How to Write a Clear and Effective Business Memo

When you need to convey an important message to members of your organization, an email might be too light weight. In situations where you are either required to formally document something or you want to give your message more authority, a memo is the better choice. Here are some tips to ensure your memos are clear and concise.

Memos are always labeled with a header that says Memo or Memorandum. They also always open with the following fields:

To: [Recipients Names]
From: [Your Name]
Date: [Date]
Subject: How to Write a Memo

Opening: State your purpose or key message, and provide context

Body: Present your main supporting points. You might also provide analysis or explain the implications of your memo. Add attachments if necessary.

Closing: Summary or call to action.

Here’s an example of a simple memo:

MEMORANDUM

To: All Employees
From: John Doe, HR Manager
Date: August 9, 2024
Subject: Updated Office Security Procedures

Introduction:


We’ll be implementing new security procedures starting next week. Here’s what you need to know:

Key Information:

• All employees need to wear their ID badges visibly at all times.
• The main entrance to be locked during non-business hours.
• Visitors must sign in and be escorted by a staff member at all times.

Conclusion:


Please review the attached document for detailed instructions and contact the HR department with any questions. These changes are mandatory and will be enforced starting Monday, August 14, 2024.

Attachments:

• Updated Security Procedures Document

When writing memos, make sure you are clear and concise. Avoid jargon and overly complex sentences. Keep your tone on the formal side—this isn’t the place to be chatty. Keep in mind your audience’s familiarity with your message and tailor the content accordingly.

Not sure if you a memo is a memo is appropriate? Read more about when to write a memo.