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How To Write A Memo in 8 Steps

A memo is used to communicate important information within an organization in a concise and easy-to-follow format. The document provides an 8-step process for writing an effective memo, including providing a heading with recipients, author, date and subject; an opening statement; context; a call to action; discussion; and closing. It also describes when memos should be used and how they differ from emails, letters, press releases, circulars and meeting minutes.

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Noren Francisco
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132 views

How To Write A Memo in 8 Steps

A memo is used to communicate important information within an organization in a concise and easy-to-follow format. The document provides an 8-step process for writing an effective memo, including providing a heading with recipients, author, date and subject; an opening statement; context; a call to action; discussion; and closing. It also describes when memos should be used and how they differ from emails, letters, press releases, circulars and meeting minutes.

Uploaded by

Noren Francisco
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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How to Write a Memo in 8 Steps

Whether you’ve had an internal policy change you need to share or you’re
spearheading a project that investors need to know about, a memo is the best
way to communicate valuable information within your organization. Memos
are a good way to disseminate such information to your colleagues, tenants,
volunteers, or other internal organization members.

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
If you are sending a memo via email, it should be formatted as a PDF.
This retains the style you’ve applied to the document. 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.

Write a memo in 8 steps


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.

1. 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.

2. 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 . . .”

3. 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

4. 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.”

5. 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.

6. 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.

7. 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.

If you’re sending your memo via email, these additional attachments can be
added to your email. If you send your memo as a letter or fax, include these
after the last page of your memo document.
Refer to your attachments as such: “Attached: [name of attachment], [date
created].”

8. 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.

How is a memo different from . . .


A memo is a concise but informal communication within an organization to
disseminate an official message. But how does this differ from an email, a
letter, a circular, or minutes? Let’s clarify the definitions of these standard
business documents.

How is a memo different from an email?


Memos are typically more formal in tone and language than emails, which
are most effective when they’re short and to the point. In the future, the
company may use your memo as an official document that will be printed,
disseminated as hard copies, or distributed professionally to a large group of
people in a readable format.
How is a memo different from a letter?
Typically, letters are addressed to individuals outside of the organization.
They are meant for longer external messages communicating a specific topic.
These may be informal or formal in tone.

How is a memo different from a press release?


Memos are usually used for internal communications, while press releases
are intended for external communications. A press release is understood to
typically be a longer, more detailed document than a memo.

How is a memo different from a circular?


Circulars are for mass distribution. On the other hand, memos are for a
select group of people. Circulars typically have multiple topics and calls to
action. Memos should address only one subject, briefly.

How is a memo different from minutes?


Meeting minutes are official documents containing the notes from a meeting.
While a memo may refer to minutes in its supplemental attachments, you
should not use a memo as a format for meeting minutes or vice versa.

Examples of memos
It can be challenging to get started writing without a memo example. Here
are two examples of the most commonly used memo formats.

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

Memo FAQs
What is a memo?
A memo, short for memorandum, is a brief internal communication that
informs a group about a specific problem, solution, or event. Memos may be
sent as a paper letter or fax or attached to an email as a PDF.

What is the purpose of a memo?


A memo is meant to inform a group of people about a complex topic, a
policy change, or other brief official business within an organization.

What is the basic structure of a memo?


A memo should include the following.

Heading
To
From
Date
Subject
Opening statement
Context
Call to action
Discussion
Closing

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