing while the annex is under construction. Here are three places you can park:

  • Graham Avenue on the north side of the main building
  • Non-designated spaces behind the main parking lot
  • The dentist’s lot near the south side of the main building (available after 5 p.m. and on weekends only)

With these added options, you should be able to find parking spots for the rest of December. If the weather cooperates, your normal spaces will be out of the construction zone around January 1.

Thank you for your patience, and please let me know if you have any concerns.

Here is another sample business memo:

To: Marketing team From: Sharvari Kumar, President Date: Tuesday, May 24, 2022 Subject: New product launch delayed until Spring 2023

The purpose of this memo is to inform you that, unfortunately, the launch of our Shiny New Product is being postponed until early next year.

The launch is being delayed because of ongoing supply-chain challenges that prevented us from sourcing a microchip that was essential to the product.

Here is what this means for the marketing team:

  • Until further notice, please stop all work on content marketing related to the new product.
  • Ensure that any existing materials on our website and social media that mention the previous launch date of October 2022 are updated as soon as possible to “Spring 2023” instead.

The marketing team has put in a lot of hard work over the past year in anticipation of this product launch, and I appreciate your efforts. All of us at Company X are saddened by the delay, but we expect great things in the months ahead.

Thank you for your understanding and cooperation. I will be sending you a more comprehensive list of instructions by email on Thursday morning, so please be on the lookout for it.

Still Need Help?

We get it. There’s a lot more to how to write a business memo than you thought, isn’t there?

Don’t worry. Super Copy Editors has you covered. For all your proofreading and editing needs, including polishing up business memos, we can help make sure your text is error-free, crystal-clear, and meets your specific goals.

Learn more about our business proofreading services , which we tailor to your needs.

  • The business memorandum emerged in the late 1870s to early 1880s, and its use became widespread in the 1920s, according to research by JoAnne Yates in her book Control Through Communication: The Rise of System in American Management (Baltimore, 1989) and later reported by John Guillory . Therefore, the business memo has been around for more than 140 years.
  • “The Emergence of the Memo as a Managerial Genre,” Management Communication Quarterly 2 (1989): 485–510.
  • Brounstein, Marty et al. Business Communication (London: Wiley & Sons), 2010.

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How To Write A Memo: Format And Examples

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Being able to use an appropriate memo format is a key skill to have as a professional in virtually any industry. Memos are a powerful tool for communicating with colleagues, supervisors, and subordinates, and using the correct memo format will help you get your message across more effectively.

If you’re wondering how to write a memorandum, keep reading: In this article, we will go over what a memo is and walk you through professional memo formats. We’ll also provide examples of high-quality memos to reference as you write your next memo.

Key Takeaways:

The four types of memos are:

Information inquiry

A call to action

Progress updates

Confirmation

A professional memo format requires only a paragraph or two of direct and straightforward writing.

The best way to keep your memo short and direct is to use bullet points for all of your information.

How To Write A Memo

What is a memo?

How to format a memo, types of memos, memo templates, tips for writing a business memo, how to write a memo faq.

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An office memorandum, often shortened to “memo,” is a document that communicates information and alerts to co-workers or employees within a company. Usually, memos are sent out to multiple people to bring mass awareness to a specific reminder, event, or policy update.

A memo provides important information. It is a declaration that informs people working within a company and often requires the receiver of the memo to take some kind of action such as adhering to a new policy or attending a training seminar.

Since memos are sent out to alert an entire group of staff, it should include information useful to multiple parties or a whole division. If there’s a situation that only concerns one or a few people within the company, a simple business email is sent to these individuals instead of a widespread memo.

A professional memo differs from an email in its length and formality. There are distinct formatting rules to follow when writing a business email or letter that aren’t required when constructing a memo, such as salutations .

A memo is less restrictive in structure because the goal of a memo is to get right to the main points.

To format a memo, write a header, give your message, and close with any pertinent calls-to-action or contact information.

Regardless of the memo’s purpose, the formatting remains the same. Below are five steps on how to format a memo correctly:

Write a header. The first step to formatting a memo is by writing a proper header. A traditional memo header starts with the name and address of the company, which should already be printed at the top if you use a letterhead. We also recommend placing the word “Memo” or “Memorandum,” so that recipients immediately know what they’re looking at.

Identify the recipients. Next, address the recipients by names and/or titles. Your information as the sender should also be distinct at the beginning of the memo.

