memo assignment

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Parts of a Memo

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Standard memos are divided into segments to organize the information and to help achieve the writer's purpose.

Heading Segment

The heading segment follows this general format:

Make sure you address the reader by his or her correct name and job title. You might call the company president "Maxi" on the golf course or in an informal note, but "Rita Maxwell, President" would be more appropriate for a formal memo. Be specific and concise in your subject line. For example, "Clothes" as a subject line could mean anything from a dress code update to a production issue. Instead use something like, "Fall Clothes Line Promotion."

Opening Segment

The purpose of a memo is usually found in the opening paragraph and includes: the purpose of the memo, the context and problem, and the specific assignment or task. Before indulging the reader with details and the context, give the reader a brief overview of what the memo will be about. Choosing how specific your introduction will be depends on your memo plan style. The more direct the memo plan, the more explicit the introduction should be. Including the purpose of the memo will help clarify the reason the audience should read this document. The introduction should be brief: approximately the length of a short paragraph.

The context is the event, circumstance, or background of the problem you are solving. You may use a paragraph or a few sentences to establish the background and state the problem. Oftentimes it is sufficient to use the opening of a sentence to completely explain the context, such as,

Include only what your reader needs, but be sure it is clear.

Task Segment

One essential portion of a memo is the task statement where you should describe what you are doing to help solve the problem. If the action was requested, your task may be indicated by a sentence opening like,

If you want to explain your intentions, you might say,

Include only as much information as is needed by the decision-makers in the context, but be convincing that a real problem exists. Do not ramble on with insignificant details. If you are having trouble putting the task into words, consider whether you have clarified the situation. You may need to do more planning before you're ready to write your memo. Make sure your purpose-statement forecast divides your subject into the most important topics that the decision-maker needs.

Summary Segment

If your memo is longer than a page, you may want to include a separate summary segment. However, this section is not necessary for short memos and should not take up a significant amount of space. This segment provides a brief statement of the key recommendations you have reached. These will help your reader understand the key points of the memo immediately. This segment may also include references to methods and sources you have used in your research.

Discussion Segments

The discussion segments are the longest portions of the memo, and are the parts in which you include all the details that support your ideas. Begin with the information that is most important. This may mean that you will start with key findings or recommendations. Start with your most general information and move to your specific or supporting facts. (Be sure to use the same format when including details: strongest to weakest.) The discussion segments include the supporting ideas, facts, and research that back up your argument in the memo. Include strong points and evidence to persuade the reader to follow your recommended actions. If this section is inadequate, the memo will not be as effective as it could be.

Closing Segment

After the reader has absorbed all of your information, you want to close with a courteous ending that states what action you want your reader to take. Make sure you consider how the reader will benefit from the desired actions and how you can make those actions easier. For example, you might say,

Necessary Attachments

Make sure you document your findings or provide detailed information whenever necessary. You can do this by attaching lists, graphs, tables, etc. at the end of your memo. Be sure to refer to your attachments in your memo and add a notation about what is attached below your closing, like this:

• FRONT MATTER
• TABLE OF CONTENTS

In many courses, you are asked to submit your writing in memo form, and in some cases your assignments are given to you as memos. This not only gives you practice in writing a professional document, it invites you to see your writing as purposeful and aimed at a particular audience. A detailed instructional memo about memo writing—a "metamemo," if you will—follows.

DATE : August 9, 2008 TO : Users of Style for Students Online FROM : Joe Schall SUBJECT : Writing Memos for your Classes

This memo provides you with tips on writing memos for your classes, with special attention to a memo’s audience, format, organization, content, tone, and style. Because my advice comes in the form of a memo, you can use this document as a model for writing your own memos.

The Audience for a Memo It is useful to begin by considering that a memo is essentially a one-on-one communication between writer and reader. Although a memo may be written to a group of people or with various audiences in mind, usually it is a highly goal-oriented communication between two people who need to share information. When you write a memo to a professor in the classroom setting, you are much like the employee who has been assigned to investigate a problem and report back to a supervisor. Therefore, you are expected to provide concrete information, even information that the supervisor might already know, in a form that clarifies ideas and puts them into context. Finally, a memo enjoys a broader context than an essay; hence, you might refer to other related memos as you write, or you might respond to specific requests made by the audience in your text, in effect, carrying on a professional conversation.

Typical Memo Format The overall format of a memo can be broken down into the heading, the body, and the closing notations. What follows is a brief description of each component.

The Heading The heading has two parts: part one includes two centered lines at the top of page 1, identifying the name of the company or institution on the first line, with the word "memorandum" on the second line; part two includes the "DATE," "TO," "FROM," and "SUBJECT" lines at the left margin, filled in appropriately.

The Body The body of the memo follows the Introduction, and it is usually presented in single-spaced paragraphs with a line skipped between each paragraph. The first lines of new paragraphs can appear at the left margin or they can be indented five spaces.

The Closing Notations The closing notations, used to identify such things as attachments, appear at the left margin two lines below the text of the final paragraph. By simply typing the word "Attachment" as a closing notation, you automatically refer the reader to any attachment, such as a map, a set of calculations, spreadsheets, or a References page.

How Memos are Organized The general organization of a memo mirrors that of an essay: an introduction, followed by body paragraphs, followed by a conclusion. However, the first paragraph of a memo is typically used as a forecasting device. Note how the opening paragraph of this memo defines the memo’s function and reflects its organization. It is sensible to open memos for your classes in the same way, first directly stating the memo’s purpose, then setting forth the organization and noting how the memo can be used.

Organization in the body of a memo is typically characterized by the use of section headings and short paragraphs. Paragraphs should not be too bulky—five or six per page is usually ideal. On the sentence level, you should take full advantage of the same organizational tools that you employ when you write an essay: meaningful topic sentences; carefully selected transition words; focused section headings; indented blocks of cited text; a bulleted series of examples; powerful punctuation marks such as the colon, semicolon, and dash.

Selection and Citation of Content A memo’s content, of course, is guided by the assignment and the research required. It is important to remember as you present the content that selectivity and relevance matter greatly. Your job is to select and present the most pertinent, most current information available to you. Do not hesitate, of course, to let your memo’s content be heavily informed by your research, but also provide your own interpretation and organization of this research.

As in any essay, you must document the sources of your information so that your reader could find the original source of the information if desired. If your memo uses sources, provide the bibliographic information related to your sources on a References page as an attachment at the end of the memo—just as I have in this memo.

A Memo’s Tone and Style Memos for your classes require a highly informative and straightforward tone, but allow for a slightly informal style compared to essays. As in this memo, "I" and "you" are handy because they provide a straightforward way of communicating, but you must be careful not to overuse these terms. Stylish prose is key to good memo writing, and you should not hesitate to use active, interpretive adverbs and verbs and concrete, carefully chosen adjectives and nouns.

A memo need not be written in a dry, dull fashion; rather, it should emulate the same stylistic standards that good prose has always embraced. These standards are summed up neatly in the popular style guide, The Elements Of Style, as follows:

A sentence should contain no unnecessary words, a paragraph no unnecessary sentences, for the same reason that a drawing should have no unnecessary lines and a machine no unnecessary parts (Strunk and White 1979).

As this quote suggests, good prose can achieve elegance by its clarity, efficiency, and sense of purpose.

Conclusion The conclusion of a memo should not simply provide a summary of the memo’s entire contents, but it should be a true conclusion—that is, an articulated conviction arrived at on the basis of the evidence presented. The closing paragraph is the place to spell out the bottom line to the reader. Therefore, I close with my bottom line about writing memos for your classes:

• Study and use standard memo format to present your text;
• Use internal organizational tools such as section headings, topic sentences, transition words, and powerful punctuation marks to enhance the flow of ideas;
• Write with the same clarity, grace, and efficiency expected of you in any essay.

Strunk, William Jr and White, E.B., 1979: The Elements of Style. Macmillan Publishing Company, Inc., New York, 92 pp.

For more information on memo writing, chase down these two websites:

Advice on writing memos from the Writing Center at Rennselaer Polytechnic Institute

Advice on memo writing from The Ohio University College of Business

5 Templates and 7 Examples: How to Write a Memo

By Status.net Editorial Team on December 22, 2023 — 16 minutes to read

• Essential Elements of a Memo Part 1
• Drafting a Professional Memo Part 2
• Standard Memo Template Part 3
• Standard Memo Example Part 4
• Update Memo Template Part 5
• Example of a Project Update Memo Part 6
• Example of a Policy Change Memo Part 7
• Request Memo Template Part 8
• Example of a Request Memo Part 9
• Steps for creating an HR Memo Part 10
• HR Memo Template Part 11
• Example of an HR Memo Part 12
• Writing a Communication-Focused Memo Part 13
• How To Tailor a Memo for Students or Academic Purposes Part 14
• Academic Memo Template Part 15
• Academic Memo Example Part 16
• Tips for Effective Memo Writing Part 17

Memos, short for memorandums, are a way of communicating information within an organization. They often have a specific goal in mind, like providing updates, outlining policies, or assigning tasks. Knowing how to craft a well-written memo is a valuable skill in today’s workplace: it can help streamline workflows and effectively convey your message.

Part 1 Essential Elements of a Memo

The header is the first part of your memo and includes necessary information like the recipient’s name, your name, the date, and the subject.

For example: To: All Employees From: (Your Name), (Your Position) Date: November 15, 2024 Subject: Updated Vacation Policy

The body of your memo should be concise and to the point. Start by providing context to the reader about why the memo is essential. Then, present the main points with clear headings and bullet points for easy reading.

