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.
Revision
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.
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.
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.
Communication propels a business’ productivity. One technique that many companies use to communicate internally is writing memos.
Most people have heard the term “memo” before but are unsure of the formatting this professional exchange requires.
We will go over what a memo is, how to format it, and provide examples so your next memo can be perfect.
Key
Takeaways:
The four types of memos are:
Information inquiry
A call to action
Progress updates
Confirmation
Your memo should be kept to a paragraph or two and the information should be direct and straightforward.
The best way to keep your message short and direct is to use bullet points for all of your information.
What Is a Memo?
An office memorandum, often shortened to memo, is a method of communicating basic 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.
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.
Since memos are sent out to alert an entire group of staff, it only handles 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.
How to Format a Memo
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:
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 decisision.
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, be sure to attach them alongside the memo for convenience.
Types of Memos
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.
A confirmation memo acts as a record of communication or plans for a meeting, in case either party needs to refer back to the details.
Memo Templates and Examples
Template
#1:
[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 proress, 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
Template #2:
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
Example #1: Information Inquiry Memo
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
(853)-684-4648
Example #2: Call to Action Memo
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.
Example #3: Progress Updates Memo
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 class’ 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 .
Example #4: Confirmation Memo
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.
Tips for Writing a Business Memo
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.
How To Write a Memo FAQ
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 message of the memo 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.
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What advice is good when writing a memo?
Tips for writing an effective memo
If you're writing a memo for the entire company, use clear and concise language accessible to everyone. Keep it professional using business formal language. Proofread and review before sending. Reading your memo aloud is a helpful way to check for typos, inconsistencies and tone.
What is the best step in making a memo?
7 Steps to Write Impressive Memos in Business English.
Know the Format. Essentially, a memo has just two parts: a heading (which we'll explain below) and a body (the text of the memo). ... .
Label Your Memo. ... .
Create Your Heading. ... .
Write a Concise Introduction. ... .
Write the Memo Body. ... .
End with a Conclusion. ... .
Proofread..
What is the most important part of a memo?
One essential portion of a memo is the task statement where you should describe what you are doing to help solve the problem.