For example:

To: Junior Members of the Sales Staff From: Laura Jones, Northeast Director of Sales

Additional recipients. If you need someone else to see the memo, but they’re not specifically addressed in the “To:” section, CCing them on the document is a wise decision.

Fill in the date and subject line. It’s up to you whether to date your memo or not. The more official it is, the more important including a date is for official record-keeping. Also, include a direct subject line that gives the reader a brief overview of the information to follow.

Give a brief introduction. Start a memo as you would start any business email by introducing the topic you’ll be discussing in the body paragraphs. A professional greeting isn’t necessary for a memo, so get right to the purpose of the correspondence.

Write the body. The most important portion of a memo is the body because it describes the matter at hand that requires attention. Be detailed in describing the situation or request, but still keep it as short as possible. Usually, the body of a memo won’t exceed a paragraph or two.

Close professionally . End an office memo using a traditional closing with your name and contact details or a final call to action. Also, include relevant contact information, such as your title, email, and phone number. A memo asking the recipients to do something gives them all the resources they need to complete the task.

Attachment(s). If your memo comes with additional resources or documents that recipients need to consult, attach them to the memo for convenience.

The type of memo used in a professional exchange depends on the goal it’s attempting to achieve. Below are a few examples of the types of memos to send depending on the situation:

Information inquiry. A popular reason for sending a memo out to a professional team is to request information. Everyone who works within a company serves a specific role they know the most about. Sending a short memo is an effective way to gather information from various branches.

A call to action. The purpose of a business memo is often to ask the receivers to do something. This is a call-to-action memo – whether to stop a certain behavior, implement a new company-wide policy, or request attendance at an event.

Progress updates. If an organization handles long-term projects, they request periodic updates from its employees regarding their progress. A memo is a great way to solicit progress updates because it’s direct.

Confirmation. It’s recommended to send a confirmation after discussing any professional decision or having a business meeting . This is done by sending a confirmation memo to the parties involved.

Memo templates can help guide you as you write your own memo. Here are templates for both more casual and formal memos.

General Memo Template

[Company Logo + Letterhead] Memorandum To: From: Subject: 3-10 words Date: (optional) CC: (optional) Briefly introduce the main reason you’re sending a memo. Then go into more detail about the subject, give more evidence, provide feedback, confirm information, make an inquiry, update people on progress, or make a call to action, depending on the nature of your memo Close professionally and let recipients know you’re available if they have questions or need more information

Formal Memo Template

Memo: [Memo Title] Date: To: From: Subject: Introduction Introduce the topic Overview Give more background information Timeline Provide a timeline Takeaway Summarize the main points and provide a clear message to come away with

Reading memo examples can help you get a better idea of how to craft your own. Here are a few examples of different types of memos.