For example: Dear Team,

Our company has recently revised its vacation policy to better align with industry standards. Please review the key changes outlined below:

* Annual leave increased from 10 days to 15 days * Carryover limit of 5 unused days per year * New approval process via Employee Portal

These changes will take effect on January 1, 2025. Ensure you familiarize yourself with the updated policy and follow the new procedures.

End your memo with any essential action items or reminders necessary for the reader. If you expect a reply or want the recipient to take action, kindly state your expectations. Also, provide your contact information for any further questions or discussion.

For example: Please submit your updated vacation requests for 2025 using the new approval process on the Employee Portal by December 1, 2024. If you have any questions or concerns, feel free to reach out to me at [email protected] or extension 123.

Best regards, (Name) (Position)

Part 2 Drafting a Professional Memo

What are some key elements to include in a memo.

When writing a memo, make sure to include these key elements:

• A clear and informative subject line
• The date, sender’s name, and recipient’s name
• A concise introduction stating the memo’s purpose
• Well-organized information, using bullet points or numbered lists if necessary
• Appropriate call-to-action (if needed)
• Polite and professional language.

How can I make a memo clear and concise?

• Use short sentences and paragraphs
• Use clear, straightforward language
• Stick to the main points and eliminate unnecessary information
• Structure your memo logically, with headings and subheadings
• Proofread and edit to remove any errors or ambiguity.

Part 3 Standard Memo Template

A basic memo format typically includes a header with “To”, “From”, “Date”, and “Subject” followed by the body text. Here’s an outline to get you started:

To: [Recipient] From: [Your Name] Date: [Date] Subject: [Subject]

[Opening statement or purpose of the memo]

[Provide relevant details, supporting information, or context]

[Summarize any key takeaways or actionable items]

Part 4 Standard Memo Example

To: All Staff From: (…), HR Manager Date: (…) Subject: Reminder of Company Dress Code

As we approach the warmer months, I’d like to take this opportunity to remind everyone of the company’s dress code policy.

Our dress code aims to balance professional attire with comfort, ensuring that all employees maintain a standard of appearance that is appropriate for our work environment. Please refer to the employee handbook for the full dress code policy, but here are some key points to remember:

– Clothing should be clean, pressed, and not show excessive wear. – Business casual attire is acceptable Monday through Thursday, with casual attire permitted on Fridays. – Items such as flip-flops, tank tops, and shorts are not considered appropriate office wear. – Any clothing displaying offensive or inappropriate language or imagery is strictly prohibited.

Please keep these guidelines in mind when selecting your attire for work. It’s important that we all contribute to a workplace environment that is comfortable and professional.

If you have any questions about the dress code or need clarification on specific attire, please do not hesitate to contact the HR department.

Thank you for your cooperation and attention to this matter.

Best regards, Jane Smith

Part 5 Update Memo Template

An update memo is explicitly used to provide updates or progress on a project, task, or situation. This template outlines what you need to include:

[Summary of the update or progress of the project/task]

[Bullet or numbered list of key updates, achievements, or milestones]

1. [Update 1] 2. [Update 2] 3. [Update 3]

[Describe any challenges, obstacles, or concerns]

[Detail next steps, action items, or plans]

[Close with any additional information or reminders]

Part 6 Example of a Project Update Memo

When you need to inform your team about the progress of a project, use a project update memo. Start by briefly stating the project’s purpose, and then provide the current status of the project. Include important updates, such as milestones reached, achievements, or challenges faced. Share any changes to the project timeline or budget. Be sure to highlight specific team members’ contributions and express gratitude for their efforts.

To: [Project Team Members] From: [Your Name] Date: [Current Date] Subject: Update on [Project Name]

I am writing to provide you with the latest updates on the progress of our [Project Name], which aims to [briefly state the project’s purpose].

As of today, I am pleased to report that we have successfully reached several key milestones, including [list milestones reached]. These achievements reflect the hard work and dedication of every team member involved.

However, we have encountered a few challenges, namely [describe challenges faced]. We are actively working on addressing these issues and remain committed to keeping the project on track.

Please note that there have been some adjustments to our project timeline [and/or budget]. [Detail any changes, such as extensions or additional costs, and the reasons for these changes].

I would like to extend a special thanks to [specific team members] for their exceptional contributions [describe contributions]. Your efforts have not gone unnoticed and are greatly appreciated.

Looking ahead, we are focusing on [next steps or upcoming milestones], and I am confident that we will continue to make significant progress.

Thank you all for your continued hard work and dedication to the success of [Project Name].

Best regards, [Your Name]

Part 7 Example of a Policy Change Memo

For announcing a policy change within your organization, a policy change memo is necessary. Start by stating the purpose of the memo and clearly mention the policy being updated or replaced. Describe the reasoning behind the change and outline the new policy. Provide a timeline for when the new policy will be effective and whether there will be a transition period. If necessary, include any additional resources, such as training materials or contact information for employees with questions about the change. Be sure to thank your employees for their understanding and cooperation.

To: [All Employees] From: [Your Name] Date: [Current Date] Subject: Important Policy Change Announcement

This memo serves to inform you of an upcoming change to our company’s policy regarding [mention the topic of the policy being updated or replaced]. This change is part of our ongoing efforts to [briefly describe the reasoning behind the change].

Effective [effective date], the new policy will [outline the new policy in detail]. This update is designed to [explain the benefits or purpose of the new policy].

To ensure a smooth transition, we have established a grace period until [end of transition period], during which we will provide [additional resources, such as training materials or contact information].

We understand that changes can require adjustments, and we want to thank you in advance for your understanding and cooperation as we implement this new policy.

If you have any questions or require further clarification, please do not hesitate to reach out to [contact person or department].

Thank you for your continued commitment to our company’s values and standards.

Sincerely, [Your Name]

Part 8 Request Memo Template

[Explain the purpose of your request and any necessary background information]

[Describe your request, being clear about what action you’d like the recipient to take]

[Explain the benefits or reasons for the request, including any potential impacts or implications]

[Specify any deadlines or priority levels]

[Thank the recipient for their time and consideration]

Part 9 Example of a Request Memo

When making a request within your company, whether for resources, approvals, or assistance, a request memo can help you communicate professionally. Start your memo by clearly stating the purpose of your request and providing any necessary background information. Outline what you need and explain why it’s important to the success of the project or task. If applicable, include a timeline or deadline for your request. Be courteous and express gratitude for any consideration given to your request.

To: [Recipient’s Name or Department] From: [Your Name] Date: [Current Date] Subject: Request for [Resources/Approvals/Assistance]

Dear [Recipient’s Name or Department],

I am writing to formally request [briefly state your request] in order to [explain the purpose and importance of the request to the project or task].

The background of this request is [provide any necessary background information]. This is crucial for [explain why the request is important for the success of the project or task].

To meet our project goals, we would need [outline what you need] by [state the timeline or deadline for your request].

Your support in this matter is greatly appreciated, and I am confident that with your assistance, we can achieve [describe the positive outcome expected from fulfilling the request].

Thank you for considering this request. Please let me know if you require any further information or if there is any way I can assist in facilitating this process.

Part 10 Steps for creating an HR Memo

For an HR memo, follow these steps:

• Choose a specific purpose or topic related to HR (e.g., new policy, reminders, updates).
• Write a clear and informative subject line.
• Address the memo to the appropriate recipients.
• Begin with an introduction that states the purpose.
• Organize the information in a logical and easy-to-follow manner.
• Offer any necessary instructions or actions required from the recipients.
• Maintain a professional and respectful tone.
• End with your contact information for any follow-up questions.

Part 11 HR Memo Template

To: [Recipient(s)] From: [Your Name/Position] Date: [Date] Subject: [Clear and Informative Subject Line]

[Introduction]

Begin with a greeting and a concise introduction that immediately informs the reader of the memo’s purpose. This section sets the stage for the details to follow and should be clear and direct.

[Purpose or Topic]

Clearly state the specific HR-related purpose or topic of the memo. This could be about a new policy, a reminder about existing policies, updates to HR procedures, or any other HR-related announcement.

[Information Organization]

Organize the main content of your memo in a way that is logical and easy for the recipients to understand. Use headings, bullet points, or numbered lists to break up the text and make it more readable.

[Instructions or Actions Required]

If the memo requires recipients to take specific actions, outline these steps clearly. Provide a clear explanation of what is expected, how to accomplish it, and the deadline for completion.

[Additional Resources or Contact Information]

Include any additional resources that might be helpful, such as links to forms, policy documents, or FAQs. Provide contact information for the HR department or the person responsible for the topic at hand for further questions or follow-up.

End with a brief summary of the main points or a restatement of the most critical action items. Thank the recipients for their attention to the memo and their cooperation.

Include a professional sign-off with your full name, position, and contact information.

Part 12 Example of an HR Memo

To: All Department Managers From: Lisa Chang, Director of Human Resources Date: April 10, 2023 Subject: Implementation of New Time-Off Request Procedure

Dear Managers,

I am writing to inform you of a new procedure for submitting time-off requests that will be effective starting May 1, 2024.

The new procedure is designed to streamline our time-off request process and ensure accurate tracking of employee leave balances.

– All time-off requests must now be submitted through the online HR portal. – Requests should be made at least two weeks in advance for non-emergency leave. – Managers are responsible for reviewing and approving requests within 48 hours of submission.

Please ensure that all team members are informed of this change and understand how to use the online HR portal for their requests. A training session on the new system will be held on April 20 at 3:00 PM in the conference room. Attendance is mandatory for all managers.

