How to Write a Memo in 8 Steps (with Examples) (2024)

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.

What’s a memorandum?

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.

How to write a business memo in 8 steps

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.

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, circ*mstances, 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.

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.

When to write a memo

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 and 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.

5 examples of memos

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

Hi all,

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,

[name]

[position]

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.

To: [person or department name]

From: [person or department name]

Date: [insert date]

Subject: [project name] Update

Dear team,

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!

Best regards,

[name]

[position]

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.

To: [person or department name]

From: [person or department name]

Date: [insert date]

Subject: [subject] Issue

Hi team,

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.

Sincerely,

[name]

[position]

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.

To: [person or department name]

From: [person or department name]

Date: [insert date]

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.

Best regards,

[name]

[position]

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.

To: [person or department name]

From: [person or department name]

Date: [insert date]

Subject: Quick kudos

Hi all,

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!

Best regards,

[name]

[position]

Unleashing the power of effective memos

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.

Published October 4, 2023