Information Inquiry Memo Example

To: Recent hires in the marketing division of Jackpot Brands From: Scott Trainor, Marketing Manager at Jackpot Brands Subject Line: Tax Information for Recent Hires Hello, This memo is being sent out to the ten recent hires in the marketing division of Jackpot Brands and is about their tax information. Before finalizing the onboarding process and making you eligible for receiving paychecks, we need to verify your information. Attached below is a blank W-9 form. The information we need is your full name, address, and social security number. All other paperwork will be completed on your first day. Thank you , and congratulations job offer. Yours Sincerely, Scott Trainer [email protected] (853)-684-4648
To: Kim Taylor, Administrative Associate Manager, Brooklyn Medical Center From: Bethany Reynolds, Human Resources Director Subject Line: Mandatory Sexual Harassment Seminar This message is to inform all administrative managers at Brooklyn Medical Center of an upcoming mandatory meeting. Every year, the Brooklyn Medical Center staff participates in a seminar to learn more about what constitutes sexual harassment and how to handle it in the unfortunate event that it arises. The seminar will cover a variety of topics, such as verbal sexual harassment and the process for reporting. The sexual harassment seminar for administrative personnel will take place on December 14th, 2020, at 1 pm in conference room A. It should run about two hours long with a ten-minute break between lectures. Once again, attendance is mandatory.
To: All ninth-grade teachers in the history department at John Graves High School From: Ryan Boyce, Education Administrator, John Graves High School Subject Line: Progress of ninth-grade history students Hello all, I’m reaching out to all ninth-grade teachers in the history department at John Graves High School to get a progress update on their classes’ preparedness for the statewide exams. The statewide history exams are given to ninth-grade students towards the end of every school year to measure their material retention. The student’s scores are reflective of our educational institution’s success. This year, the statewide history exam is scheduled to take place on April 30th, 2021, at 3 pm. As we are now about halfway through the year, your student’s strengths and weaknesses should be apparent. I’m asking for a detailed overview of your ninth-grade class’s progress in this matter. Thank you for providing the update. Please refer any questions to educational administrator Ryan Boyce at [email protected].
To: Tom Carson, Associate Salesperson, Deed’s Technology Company From: Anthony Michaels, Regional Sales Manager, Deed’s Technology Company Subject Line: Confirmation of scheduled meeting This email is to confirm a scheduled meeting for Tom Carson, an associate salesperson at Deed’s Technology Company. Your request for a formal meeting to review your performance and the possibility of a promotion with the regional sales manager has been approved. The meeting is scheduled for Monday, December 21st, 2020, at 9:30 am. It will take place at the Deed’s sales headquarters located at 73 Blake Ave, Miami, FL 64828, in room 748. The performance review will take place with your regional supervisor , Anthony Michaels. Please arrive on time and be prepared to discuss the details of your employment. Thank you.
To: All Staff From: Tim Howard, Director of Human Resources Subject: New Policy This is to inform all Paper Company employees that there is a new paid time off policy effective as of January 1, 2024. As of that date, all employees will be given 24 hours of personal days in addition to their previously determined vacation and sick days. These personal days can be used for personal appointments that can only be held during work hours. Employees must gain supervisor approval before using this time off, and supervisors may approve or deny use of personal days at their discretion. This policy has also been updated in the employee handbook. If you have any questions, please contact our office at [email protected]. Thank you, Tim Howard Director of Human Resources

When writing a professional memo, being straightforward in your message, using bullet points, and proofreading will help you ensure your memo is polished and clear.

Be straightforward. A memo communicates information within a company simply and directly. When you’re writing the body of a memo, be as straightforward as possible. Unlike in a business letter that begins with pleasantries, you want to only include information relevant to the purpose of the memo.

A professional salutation is optional. Since a memo is supposed to be a more targeted divulgence of information, a professional salutation is not needed. When sending out a mass memo to every company member, many people will prefer to skip this step of a formal letter and begin with the introduction.

Closing with a signature can be more effective. Using a signature at the end of a memo is optional. Sometimes, closing a memo without a signature can be more effective because it gives the document a more formal feel, rather than conversational.

Use bullet-points. One technique that helps keep memo length concise is using bullet points to get information across clearly. While bullet points typically aren’t used in professional emails, they are fair game in business memos.

Proofread the memo before sending it. As a professional , proofreading any written document should be second nature. Even though a memo is a brief and casual exchange of information, typos, and grammar mistakes are still distracting to a reader.

Why is memo format important?

The format of a memo is directly tied to its effectiveness . The purpose of a business memo is to bring attention to something that concerns everyone in the organization. The format of a memo requires that the communication be brief and to the point.

Without adhering to this formatting, the memo’s message likely becomes confusing.

Do memos have titles?

A title of the memo is at the top of the page and is usually short and to the point. You will want your message to stand out from the other emails and paperwork that your employees are receiving so make sure it catches their eye.

When should a memo be used?

A memo should be used to communicate something of importance to members of an organization or business. Usually, memos are sent out to multiple people to bring mass awareness to a specific reminder, event, or policy update.

What is the format of a memo?

The format of a memo is:

The recipients’ names and/or titles

The subject line

The introduction

The body or overview of your message

Any applicable dates or timelines

The takeaway

Purdue University OWL – Memos: General Introduction

California State University, Chico – How to Write a Memorandum

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Sky Ariella is a professional freelance writer, originally from New York. She has been featured on websites and online magazines covering topics in career, travel, and lifestyle. She received her BA in psychology from Hunter College.

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Create a form in Word that users can complete or print

In Word, you can create a form that others can fill out and save or print.  To do this, you will start with baseline content in a document, potentially via a form template.  Then you can add content controls for elements such as check boxes, text boxes, date pickers, and drop-down lists. Optionally, these content controls can be linked to database information.  Following are the recommended action steps in sequence.  

Show the Developer tab

In Word, be sure you have the Developer tab displayed in the ribbon.  (See how here:  Show the developer tab .)

Open a template or a blank document on which to base the form

You can start with a template or just start from scratch with a blank document.

Start with a form template

Go to File > New .