For detailed instructions on the new process, please refer to the Time-Off Request Guide attached to this memo. If you have any questions or encounter issues with the system, please contact the HR department at [email protected] or ext. 234.

Thank you for your prompt attention to this matter and for assisting in the smooth transition to the new procedure.

Best regards, Lisa Smith Director of Human Resources Email: [email protected] Phone: (555) 987-6543

When creating your HR memo, adjust the content to fit the specific situation and ensure that the tone remains professional, respectful, and in line with your company’s culture.

Part 13 Writing a Communication-Focused Memo

For a communication-focused memo, keep these tips in mind:

• Start with a clear and specific subject line
• Be concise and stick to the main points
• Highlight any important information or deadlines
• Create an easy-to-follow structure, using headings or bullet points if necessary
• Encourage feedback or questions from your recipients by providing your contact information.

Here’s an example outline for a communication-focused memo:

To: [Recipient(s)] From: [Your Name] Date: [Date] Subject: [Insert Subject]

This section should clearly state the reason for the memo and its importance to the recipients. For example, it could introduce a new communication tool or address a communication issue that has been identified.

In this section, provide any necessary background information that helps explain the communication topic being addressed. If a new tool is being introduced, describe what it is and why it’s being implemented. If the memo is about communication best practices, outline what those are and how they can be applied.

[Summarize key takeaways or actionable items]

Conclude with a summary of the main points and any actions that need to be taken by the recipients. If training sessions are required for a new communication tool, include the schedule and instructions for signing up. If the memo is a reminder about communication policies, reiterate the importance of adhering to these guidelines.

Part 14 How To Tailor a Memo for Students or Academic Purposes

When writing a memo for students or academic purposes, make sure to:

• Use an appropriate tone and language that is easy for students to understand
• Clearly state the message’s purpose and relevance to the academic setting
• Include any necessary details, such as dates, deadlines, or resources
• Structure the memo logically and use headings to guide the reader
• Provide clear instructions if the memo requires any action from the students.

Part 15 Academic Memo Template

To: [Recipient(s)] From: [Your Name/Position] Date: [Date] Subject: [Clear and Concise Subject Line]

[Opening Statement]

Begin with a greeting and a brief introduction that outlines the purpose of the memo. This should be straightforward and inform the reader about the main topic or action required.

[Background or Context]

If necessary, provide any background information that helps the recipients understand the context of the memo. This might include a brief overview of relevant events, policies, or previous communications that relate to the subject at hand.

[Details and Specific Information]

This section should contain the bulk of the information you need to convey. Include specific details such as dates, deadlines, locations, and any other pertinent data. Use bullet points or numbered lists for clarity if you are presenting multiple pieces of information.

[Instructions or Action Required]

Clearly state any actions that the recipients need to take. Be specific about what is required, how to do it, and the deadline for completion. If the memo is informational only and no action is required, you can state that as well.

Provide information about where students can find additional help or resources if needed. This could include websites, contact emails, phone numbers, or physical locations on campus.

[Closing Remarks]

End with a brief summary of the key points or a restatement of the most critical action items. Offer thanks or express your appreciation for the readers’ attention to the memo.

Include a sign-off with your name and position. You may also include your contact information if it’s not already provided in the memo header.

Part 16 Academic Memo Example

To: All Undergraduate Students From: Dr. Emily Johnson, Dean of Student Affairs Date: April 10, 2024 Subject: Upcoming Academic Advising Week and Registration Deadlines

Dear Students,

I hope this message finds you well as we approach the midpoint of the semester. I am writing to remind you of the upcoming Academic Advising Week and to inform you about important deadlines for course registration for the next semester.

Academic Advising Week will take place from April 24 to April 28. This is a valuable opportunity for you to meet with your academic advisors, discuss your progress, and plan your course schedule for the following semester. Advisors are here to help you make informed decisions about your academic journey, so please take full advantage of this time.

Key Dates and Deadlines: – Academic Advising Week: April 24 – April 28 – Priority Registration Begins: May 1 – Final Registration Deadline: May 15

Please make sure to schedule an appointment with your advisor before April 20 to ensure availability. Appointments can be booked through the student portal or by contacting the advising office directly.

Additionally, I encourage you to review the course offerings for the next semester and prepare a list of questions or topics to discuss with your advisor. Resources such as degree checklists and sample schedules can be found on the university website under the ‘Academic Resources’ section.

If you have any holds on your account that may prevent registration, please resolve them promptly by contacting the appropriate department. Financial aid, library fines, and academic holds are common issues that can be addressed ahead of time.

Remember, planning early helps to ensure a smooth registration process and can contribute to your academic success. Should you have any questions or need further assistance, please do not hesitate to reach out to the advising office at [email protected] or (123) 456-7890.

Thank you for your attention to these important dates, and I wish you all the best in your academic endeavors.

Warm regards, (Name) (Position)

Part 17 Tips for Effective Memo Writing

When writing a memo, get straight to the point. Start by stating your main message clearly and concisely. Your colleagues will appreciate your effort to make the memo simple to understand, which will increase the chances of your message getting across effectively.

Stay Focused

Focus on one topic per memo. Avoid digressing or going off on tangents. It’s helpful to outline your memo’s content before you begin writing, ensuring that the information remains organized and easy to follow. A clear structure will allow your colleagues to grasp your message quickly.

Proofread Your Memo

Take the time to proofread your memo. This means checking for spelling, grammar, and punctuation errors. Also, make sure that your information is accurate and complete. A well-written and polished memo will not only make you look more professional but also increase the likelihood that your message will be taken seriously. If possible, ask a colleague to review your memo—it always helps to have a fresh pair of eyes.

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Business growth

Business tips

How to write a memo (and all the templates and examples you could need)

Memos are the unsung heroes of business communication and, ironically, a Hollywood tool used to patch over glaring plot holes that 12 writers in a room couldn't figure out. I'm no seasoned Hollywood critic, but "Didn't you get the memo?" must be one of the most overused catalyst phrases in cinematic history.

In business applications, memos are simple documents that briefly and accurately convey internal communications in a way that lengthy reports can't. The whole idea is to highlight important or urgent information in a digestible format.

Contrary to common belief, memos aren't always written on sticky notes and don't always fix bad screenwriting. But they do facilitate internal communication in a unique way that has kept them present in the business world for decades running.

Table of contents:

How to write a memo

5 memo templates to get you started.

4 business memo examples

Tips for using memo templates effectively

What is a memorandum (memo).

A memo is a concise written message that communicates important information like directives, updates, announcements, or policy changes. While a report includes context, conclusions, and detailed information, a memo briefly highlights a specific point whenever you just need to hit the broad strokes quickly and get a head start on any urgent internal developments.

It's an effective communication channel that can be distributed physically in an office or incorporated alongside emails in a more digital communication setting . For example, you can use a memo to alert your staff of new policies and refer them to reports, documents, or emails with more context. 

I like to think of sirens as the memo and the police officer at my window as the full report. The former does a great job of alerting me to my shortcomings as a driver, and the latter lets me know exactly how. 

Pop culture would have you believe that you need sticky notes or tiny cards to write a memo. Giving credit where it's due, "The Office" managed to do its part to dispel the stereotype, and I'm sure all memo enthusiasts are ever thankful for the effort.

While there's no restriction on the size or color of the paper you use, the font, or background colors you feel are most soothing for urgent news, there's a memo format that helps this message provide all the information it's intended to deliver and remain brief at the same time. 

I'd like to demystify yet another business tool that Hollywood just decided to overwork for three decades and show you how to write a memo in four easy steps.

1. Write a clear and concise heading 

Your heading makes it clear who the memo is from, who it's for, and what it relates to, as well as the date of its distribution. A well-written heading identifies the parties the message is meant for and the main topic of conversation.

TO: Sales staff

FROM: John Daxler

DATE: 02/10/2024

SUBJECT: Shipping policy changes

2. Include a simple introduction

Your introduction should take up the first two or three sentences of the memo's body. This is where you provide context, summarizing the subject and pointing out the purpose of the message.

Considering the response we've received from customers regarding our shipping policies, we're making some changes to accommodate our users and facilitate future transactions. These policy changes will be implemented on 03/01/2024.

3. Write a body that accurately captures your message 

With the introduction providing just enough context for the reader to understand the point of the memo, it's time to focus on providing a bit more detail. 

Start by making a list of any resources, contact points, or action items that relate to the matter at hand. Outline these details in the body, so your team knows what to do next.

The policy changes include reduced shipping fees in most categories and a new order return process. We anticipate that with these changes, there will be more efforts to recruit sales personnel and expand our team.

For reference, see the detailed report of these policy changes as well as the new fee change guidelines attached.

4. Conclude with a professional closing statement

This is where you get to designate yourself and any other lucky souls who get to reply to everyone's questions, emails, and team chat app messages. The closing statement should outline relevant points of contact and how your team can reach them.

If you have any questions, feel free to reach out to me or Clarissa Jones via email or Zoom Chat. We're happy to support you however we can as the new policy goes into effect.

Despite the structured format, a memo is flexible enough to convey different types of messages. Understandably, the message will likely look different depending on the topic at hand. For example, You can expect a meeting agenda memo to adopt a bullet point-heavy approach, while a progress report memo will probably be more detailed. Here are five memo templates to showcase those differences.

Policy change memo

This memo template contains a section dedicated to the policy change's most important details, like an outline of the previous policy, a brief description of the new policy, and the date that the change goes into effect. This information should always be shared first to clearly communicate the change.

The second section of the body contains the reason for the policy change and some context regarding the expected impact on employees and the next steps.

