What is a memo?

A memo, short for memorandum, is a way to inform a group of people about a specific problem, solution, or
event. A memo should be brief, straightforward, and easy to read. It informs recipients and provides an action
plan with specific next steps.

You may send a memo as a paper letter, fax, or PDF attached to an email. Although the widespread use of
email essentially replaced memos in many circumstances, memos are still helpful for some important
messages.
What is the purpose of a memo?

Memos are designed for official internal communications of a business or organization. They are often sent to
an entire organization but are also useful for informing a single department, team, or smaller group of people.
Memos disperse necessary information using a simple, easy-to-follow format.
When to write a memo

You should write a memorandum when you need to relay official business items efficiently. The aim of your
memo should be to inform, bring attention to a problem, or answer a question. The following purposes are
suitable for a memo:

●​ broadcast internal changes

●​ disseminate news
●​ share an upcoming event
●​ update public safety guidelines
●​ raise awareness about an issue
●​ address a problem
●​ make a request
●​ share project updates

How to format a memo

Traditionally memos use twelve-point font for the body and fourteen- to sixteen-point font for the headings.
Keep the font and design simple.

A memo should include the following.

Heading
To
From
Date
Subject
Opening statement
Context
Call to action and task statement
Discussion
Closing
You also have the option to include attachments to support the message you are conveying in your memo. If
your memo is more than one page, you should have a summary to wrap up your points.

Memos should always be professional and polite—regardless of the topic you’re introducing. Stay focused on
the facts and actionable plans. You should not use emoji in business memos. Keep it brief, direct, and clear
and include only necessary information.

Heading

The heading lists who is receiving the memo, who is sending the memo, the date the memo was written, and
the subject of the memo. You can view how to format this section below.

To: [Recipients’ full names and job titles or department]

From: [Your full name and job title]

Date: [Today’s date]

Subject: [What the memo is about]

Since you addressed the recipients in the heading, there’s no need to include a greeting.

Opening statement

This section can be between one and three sentences. The opening statement is where you briefly state the
purpose of your memo. Include only a summary of the most crucial information in this section. Later you’ll be
able to get into the details.

Try starting with, “I’m writing to inform you . . .”

Context

In three to ten sentences, provide context. Context is where you let people know what you’re writing about,
why you’re writing them, and any other critical information.

This section may include the following:

●​ supporting evidence
●​ why your organization made the decision you’re discussing in the memo
●​ background information
●​ a problem statement
●​ how you found the problem
●​ important timing or dates
●​ other key points
Call to action and task statement

This section can be either two to three sentences or a bullet-pointed list. This is where you lay out the next
steps for your recipients. Write about what the recipient should do after they read the memo or how you plan to
solve the problem you’ve described.

Try writing, “Please [task you’d like completed] by [due date]” or “I appreciate your cooperation in this matter.”

Discussion

The aim of this portion is to persuade the recipients to follow your recommended actions. Lay out all of the
details that support your ideas, beginning with the most critical information. Give specific supporting facts,
ideas, and research that back up your memo, organizing the information from strongest to weakest.

Closing

The closing section is an opportunity to end your memo on a courteous note. We recommend you share what
you want your recipients to take action on one more time here, as well. Generally, memos don’t include a
farewell. But if you want to have one, make sure to keep it brief.

Optional additions

You can include a summary or attachments with your memo if you need to. You should include a summary if
your memo is more than one page. Summaries help recipients more easily digest the information you’ve
shared.

You can place the summary right before your closing statement. A summary may list key recommendations, a
summation of important information, references, methods, or resources you used. If the information in your
memo needs further clarification, you can place it within this section. Summaries can be a few sentences long
or a bullet-pointed list of key information.

Your supplemental information should include any documentation you want to share, such as graphs, lists,
tables, or photos. If you choose to include attachments, include a note about what you’ve attached below your
closing.

Refer to your attachments as such: “Attached: [name of attachment], [date created].”

Revise

Now that you’ve written your memo, it’s time to revise! Follow the steps below to ensure your memo is as clear
and concise as possible. Remember: the shorter, the better.

Cut out any unnecessary material.

Clarify your main points.
Proofread for spelling, grammar, and punctuation mistakes.
Check your facts and resources.
Get feedback from a colleague before sending.
Example 1: Internal changes

When an organization makes policy, procedural, or high-level staffing changes, an internal change memo
should be written. The HR department may send this email, or it might come from the leadership team or
another department.

To: All Employees

From: Kelly Source, Human Resources Manager

Date: July 20, 2022

Subject: Changes to Paid Time Off System

I’m writing to inform you about the recent changes to our PTO system. We are switching platforms to PalmLeaf
HR. This system will go into effect on October 1, 2022.

In switching to PalmLeaf HR, our company is attempting to make submitting your PTO requests simpler. You
can find tutorials for navigating this easy-to-use platform attached to this memo.

You’ll receive an onboarding email from PalmLeaf HR directly this week. Please be sure to set up your account
no later than September 30, 2022.

If you’re having trouble setting up your account, please email us with any questions at [email protected].

Thank you for your cooperation during this transition. We’re hopeful that this will make managing your PTO
easier.

Attached: PalmLeafHR Guide, January 2022

Example 2: General business memo

A general business memo format may be used for just about any business item. Whether it’s a project in
progress or an internal analysis, this versatile format will fit.

To: Ava Colon, Phil Comma, and Dave Period

From: Peter Office, Senior Data Analyst

Date: May 20, 2022

Subject: Revenue Analysis

I’m writing to address the revenue analysis report your team requested. This analysis covers revenue streams
from 2010 to the first quarter of 2022.

This report was requested by the sales team in January 2022 when Dave Period stepped into the Chief Sales
Coordinator position. The analysis was compiled using Tableau, and the reports are attached.

At this time, I am asking you to review the data and let me know if there’s anything else you’d like me to
analyze more deeply. The best way for you to view the dashboard is through the invite from Tableau in your
email inbox.

Here are the main points from my analysis:

Our main stream of revenue is our flagship product, Hawaiian-style shirts.

The second top revenue stream is the running hats.
Our revenue is generated sales driven primarily through email marketing efforts.
There were some periods during which the data were not available and are therefore not included in this
analysis.

Thank you for taking the time to review this analysis. Please feel free to send any questions or concerns you
have to me at [email protected]. If you’re having technical difficulties accessing the dashboard, please
contact our IT department at [email protected] for assistance.

Attached:

Tableau Guide, 2022

2010–2021 Revenue Analysis Report, May 2022