In the  Search for online templates  field, type  Forms or the kind of form you want. Then press Enter .

In the displayed results, right-click any item, then select  Create. 

Start with a blank document 

Select Blank document .

Add content to the form

Go to the  Developer  tab Controls section where you can choose controls to add to your document or form. Hover over any icon therein to see what control type it represents. The various control types are described below. You can set properties on a control once it has been inserted.

To delete a content control, right-click it, then select Remove content control  in the pop-up menu. 

Note:  You can print a form that was created via content controls. However, the boxes around the content controls will not print.

Insert a text control

The rich text content control enables users to format text (e.g., bold, italic) and type multiple paragraphs. To limit these capabilities, use the plain text content control . 

Click or tap where you want to insert the control.

Rich text control button

To learn about setting specific properties on these controls, see Set or change properties for content controls .

Insert a picture control

A picture control is most often used for templates, but you can also add a picture control to a form.

Picture control button

Insert a building block control

Use a building block control  when you want users to choose a specific block of text. These are helpful when you need to add different boilerplate text depending on the document's specific purpose. You can create rich text content controls for each version of the boilerplate text, and then use a building block control as the container for the rich text content controls.

building block gallery control

Select Developer and content controls for the building block.

Developer tab showing content controls

Insert a combo box or a drop-down list

In a combo box, users can select from a list of choices that you provide or they can type in their own information. In a drop-down list, users can only select from the list of choices.

combo box button

Select the content control, and then select Properties .

To create a list of choices, select Add under Drop-Down List Properties .

Type a choice in Display Name , such as Yes , No , or Maybe .

Repeat this step until all of the choices are in the drop-down list.

Fill in any other properties that you want.

Note:  If you select the Contents cannot be edited check box, users won’t be able to click a choice.

Insert a date picker

Click or tap where you want to insert the date picker control.

Date picker button

Insert a check box

Click or tap where you want to insert the check box control.

Check box button

Use the legacy form controls

Legacy form controls are for compatibility with older versions of Word and consist of legacy form and Active X controls.

Click or tap where you want to insert a legacy control.

Legacy control button

Select the Legacy Form control or Active X Control that you want to include.

Set or change properties for content controls

Each content control has properties that you can set or change. For example, the Date Picker control offers options for the format you want to use to display the date.

Select the content control that you want to change.

Go to Developer > Properties .

Controls Properties  button

Change the properties that you want.

Add protection to a form

If you want to limit how much others can edit or format a form, use the Restrict Editing command:

Open the form that you want to lock or protect.

Select Developer > Restrict Editing .

Restrict editing button

After selecting restrictions, select Yes, Start Enforcing Protection .

Restrict editing panel

Advanced Tip:

If you want to protect only parts of the document, separate the document into sections and only protect the sections you want.

To do this, choose Select Sections in the Restrict Editing panel. For more info on sections, see Insert a section break .

Sections selector on Resrict sections panel

If the developer tab isn't displayed in the ribbon, see Show the Developer tab .

Open a template or use a blank document

To create a form in Word that others can fill out, start with a template or document and add content controls. Content controls include things like check boxes, text boxes, and drop-down lists. If you’re familiar with databases, these content controls can even be linked to data.

Go to File > New from Template .

New from template option

In Search, type form .

Double-click the template you want to use.

Select File > Save As , and pick a location to save the form.

In Save As , type a file name and then select Save .

Start with a blank document

Go to File > New Document .

New document option

Go to File > Save As .

Go to Developer , and then choose the controls that you want to add to the document or form. To remove a content control, select the control and press Delete. You can set Options on controls once inserted. From Options, you can add entry and exit macros to run when users interact with the controls, as well as list items for combo boxes, .

Adding content controls to your form

In the document, click or tap where you want to add a content control.

On Developer , select Text Box , Check Box , or Combo Box .

Developer tab with content controls

To set specific properties for the control, select Options , and set .

Repeat steps 1 through 3 for each control that you want to add.

Set options

Options let you set common settings, as well as control specific settings. Select a control and then select Options to set up or make changes.

Set common properties.

Select Macro to Run on lets you choose a recorded or custom macro to run on Entry or Exit from the field.

Bookmark Set a unique name or bookmark for each control.

Calculate on exit This forces Word to run or refresh any calculations, such as total price when the user exits the field.

Add Help Text Give hints or instructions for each field.

OK Saves settings and exits the panel.

Cancel Forgets changes and exits the panel.