Tip: Outline the previous policy details in the memo, so readers can easily identify the changes.

Meeting agenda memo

This memo template focuses on breaking down a meeting into easily digestible bullet points that outline the structure of the meeting and briefly explain each topic of conversation. This helps keep your team aligned, organized, and focused, so the meeting can be as productive as possible.

Tip: Provide your team with a timeline for submissions ahead of the meeting to allow time for creative contributions.

Progress report memo

Progress report memos often come across as any report would. The difference is in the amount of detail and context included in the document. A progress report memo shouldn't delve too deep into the nitty-gritty of your hard-earned retainer—it should concisely highlight key achievements.

Tip: Use the "Challenges encountered" section to keep your team in the loop regarding difficulties that need to be considered for upcoming milestones or future progress report memos. 

Instructional memo

Instructional memos can be very helpful when a new process is implemented or when a new hire needs to be informed about how to accomplish a certain task. This memo is a step-by-step guide at its core.

Tip: Make sure to provide more detailed resources or training materials that further elaborate on the contents of the memo.

Request memo

Request memos are one of the most popular types of memos and are used for both internal and external communication. For example, an employee could use a request memo to seek additional resources for a project or approval to attend a training event. A business can also send a request memo to a supplier requesting a quote for services or goods.

Tip: Since it's a request, make sure your memo provides enough context and background information to be as persuasive as needed. 

Business memo examples in action

I realize that memos aren't the most cinematic item on anyone's mind, but I'm determined to go the extra mile that movies will not and show you what a memo looks like in practice.

Office closure memo

Depending on where you live, this might be a familiar sight. I've worked in tropical weather for the majority of my career, so this particular memo is just a bizarre mythical thing that I deny exists on Reddit threads.

If such a thing existed, it would efficiently highlight the issue, the solution, and most importantly, the dates it pertains to. In this example, the date in question is mentioned three times. 

Company event memo

Memos for team events and company picnics generally read like an invitation, with the event details highlighted at the very beginning of the document. This way, your team will already be putting together a plan to keep Matthew away from the grill 10 seconds into reading the memo.

PTO policy change memo

This example of a policy change memo is long compared to what you might expect, but given the topic, it's imperative to provide as much context as possible before people start banging on your door with pitchforks to talk about PTO.

The way it's presented reflects exactly what the change is about and shows employees it's a positive adjustment that warrants absolutely no pitchforks on company grounds.

Strategy meeting agenda memo

People underestimate just how helpful a meeting agenda can be. A memo like this goes a long way in preparing each team member to contribute to their segment and alleviates a lot of the anticipation and stress around work meetings. It also maintains a smooth flow of conversation and limits irrelevant tangents. No one likes awkward silence during meetings. It's usually just not fun for everyone involved.

While a template can help you write a well-structured memo, it's important to make it your own. Be it the writing style, the visual aspect, or the information itself, business communication is most effective when it's personalized.

Incorporate your brand: You can use your company logo and unique brand colors or themes.

Ensure consistency in memo writing: As memos become a part of your communication processes, it's important to be consistent in how they're written and presented.

Implement a review and revision process: Reduce the chances of errors and typos by having a reviewer proofread your memo and approve its contents.

I've always believed that seamless business communication isn't about copying and pasting a complex system that might not work for your company. It's more about making the most of available communication tools and channels until they naturally develop into a system that serves your needs.

Will you be annoyed every time a coworker says, "Did you get the memo?" Yes, you will be. Will it be time-consuming to keep up with this form of business communication? Also yes. But that's a give and take every business reaches in its own time. 

And that's where building automated systems for your business-critical workflows comes into play, putting in your hands the capacity to customize how incoming information is automatically communicated across your team. 

Related reading:

Tips for communicating on a remote team

3 easy ways to communicate with clients asynchronously

7 meeting minutes templates for more productive meetings

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Hachem Ramki

Hachem is a writer and digital marketer from Montreal. After graduating with a degree in English, Hachem spent seven years traveling around the world before moving to Canada. When he's not writing, he enjoys Basketball, Dungeons and Dragons, and playing music for friends and family.

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How to write a memo for effective communication (with template)

A memo is a document or message sent to an entire team, department, or organization to inform teams about what is happening in the company. Memos are great for notifying employees about new policies or best practices, requesting project feedback , summarizing action plans, and more. Learn how to create an effective memo and when to use one.

Effective communication is super important. But you also want to make sure it's easy to digest. Having a templatized way to do that can not only make it easier to create communication—but also for your employees to digest it.

Our guide covers what a memo is, when to send one, how to create the format, and tips for writing a memo effectively. Then, use our free memo template to give you a roadmap to success.

What is a memo?

A memo, also known as a memorandum, communicates information throughout an organization. Unlike a one-on-one message, memos usually have a larger audience.

This letter is usually sent to an entire team , department, or organization to inform employees about things happening in the company. A memo can be about any important topic with wide-scale relevance, from a policy change to new clients to budget cuts.

This type of communication can be created and sent electronically or printed as a physical handout. Even if you know everyone in your chain of communication, keeping these documents polite and professional is important. When in doubt, omit the emojis, texting language, and abbreviations to make your message come across more professional.

Reasons to send a memo

There are many reasons someone would send out a memo instead of a regular email. While an email is a casual form of communication, a memo is more official and becomes part of the company record. 

Employees take memos more seriously. As a result, memos tend to be much more effective with cross-organizational communication. We’ve outlined some of the most common reasons below.

A memo can:

Explain policy changes

Announce upcoming meeting agendas or events

Announce budget cuts

Summarize action plans

Describe the onboarding of new clients

Detail minutes from a meeting

Request recommendations or feedback

Notify employees of a company problem or solution

Sending an electronic memo to groups of employees is beneficial because it gives them a centralized location to view company details. Everyone receives the same information at the same time instead of hearing it through the grapevine.

How to format a memo

There are several ways to structure a memo, but most memos have the same formatting elements. Feel free to customize your memo template to match the tone and content of the message you want to send.

First things first: get off on the right foot by starting your memorandum with a great subject line. The best memo subject lines should be as specific as possible.

For example, instead of labeling your memo letter as “Company Event,” make the subject line “Annual Holiday Party: Date and Details.”

A clear subject line lets people know exactly what your memo describes before opening it. It also makes finding the memo easier because that means employees won’t have multiple memos with the same subject line in their inbox.

There are several key factors you should include in your memo heading. Always have the date, who you’re sending it to, and who the memo is from. This information will provide context about the message’s contents. 

Body message

The body of the memo captures the main purpose of the message. Use the opening paragraph to state precisely what the rest of the document will be about. Keep the beginning section short to get your message across most effectively. 

Paragraph 1 : Use statements such as “I am writing to inform you” and “I am requesting information on” at the beginning of this paragraph. This first paragraph should include the most important information in the memo. 

Paragraph 2 : The second paragraph will give you a chance to provide additional details and dive more into the topic.

Paragraph 3 : Your third paragraph is where you give your request. An example of this would be asking a department for feedback on a project , or to RSVP to a company event by a certain date.  

Some memos don’t have an ask associated with the information you present. If this is the case, then you can use that space as an opportunity to thank your colleagues for their time.

Before sending a memo to your coworkers, check your mass communication policy at your company. Some companies will require additional steps, such as adding your organization’s logo, company name, or having standardized font sizes. You might also need to get approval or permission before sending it out.

Tips for writing a memo

Now that you know what to include in your memo, it’s time to hone in on the correct tone and formatting. Below are some tips to keep in mind when writing an effective business memo.

Keep a professional tone : Always keep your tone professional, but feel free to tailor it to your audience and objective.

Avoid acronyms and abbreviations : Spell out acronyms and abbreviations so all recipients can understand your message.

Keep your memo to one page : Try to fit your copy into three paragraphs to briefly get your point across.

Use attachments when necessary : Feel free to add attachments or flyers to give additional context to your memo if needed.

Think about your target audience : Change the message of your email depending on who you’re writing to.

Keep formatting consistent : Maintain the same font, paragraph structure, punctuation, and grammar throughout the piece.

Stay clear and concise : Make your request or announcement at the beginning of the memo document.

Remain objective : Stick to the facts and refrain from personal bias when writing a business document.

By following these tips and knowing what to include, you can create a professional and concise memo time and time again.

Types of memos

There are three memo styles: suggestive, confirmation, and request. The general format and business writing style remain similar among the three types of memos. The difference lies in looking at your audience, tone, and object. 

Suggestive memo

Sending a suggestive memo is a great way to find solutions to company problems. They often encourage creative thinking , brainstorms , and group discussions. 

When you’re sending a suggestive memo, it’s best to use positive and encouraging language. This language will help to get your coworkers excited to find out-of-the-box ideas.

Example: Send a suggestive memo if you’re an advertising agency looking for a group discussion on new ideas for a brand campaign.

Confirmation memo

Use confirmation memos to confirm verbal agreements by putting them in writing. Make sure to highlight the important aspects of the agreement between the parties, so everyone has a clear understanding of the objectives.

End the memo document by asking the other party if they need additional clarification or need to change any details. This will help avoid any mix-ups or misunderstandings once the project begins.

Example : If you are a team lead of a marketing team, you may send a confirmation memo to your company’s DevOps team while collaborating on a project. It would cover the project deliverables , make sure all stakeholders understand the project scope , and ensure no one has any questions.

Request memo

A request memo is a document or email you can send your company when you have a request. Start this type of memo by justifying why you need a request completed.

Keep your tone professional and persuasive when you give your recommendations for how to solve the problem. While this type of language is always recommended in memos, it’s especially important in request memos.

Example: You would send a request memo if you are a human resources manager and are requesting employees to fill out their insurance information before a deadline.

Memo template

Use our memo template to organize your document and create a successful message each time. When you send out your memorandum, make sure to effectively fill out your subject line, header, and body message.

Project management tools and memos will help you streamline communication

Using a memo template will help you communicate with everybody in your company. Combining it with a project management tool can help you keep all of your memos in one place and allows you to easily send memos to lots of stakeholders and team members. You can even connect memos directly to action items to bring these to-dos and messages to life.

Related resources

3 visual project management layouts (and how to use them)

Grant management: A nonprofit’s guide

Everything you need to know about waterfall project management

Smooth product launches are simpler than you think

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How to write a memo: 8 steps with examples

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What’s a memorandum?

How to write a business memo in 8 steps, when to write a memo, 5 examples of memos, unleashing the power of effective memos.

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.

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.

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, circumstances, 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.

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 a nd 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.

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

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,

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.

Subject: [project name] Update

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!

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.

Subject: [subject] Issue

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.

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.

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.

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.

Subject: Quick kudos

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!

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.

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Elizabeth Perry, ACC

Elizabeth Perry is a Coach Community Manager at BetterUp. She uses strategic engagement strategies to cultivate a learning community across a global network of Coaches through in-person and virtual experiences, technology-enabled platforms, and strategic coaching industry partnerships. With over 3 years of coaching experience and a certification in transformative leadership and life coaching from Sofia University, Elizabeth leverages transpersonal psychology expertise to help coaches and clients gain awareness of their behavioral and thought patterns, discover their purpose and passions, and elevate their potential. She is a lifelong student of psychology, personal growth, and human potential as well as an ICF-certified ACC transpersonal life and leadership Coach.

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Click here to download a .pdf of our Memo Guide !

Last updated : October 7, 2023

Consider keeping a printed copy to have when writing and revising your resume!  If you have any additional questions, make an appointment or email us at [email protected] !

Writing a Memo

Memos have a twofold purpose: they bring attention to problems, and they solve problems. They are used to relay day-to-day communication within organizations. Memos are used to convey decisions, meeting agendas, policies, internal reports, and short proposals. Though there are conventions that memos generally follow, the formatting and layout of a memo may vary per country, organization, audience, and message. The following depicts a sample memo and a quick guide to writing an effective memo.

Quick Guide to Memos

1. format your memo using block format..

• Heading – Include the “Date:”, “To:”, “From:”, and “Subject:” lines. A title of “Memo” or “Memorandum” may be requested at the top of the memo, center aligned, with or without capital letters.
• Date: (month day, year) e.g. July 3, 2023
• To: (readers’ names and job titles) e.g. Boise State University Students
• From: (your name and job title) e.g. Boise State University Writing Center
• Subject: (what the memo is about) e.g. How to format your memo heading!
• Opening segment – In the opening paragraph, state the purpose of communication, overview of message, context & problem, and or specific assignment & task.
• Block formatting – Memos typically follow block formatting rules: the entire message is left justified, single spaced except for an added space between paragraphs, with no extra indentation for paragraphs.

2. Choose an appropriate tone for your audience.

• Memos circulating within an organization reflect that organization’s work culture. Compared to formal communication outside an organization, these memos may be more semi-formal to informal.
• Audiences who are more “traditional” (the word is used loosely here) may necessitate higher formality. Friendly communications between co-workers is likely to be semi-formal. Informal, colloquial language is best reserved for talking to well-known associates or colleagues.
• Audience is very important when it comes to tone. Tone needs to be based around what the audience knows, needs to know, and what action should be taken.
• An effective memo is both detailed and concise. Things needs to be described accurately and well enough to understand, but not filled with unnecessary information

3. When and why to write a memo.

• Ensure that each of the memo’s recipients needs the information it contains. To whom is it relevant?
• Ensure that a memo is the appropriate genre and medium to communicate the message. Would it be more appropriate to communicate the information via a phone call, web call, or in-person?
• Memos are most effectively used when sent to a small to moderate number of people to communicate company or job objectives.

The Writing Center

Memo Examples

#scribendiinc

Written by  Scribendi

Like most forms of writing, memos come with so many rules, instructions, and suggestions that it's easy to forget a few. Since we've already addressed the dos and don'ts of how to write a memo , let's take a moment to look at these rules in practice using the below memorandum examples.

Features of a Memo

While reading over these memo writing examples, pay special attention to the key features of a memo. ask yourself the following questions:.

• Is it addressed to the right audience?
• Does the subject line accurately convey its contents?
• Does it anticipate and address potential objections?
• Is it formatted clearly and consistently?

Learn from Our Memo Format Example

When considering memo writing examples, pay close attention to the structure.

• The opening paragraph should restate the memo's purpose indicated in the subject line.
• Notice also how each of our memo examples' subsequent paragraphs build on this opening statement and explain the memo's purpose in detail.
• Unnecessary information should be removed, and word choice should remain straightforward and professional.

If you are unsure what to include and what to omit from your memo, send it to Scribendi's five-star proofreading service . 

For an example of standard memo writing format, read on.

Memo Example 1: A General Office Memo

To: All Staff

From: The Manager

Date: May 27, 2021

Subject: Inappropriate use of time on Google Doodle games

It has come to my attention that many in the office have been spending time on the Google home page microgames. This memo is a reminder to use your work hours for work.

According to a recent article, the estimated daily cost of people collectively playing these games instead of working is over $120 million—which is calculated based on the daily average increased time spent on the Google home page (36 seconds).

If these estimates are applied to our 600 office employees, this results in a nearly $700 weekly loss.

This is a conservative estimate considering the extensive discussions that occur about beating the office's current high score. The extra cost quickly adds up.

Of course, we don't want you to view our organization as a place of drudgery and draconian rules. I encourage a fun and competitive environment, and I recognize that we certainly won't be profitable if you are unhappy or dissatisfied with your jobs. This is just a reminder to be careful with your use of company time.

The Manager

Wright, Tony. (2010). The Tragic Cost of Google Pac-Man – 4.82 million hours . Retrieved May 26, 2010 from: https://blog.rescuetime.com/the-tragic-cost-of-google-pac-man-4-82-million-hours/

Memo Example 2: A Departmental Memo

To: Computer Programming Division

From: Vice President Lumbergh

Date: February 19, 2021

Subject: Attaching cover sheets to TPS reports

This is to remind the division that, starting today, we are now filing all Testing Procedure Specification (TPS) reports with new cover sheets.

The reason for this change is simple. In addition to a new format, the cover sheets provide a summary of the report as well as the updated legal copy. The new cover sheets also include Initech's new logo.

Though this change may initially seem like a headache and an extra step, it is necessary to include the new cover sheets due to their updated information. Failing to do so will result in a confusing and inaccurate product being delivered to our customers.

Please be sure to follow this new procedure.

Best regards,

Vice President Lumbergh

Memo Example 3: A Memo Example to Students

To: All First-Year Psychology Students

From: Professor Jenkins

Date: October 23, 2021

Subject: Update to this week's assignment

Dear Students,

This is to let you know there is a mistake in the reading list for this week.

The literature list you all received is from last year and is outdated. We have since made changes, and these changes are outlined below.

Instead of reading Chapters 1–3 of The Science of Psychology , and Chapters 6–8 of Neurobiology , read Chapters 2–3 of The Science of Psychology  and Chapters 5–8 of Neurobiology .

Please be sure to follow these new instructions.

Professor Jenkins

By following these memorandum examples and our memo writing format and addressing your audience in clear, concise language, you'll make your correspondence more effective. 

If you're short for time or would like an expert to review your memo, try Scribendi's proofreading service . 

Polish Your Writing with Professional Proofreading

Try our business proofreading service , or get a free sample, about the author.

Scribendi's in-house editors work with writers from all over the globe to perfect their writing. They know that no piece of writing is complete without a professional edit, and they love to see a good piece of writing transformed into a great one. Scribendi's in-house editors are unrivaled in both experience and education, having collectively edited millions of words and obtained numerous degrees. They love consuming caffeinated beverages, reading books of various genres, and relaxing in quiet, dimly lit spaces.

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How to Write a Memo

Last Updated: November 30, 2023 Fact Checked

This article was co-authored by Mary Erickson, PhD . Mary Erickson is a Visiting Assistant Professor at Western Washington University. Mary received her PhD in Communication and Society from the University of Oregon in 2011. She is a member of the Modern Language Association, the National Communication Association, and the Society for Cinema and Media Studies. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 6,670,468 times.

Memos are a great way to communicate big decisions or policy changes to your employees or colleagues. It’s important that you take the time to craft a good memo so your message comes across how you want it to.

Things You Should Know

• Write a clear heading. Then, add 2-3 sentences to introduce the problem or issue and state your proposed solution.
• Specify any actions the recipients need to take and conclude with a summary restating the next steps.
• Review and proofread the memo carefully before you send it out.

Sample Memos

Writing the Memo’s Heading

• Double space between this line and the next line of the heading.

• If you are sending a memo to the entire staff, you might write: “TO: All Employees.”

• For example, instead of writing, “Ants,” for the subject, be more specific by writing, “Ant Problem in the Office.”

• A sample heading would look like: TO: Name and job title of the recipient FROM: Your name and job title DATE: Complete date when the memo was written SUBJECT: (or RE:) What the memo is about (highlighted in some way)
• When constructing the heading, be sure to double space between sections and align the text.
• You may choose to add a line below the heading that goes all the way across the page. This will separate the heading from the body of the memo.