Set specific properties for a Text box

Type Select form Regular text, Number, Date, Current Date, Current Time, or Calculation.

Default text sets optional instructional text that's displayed in the text box before the user types in the field. Set Text box enabled to allow the user to enter text into the field.

Maximum length sets the length of text that a user can enter. The default is Unlimited .

Text format can set whether text automatically formats to Uppercase , Lowercase , First capital, or Title case .

Text box enabled Lets the user enter text into a field. If there is default text, user text replaces it.

Set specific properties for a Check box .

Default Value Choose between Not checked or checked as default.

Checkbox size Set a size Exactly or Auto to change size as needed.

Check box enabled Lets the user check or clear the text box.

Set specific properties for a Combo box

Drop-down item Type in strings for the list box items. Press + or Enter to add an item to the list.

Items in drop-down list Shows your current list. Select an item and use the up or down arrows to change the order, Press - to remove a selected item.

Drop-down enabled Lets the user open the combo box and make selections.

Protect the form

Go to Developer > Protect Form .

Protect form button on the Developer tab

Note:  To unprotect the form and continue editing, select Protect Form again.

Save and close the form.

Test the form (optional)

If you want, you can test the form before you distribute it.

Protect the form.

Reopen the form, fill it out as the user would, and then save a copy.

Creating fillable forms isn’t available in Word for the web.

You can create the form with the desktop version of Word with the instructions in Create a fillable form .

When you save the document and reopen it in Word for the web, you’ll see the changes you made.

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Pedro Pascal shares the 'psychotic' way he memorizes his lines, and people are comparing it to Zodiac Killer's ciphers

  • Pedro Pascal has shared the bizarre mnemonic system he uses to memorize his lines.
  • The actor's technique involves writing down the first letter of every word in a vertical column.
  • Users on X compared his notes to the Zodiac Killer's infamous cipher, which went unsolved for years.

Insider Today

Pedro Pascal  has given an insight into how he learns his lines, and it is, as he put it himself, "psychotic."

The " Last of Us " star revealed the unique method he uses to memorize scripts during a recent   SAG-AFTRA Foundation virtual round table  with his fellow SAG Awards nominees for Outstanding Performance by Male Actor in a Drama Series " The Morning Show " actor Billy Crudup, and " Succession " stars Matthew Macfadyen and Kieran Culkin.

At one point, the nominees were asked about their line-learning techniques, which prompted Pascal to share his.

"I bet I could find and show you the psychotic example, this physical example that I now have to do to learn my lines," he said as he began searching around on his desk.

The actor then held an open notebook to his camera, displaying a page covered in organized columns of letters, resembling an unsolved word search.

As Culkin noted, it looked like "gibberish," Pascal joked: "Basically, I'm the Unabomber."

The "Mandalorian" actor then explained that he jots down the first letter of every word and turns them into a cipher to help jolt his memory when recalling his lines without looking back at a script.

"You just use the first letter of each word and in kind of these sort of towers, these, columns, I guess," he explained. "It's this very, very tedious way of making yourself learn the lines."

He added that he had begun using the mnemonic memorization system to learn his lines after a "horrible experience" where he blanked on what he was supposed to say next during a Shakespeare in the Park production of "Much Ado About Nothing" in 2014.

While the method to Pascal's madness makes sense once you understand it, users on X couldn't help but poke fun at the actor.

"I have information that could lead to the immediate arrest of Pedro Pascal. (He's the Zodiac killer),"  one person joked.

Others also saw the similarity between Pascal's page of notes and the Zodiac Killer's  infamous ‘340 Cipher. '

have we tried giving pedro pascal the zodiac killer’s letters to see if he could unencrypt them — tortured poets department intern (@thenoasletter) February 18, 2024

"Have we tried giving pedro pascal the zodiac killer's letters to see if he could unencrypt them,"  someone else wrote.

Meanwhile, following the recent news, Pascal will be making his Marvel Cinematic Universe debut as Reed Richards/Mr. Fantastic in the  upcoming "Fantastic 4" reboot , some saw it as confirmation that Pascal will nail the role of "the smartest man on earth."

"I see Reed Richards all over this man. He'll do amazing,"  one person commented  in response to a  widely circulated clip of the interview , while  another added : "I was on the 'Pedro is miscast as Reed' train until I saw this."

Someone else joked : "Imagine if Pedro just flashed the Fantastic Four script and none of us can decipher it."

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