Writing the Body of the Memo

• Think about your audience’s priorities and concerns are.
• Try to anticipate any questions your readers might have. Brainstorm some content for the memo, such as examples, evidence, or other information that will persuade them.
• Considering the audience also allows you to be sensitive to including any information or sentiments that are inappropriate for your readers.

• As a general guideline, the opening should take up about one paragraph.

• If it’s relevant, continue your memo by stating why the policy is being implemented. For example, you might write: “The county government voted to require all employees in the county to receive a $15/hour minimum wage.”

• Feel free to include graphics, lists, or charts, especially in longer memos. Just be sure they are truly relevant and persuasive.
• For longer memos, consider writing short headings that clarify the content of each category. For example, instead of stating "Policies," write "New policies regarding part-time employees." Be specific and brief in every heading so that the basic point of your memo is apparent to the reader right away.

• For example, you might write, “All employees must use the new accounting system by June 1, 2015.”
• This can also include some evidence to back up your recommendations.

• You might write, "I will be glad to discuss these recommendations with you later on and follow through on any decisions you make."
• You might end with something like, “We are excited about the expansion of this product line. We’re confident that this will grow our business and make this company a more sustainable business.”
• This should generally be one to two sentences in length.

Finalizing the Memo

• Use block style paragraphs. Double space between paragraphs. Do not indent each paragraph.

• Review for spelling, grammar, and content errors. Pay particular attention to names, dates, or numbers.
• Check that it is not excessively long, and cut out any extraneous material.

• If you are creating a digital document (to use for emailing, for example), you might want to create your own letterhead in a Word document that has your company logo and basic contact information. Use this as your memo template for every memo you send out.

• If you send your memo via email, you might want to format your email in HTML . Alternately, you can save your memo as a PDF and attach it to your email.

Using Memo Templates

• Download the template that best fits your needs.
• Be sure to read the terms of use before using any templates from a web source.

• It’s a good idea to use the latest version of Microsoft Word in order to ensure that you will not run into any unforeseen software problems and that the template will operate as it was designed to function. If you are operating on an older version of Microsoft Word, simply update your software before downloading any templates.

• Maintain the template’s formatting. This will ensure that your paragraph alignment is proper and you have the correct margins and font size.
• If necessary, you can even customize the memo to use a table. This is sometimes a good idea, especially if using a bullet list or something similar makes the memo look too crowded or difficult to read.
• Make sure that you have deleted any words that were already in the template. Also, carefully proofread your memo before sending it.

Community Q&A

• Don't give too many whys. It's important to explain why you want something done, but don't overdo it. Thanks Helpful 0 Not Helpful 0
• Memos should be always brief. Thanks Helpful 0 Not Helpful 1

You Might Also Like

• ↑ http://www.fsb.muohio.edu/heitgedl/Memo%20writing%20tips%20ACC333%20SP06.pdf
• ↑ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/memos/parts_of_a_memo.html
• ↑ https://openoregon.pressbooks.pub/lbcctechwriting/chapter/4-2-memos/
• ↑ https://www.indeed.com/career-advice/career-development/memo-format
• ↑ https://www.grammarly.com/blog/how-to-write-memo/
• ↑ https://writingcenter.uagc.edu/writing-business-memo

About This Article

The best way to write a memo is to start with a 1-paragraph introduction that explains what’s happening or what you want people to do and why. Then, write a body that includes more background information and evidence that supports the decision you’re notifying people about. If people need to take action, make it clear what they need to do and when. Conclude your memo with a friendly summary that reiterates why you think the decision is for the best. For more advice from our reviewer, like how to write a memo heading and sign a memo, read on! Did this summary help you? Yes No

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Business Communication  - How to Write a Clear Business Memo

Business communication  -, how to write a clear business memo, business communication how to write a clear business memo.

Business Communication: How to Write a Clear Business Memo

Lesson 10: how to write a clear business memo.

/en/business-communication/how-to-write-an-effective-business-email/content/

How to write a clear business memo

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.

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.

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• About Informed Consent
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• Writing a Policy Memo
• Writing a Reflective Paper
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• Generative AI and Writing
• Acknowledgments

A policy memo is a practical, professionally written document that can vary in length from one page to over twenty-five pages. It provides analysis and recommendations directed to a predetermined audience regarding a specific situation, topic, or issue. A well-written policy memo reflects attention to the policy problem. It is well organized and structured in a clear and concise style that assumes the reader possesses limited knowledge of, as well as little time to conduct research about, the topic of concern. There is no thesis statement or overall theoretical framework underpinning the document; the focus is on describing one or more specific policy recommendations and their supporting action items.

Bhasin, Tavishi and Charity Butcher. “Teaching Effective Policy Memo Writing and Infographics in a Policy Programme.” European Political Science 21 (2022): 1-17; Davis, Jennifer. Guide to Writing Effective Policy Memos. MIT OpenCourseWare, Water and Sanitation Infrastructure Planning in Developing Countries, Spring 2004; Judge, Andrew. "Designing and Implementing Policy Writing Assessments: A Practical Guide." Teaching Public Administration 39 (2021): 351-368; Pennock, Andrew. “The Case for Using Policy Writing in Undergraduate Political Science Courses.” PS: Political Science and Politics 44 (January 2011): 141-146.

How to Approach Writing a Policy Memo

Benefits of Writing a Policy Memo

Writing a policy memo is intended to support the following learning outcomes:

• Helps students learn how to write academically rigorous, persuasive papers about a specific “real-world” issue;
• Teaches how to choose and craft a document’s content based on the needs of a particular audience [rather than for a general readership];
• Prepares students to write an effective position paper in non-academic settings;
• Promotes researching, organizing, and writing a persuasive paper that emphasizes presenting evidence-based recommendations rather than simply reporting a study's findings;
• Teaches students to be client-oriented and to better anticipate the assumptions and concerns of their targeted readership;
• Encourages reflective thinking about the cause and consequential effect of a particular recommendation and to anticipate what questions stakeholder groups may have; and,
• Enables students to create original work that synthesizes policy-making research into a clearly written document advocating change and specific courses of action.

Do not approach writing a policy memo in the same way as you would an academic research paper . Yes, there are certain commonalities in how the content is presented [e.g., a well-written problem statement], but the overarching objective of a policy memo is not to discover or create new knowledge. It is focused on providing to a predetermined group of readers the rationale for choosing a particular policy alternative and/or specific courses of action leading to positive social and political change within society. In this sense, most policy memos possess a component of advocacy and advice intended to promote evidence-based dialog about an issue.

Essential Elements of an Effective Policy Memo Focus and Objectives The overall content of your memo should be strategically aimed at achieving the following goal: convincing your target audience about the accuracy of your analysis and, by extension, that your policy recommendations are valid. Avoid lengthy digressions and superfluous narration that can distract the reader from understanding the policy problem. Note that your target audience is defined in two ways: by the decision-makers who can advocate for or implement change and by individuals and groups most likely impacted by your policy recommendations should they be implemented. Professionally Written Always keep in mind that a policy memorandum is a tool for decision-making. Keep it professional and avoid hyperbole and clever or indeterminate language that could undermine the credibility of your document. The presentation and content of the memo should be polished, easy to understand, and free of jargon. Writing professionally does not imply that you can’t be passionate about your topic, but your policy recommendations should be evidence-based and grounded in solid reasoning and a succinct writing style. Evidence-based A policy memo is not an argumentative debate paper. The reader should expect your recommendations to be based upon evidence that the problem exists and understand the consequences [both good and bad] of adopting particular policy alternatives. To address this, policy memos should include a clear cost-benefit analysis that considers anticipated outcomes, the potential impact on stakeholder groups you have identified, clear and quantifiable performance goals, and how success will be measured. Accessibility A policy memo requires clear and simple language that avoids unnecessary jargon and concepts of an academic discipline. Do not skip around. Use one paragraph to develop one idea or argument and make that idea or argument explicit within the first one or two sentences. Your memo should have a straightforward, explicit organizational structure that provides well-explained arguments arranged within a logical sequence of reasoning [think in terms of an if/then logic model--if this policy recommendation, then this action; if this benefit, then this potential cost; if this group is allocated resources, then this group may be excluded]. Presentation Style The visual impact of your memo affects the reader’s ability to grasp your ideas quickly and easily. Include a table of contents and list of figures and charts, if necessary. Subdivide the text using clear and descriptive headings to guide the reader. Incorporate devices such as capitalization, bold text, and bulleted items, but be consistent, and don’t go crazy; the purpose is to facilitate access to specific sections of the paper for successive readings. If it is difficult to find information in your document, policy makers will not use it. Practical and Feasible Your memorandum should provide a set of actions based on what is actually happening in reality. Do not base your policy recommendations on future scenarios or hypothetical situations that could be interpreted as unlikely to occur or that do not appear possible because you have not adequately explained the circumstances supporting these scenarios. Here again, your cost-benefit analysis can be essential to validating the practicality and feasibility of your recommendations. Explicit Transparency Provide specific criteria to assess either the success or failure of the policies you are recommending. As much as possible, this criteria should be derived from your cost/benefit analysis. Do not hide or under-report information that does not support your policy recommendations. Just as you would note the limitations of your study in a research paper, a policy memo should describe issues of weakness of your analysis. Explain why they may arise and why your recommendations are still valid despite these issues. Be open and straightforward because doing so strengthens your arguments and it will help the reader assess the overall impact of recommended policy changes.

NOTE: Technically, it would not be wrong for your policy memo to argue for maintaining the status quo. However, the general objective of a policy memo assignment is to critically examine opportunities for transformative change and to highlight the risks of on-going complacency. If you choose to argue for maintaining the current policy trajectory, in whole or in part, be concise in identifying and systematically refuting all relevant policy options. Again, it must be rooted in an evidence-based cost/benefit analysis. Whether maintaining current policies is short-term or long-term [and these need to be clearly defined], you must explain concisely why each possible outcome of maintaining the status quo would be preferable to any alternative policy options and recommended courses of action. If your argument for maintaining the status quo is short-term, explain what factors in the future could trigger a policy-related course correction.

Herman, Luciana. Policy Memos. John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo. Student Learning Center. University of California, Berkeley; Policy Memo. Thompson Writing Program, Writing Studio. Duke University; Policy Memo Guidelines. Cornell Fellows Program. Cornell University; Memo: Audience and Purpose. The Writing Lab and The OWL. Purdue University; Policy Memo Requirements and Guidelines, 2012-2013 edition. Institute for Public Policy Studies. University of Denver; Thrall, A. Trevor. How to Write a Policy Memo. University of Michigan--Dearborn, 2006; Mastro, Oriana Skylar. "Teach What you Preach: A Comprehensive Guide to the Policy Memo as a Methods Teaching Tool." Journal of Political Science Education 17 (2021): 326-340; Writing Effective Memos. Electronic Hallway. Daniel J. Evans School of Public Affairs. University of Washington; Writing Effective Policy Memos. Water & Sanitation Infrastructure Planning syllabus. Spring 2004. Massachusetts Institute of Technology.

Structure and Writing Style

The contents of a policy memo can be organized in a variety of ways. Below is a general template adapted from the “Policy Memo Requirements and Guidelines, 2012-2013 edition” published by the Institute for Public Policy Studies at the University of Denver and from suggestions made in the book, A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving [Eugene Bardach. 4th edition. Thousand Oaks, CA: Sage, 2012] . Both sources provide useful approaches to writing a policy memo in the event your professor does not provide specific guidance. Overall, the tone of your writing should be formal but assertive. Note that the most important consideration in terms of writing style is professionalism, not creativity. I.  Cover Page Provide a complete and informative cover page that includes the document title, date, the full names and titles of the writer or writers [i.e., Joe Smith, Student, Department of Political Science, University of Southern California]. The title of the policy memo should be formally written and specific to the policy issue [e.g., “Charter Schools, Fair Housing, and Legal Standards: A Call for Equal Treatment”]. For longer memos, consider including a brief executive summary that highlights key findings and recommendations.

II.  Introduction and Problem Definition A policy memorandum should begin with a short summary introduction that defines the policy problem, provides important contextual background information, and explains what issues are being covered. This is followed by a short justification for writing the memo, why a decision needs to be made [answering the “So What?” question], and an outline of the recommendations you make or key themes the reader should keep in mind. Summarize your main points in a few sentences, then conclude with a description of how the remainder of the memo is organized.

III.  Methods This is usually where other research about the problem or issue of concern is summarized. Describe how you plan to identify and locate the information on which your policy memo is based. This may include peer-reviewed journals and books as well as possible professionals you interviewed, databases and websites you explored, or legislative histories or relevant case law that you used. Remember this is not intended to be a thorough literature review; only choose sources that persuasively support your position or that help lay a foundation for understanding why actions need to be taken.

IV.  Issue Analysis This section is where you explain in detail how you examined the issue and, by so doing, persuade the reader of the appropriateness of your analysis. This is followed by a description of how your analysis contributes to the current policy debate. It is important to demonstrate that the policy issue may be more complex than a basic pro versus con debate. Very few public policy debates can be reduced to this type of rhetorical dichotomy. Be sure your analysis is thorough and takes into account all factors that may influence possible strategies that could advance a recommended set of solutions.

V.  Proposed Solutions Write a brief review of the specific solutions you evaluated, noting the criteria by which you examined and compared different proposed policy alternatives. Identify the stakeholders impacted by the proposed solutions and describe in what ways they will benefit from your proposed solution. Focus on identifying solutions that have not been proposed or tested elsewhere. Offer a contrarian viewpoint that challenges the reader to take into account a new perspective on the research problem. Note that you can propose solutions that may be considered radical or unorthodox, but they must be realistic and politically feasible.

VI.  Strategic Recommendations Solutions are just opinions until you provide a path that delineates how to get from where you are to where you want to go. Describe what you believe are the best recommended courses of action [i.e., "action items"]. In writing this section, state the broad approach to be taken, with specific, practical steps or measures that should be implemented. Be sure to also state by whom and within what time frame these actions should be taken. Conclude by highlighting the consequences of maintaining the status quo [or if supporting the status quo, why change at this time would be detrimental]. Also, clearly explain why your strategic recommendations are best suited for addressing the current policy situation.

VI.  Limitations As in any academic paper, you must describe limitations to your analysis. In particular, ask yourself if each of your recommendations are realistic, feasible, and sustainable, and in particular, that they can be implemented within the current bureaucratic, economic, political, cultural, social, or other type of contextual climate in which they reside. If not, you should go back and clarify your recommendations and provide further evidence as to why the recommendation is most appropriate for addressing the issue. It does not necessarily undermine the overall recommendations of your study if the limitation cannot be overcome, but you must clearly acknowledge this. Place the limitation within the context of a critical issue that needs further study in concurrence with possible implementation [i.e., findings indicate service learning promotes civic engagement, but there is a lack of data on the types of service learning programs that exist among high schools in South Central Los Angeles].

VII.  Cost-Benefit Analysis This section may be optional but, in some cases, your professor may ask you to include an explicit summary analysis of the costs and benefits of each recommendation. If you are asked to include a separate cost-benefit analysis, be concise and brief. Since most policy memos do not have a formal conclusion, the cost-benefit analysis can act as your conclusion by summarizing the key differences among policy alternatives and recommended courses of action.

Bardach, Eugene. A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving . 4th edition. Thousand Oaks, CA: Sage, 2012; Herman, Luciana. Policy Memos. John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo. Student Learning Center. University of California, Berkeley; Policy Memo Guidelines. Cornell Fellows Program. Cornell University; Memo: Audience and Purpose. The Writing Lab and The OWL. Purdue University; Pennock, Andrew. “The Case for Using Policy Writing in Undergraduate Political Science Courses.” PS: Political Science and Politics 44 (January 2011): 141-146; Policy Memo Requirements and Guidelines, 2012-2013 edition. Institute for Public Policy Studies. University of Denver; Thrall, A. Trevor. How to Write a Policy Memo. University of Michigan--Dearborn, 2006; Sajedinejad, S., et al. From Research to Impact: A Toolkit for Developing Effective Policy Briefs . Toronto, Ontario: Policy Bench, Fraser Mustard Institute of Human Development, University of Toronto, 2021; What Are Policy Briefs. FAO Corporate Document Repository. United Nations; Writing Effective Memos. Electronic Hallway. Daniel J. Evans School of Public Affairs. University of Washington; Writing Effective Policy Memos. Water & Sanitation Infrastructure Planning syllabus. Spring 2004. Massachusetts Institute of Technology.

Proofreading the Memo

Problems to Avoid

The style and arrangement of an effectively written memo can differ because no two policies, nor their intended audience of readers, are exactly the same. Nevertheless, before you submit your policy memo, be sure you proofread the document so that you avoid these common problems. If you identify one or more of these problems, you should rewrite or re-organize the content accordingly.

1.  Acknowledge the Law of Unintended Consequences . No policy analysis is complete until you have identified for whom the policy actions are supposed to benefit and identify what groups may be impacted by the consequences of their implementation. Review your memo and make sure you have clearly delineated who could be helped and who could be potentially harmed or excluded from benefiting from your recommended policy actions. As noted by Wilcoxen, this is also important because describing who may or may not benefit can help you anticipate which stakeholder groups will support your policy recommendations and which groups will likely oppose it. Calculating potential "winners" and "losers" will help reveal how much it may cost to compensate those groups excluded from benefiting. By building this compensation into your policy recommendations, you are better able to show the reader how to reduce political obstacles.

2.  Anticipate the Reader's Questions . Examine your recommended courses of action and identify any open-ended, declarative, indeterminate, or ambiguous statements that could lead the reader to have to ask further questions. For example, you declare that the most important factor supporting school choice among parents is distance from home. Without clarification or additional information, this could lead the reader to ask numerous questions, such as, why or by what means do you know this, what distance is considered to be too far, what factors contribute to parent's decision about school choice and distance from schools, or what age group does this most apply to. Clarify these types of open-ended statements so that your policy recommendations can be more fully understood and accepted as valid.

3.  Be Concise . Being succinct in your writing does not relate to the overall length of the policy memo or the amount of words you use. It relates to your ability to provide a lot of information clearly and without superfluous detail. Strategies include r eviewing long paragraphs and breaking them up into parts, looking for long sentences and eliminating unnecessary qualifiers and modifiers, and deleting prepositional phrases in favor of adjectives or adverbs. The overarching goal is to be thorough and precise in how your ideas are presented and to avoid writing that uses too many words or excessively technical expressions.

4.  Focus on the Results . While it is important that your memo describe the methods by which you gathered and analyzed the data informing your policy recommendations, the content should focus on explaining the results of your analysis and the logic underpinning your recommendations. Remember your audience. The reader is presumably a decision-maker with limited knowledge of the issue and who has little time to contemplate the methods of analysis. The validity of your findings will be determined primarily by your reader's determination that your policy recommendations and supporting action items are realistic and rooted in sound reasoning. Review your memo and make sure the statement about how you gathered the data is brief and concise. If necessary, technical issues or raw data can be included in an appendix.

5.  Minimize Subjective Reasoning . Although the memo should be persuasive, avoid emphasizing your personal opinion about the topic. A policy memo should be written in a professional tone with recommendations based upon empirical reasoning while, at the same time, reflecting a level of passion about your topic. However, being passionate does not imply being opinionated. The memo should emphasize presenting all of the facts a reader would need to reach their own conclusions about the validity of your recommendations.

6.  Use of Non-textual Elements . Review all tables, charts, figures, graphs, or other non-textual elements and make sure they are labeled correctly. Examine each in relation to the text, making sure they are described adequately and that they relate to the overall content of your memo. If these elements are located in appendices, make sure references to them within the text are correct [i.e., reference to Figure 2 is actually the table you want the reader to look at].

Bardach, Eugene and Eric M. Pataschnik. A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving . 5th edition. Thousand Oaks, CA: Sage, 2016; Herman, Luciana. Policy Memos. John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo. Student Learning Center. University of California, Berkeley; Memo: Audience and Purpose. The Writing Lab and The OWL. Purdue University; Policy Memo Requirements and Guidelines, 2012-2013 edition. Institute for Public Policy Studies. University of Denver; Wilcoxen, Peter J. Tips on Writing a Policy Memo. PAI 723, Economics for Public Decisions Course Syllabus. Maxwell School of Citizenship and Public Affairs, Syracuse University.

Writing Tip

Difference Between a Policy Memo and a Policy Brief

A policy memo and a policy brief share much in common. They both describe the rationale for choosing particular policy alternatives or courses of action, they both contain persuasive language, and both documents are written for non-experts, such as, practitioners, politicians, non-governmental agency workers, lobbyists, and others who work on or regularly make decisions about the issue addressed in the document. Both documents are free of jargon or technical terminology and focus on communicating the practical implications of prior policy research to a specific audience based on available evidence.

Ironically, however, a policy memo is typically shorter in length than a policy “brief.” A policy memo usually ranges from one to twent-five pages, while a policy brief can be anywhere from twenty to more than a hundred pages in length depending on the complexity of the topic. Therefore:

• A policy brief is commonly produced in response to a request from a decision-maker concerning an issue that requires more thorough information to address the underlying policy problem or they are produced by an advocacy group or organization for the purpose of influencing a specific policy, often in an urgent tone. Non-textual elements , such as, figures, charts, graphs, or diagrams, are often included.
• A policy memo is concisely written and presents information, ideas, and recommendations clearly so the reader can quickly scan the document for the most relevant points. Policy memos focus on brevity and often synthesize existing evidence in language that is direct, specific, and with minimal background information or historical context. Non-textual elements are only included if necessary.

Guide to Writing an Effective Policy Memo. Leadership for Educational Equity, New York; Policy Briefs. The Writing Center, University of North Carolina;  Policy Memo. Writing Studio, Duke University; Manny, Karoline. What is a Policy Brief/Memo? Grace Doherty Library, Centra College; Sajedinejad, S., et al. From Research to Impact: A Toolkit for Developing Effective Policy Briefs . Toronto, Ontario: Policy Bench. Fraser Mustard Institute of Human Development, University of Toronto, 2021.

Another Writing Tip

Citing Sources

Policy memos generally do not include extensive footnotes, endnotes, further readings, or a bibliography. However, if you use supporting information in a memo, cite the source in the text. For example, you may refer to a study that supported a specific assertion by referencing it in the following manner: "A study published in 2012 by the Eagleton Center for Public Interest Polling showed that public opinion towards China was....” However, some assignments may require a formal list of references. Before writing your memo, be sure you are clear about how your professor wants you to cite any sources referred to in your analysis.

Policy Memo. Thompson Writing Program, Writing Studio. Duke University.

Yet Another Writing Tip

Using Non-Textual Elements

Policy memos are not just text-based but frequently include numeric tables and charts or other non-textual elements, such as photographs, maps, and illustrations. However, it is important that you use non-textual elements judiciously and only in relation to supplementing and clarifying arguments made in the text so as not to distract the reader from the main points of your memo . As with any non-textual elements, describe what the reader is seeing and why the data is important to understanding the policy problem.

Still Yet Another Writing Tip

Including Appendices

The purpose of an appendix is to provide supplementary material that is not an essential part of the main text but which may be helpful in providing the reader with more complete information. If you have information that is vital to understanding an issue discussed in the memo, it can be included in one or more appendices. However, if you have a lot of information, don't write a five page memo and include twenty pages of appendices. Memos are intended to be  succinct and clearly expressed. If there is a lot of data, refer to the source and summarize it, or discuss with your professor how it should be included.

• ~[123]~: Mar 6, 2024 1:00 PM
• ~[124]~: https://libguides.usc.edu/writingguide/assignments

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Master the Legal Memo Format

September 20, 2022

[Bloomberg Law’s Essential Career Toolkit can help you excel in class and jump-start your legal career to successfully transition from law student to lawyer.]

What is the legal memo assignment?

The legal memo is an objective memorandum that provides you the opportunity to review and research relevant case law, investigate relevant facts using available resources, analyze those facts under that law, and impartially assess the potential outcome of a matter. The legal memo is an assignment that law firm associates are frequently asked to provide to senior attorneys.

Far too often, however, the assigning attorney takes one look at the result and replies, “I knew this already.” To prevent this outcome, it’s important to write a legal memo with sufficient understanding of audience, scope, purpose, and format. With proper planning, law firm associates can maximize the odds of favorable reception at the outset.

Bloomberg Law can help you understand and apply legal issues to your legal memo assignment, so your final product addresses all relevant points right out of the gate.

What’s the difference between a closed legal memo and an open legal memo?

A closed legal memo is an assignment where you are given the case law or other primary law to be used in your writing. Far more challenging is an open legal memo, where you will need to research and identify the relevant law, investigate and analyze the most legally significant facts involving a particular client, and provide a critical assessment of how the court may apply the law to the matter.

By extension, unlike a court brief, the legal memo is not the place to wager a legal opinion or argue facts. The legal memorandum serves as an objective standalone document and identifies the risks and any unknown facts that need investigation. It should maintain an impartial tone, with no implied preference for one side or the other.

What’s the standard legal memo format?

Generally, a legal memorandum comprises six sections, with the following information:

1. Heading or caption

A section, titled, “Memorandum,” identifies the recipient (To: _______), the author (From: ____), the assignment submission date (typically in MMMM DD YYYY format), and subject of the memo (Re: __________).

2. Question presented

A brief one-sentence statement that defines how the law applies to the legal question at hand, and the jurisdiction where the matter will be decided. The question presented is specific and impartial and doesn’t assume a legal conclusion.

3. Brief answer

A quick-hit legal prediction to the question presented, based on a short (four to five sentences) explanation that references relevant law and facts.

4. Statement of facts

A concise, impartial statement of the facts that captures the heart of the legal matter, as well as current and past legal proceedings related to the issue. The facts can be chronological or grouped thematically, whichever format presents the facts in the clearest manner.

5. Discussion

Restates the main facts and delineates the overarching legal rule. Several paragraphs outline the various legal topics to be addressed in the case and provide an analysis of the legal issues, usually ordered in subsections.

6. Conclusion

The assigning attorney will likely read this section first. It predicts how the court will apply the law, and how confident you are in your prediction based on the data. With an impartial advisory tone, you identify next steps and propose a legal strategy to proceed.

How to write a legal memo

Legal research memos can come in many forms—from broad 50-state surveys to more nuanced research on a particular point of law—but whatever the format, it’s important that you fully understand the task entrusted to you before you start typing.

If you tackle your assignment by following the recommended approaches in the legal memo example below, you’ll be more likely to find an appreciative supervising attorney, deliver better work product, cut down on the number of drafts required to arrive at a final product, and, most importantly, please the client.

Learn the essentials of litigation writing, research, and document review with our Core Litigation Skills Practical Guidance Toolkit , available to Bloomberg Law subscribers.

Legal memorandum sample assignment

Assignment:  Prepare an open legal memo on whether, under the Fourteenth Amendment’s Due Process Clause, there is personal jurisdiction over a foreign car manufacturer involving a products liability case.

Step 1: Understand the legal issues

Review legal memo assignment materials.

In an open legal memo, you will be tasked with researching relevant primary and secondary resources, such as from national, single, or multiple state entities, as well as appeals circuits, to include in your analysis.

Locate secondary sources

Secondary sources, such as books, treatises, law reviews, legal analysis publications, and Practical Guidance are a great starting point to assist with your legal memo research. Although secondary sources are not binding on courts, meaning courts are not required to follow these sources, they are still helpful tools to use when you know little about a topic.

However, remember that while you may know little about a topic, the same may not hold true for your audience. Readers like law partners and assigning attorneys will already know general law. Identify your audience’s presumed level of knowledge, then the most mission-critical questions to address. These identified gaps will inform your fact-finding and research.

Use secondary resources to better fill in the main legal topics and issues as they relate to the facts in the legal memo assignment. Your legal research should help frame the issue and lead to other relevant materials, including cases and statutes.

Throughout, utilize legal memo space wisely. Remember, legal memo length varies by subject. Some topics require only a short summary, while others compel long-form treatment. For guidance, search your firm’s office document management system for previous legal memos.

Sample assignment – Step 1

Understand the legal issues:  Legal research depends on the right search terms. In the case, for example, you can use the keywords: (“personal jurisdiction” and manufacture!)) to locate relevant resources on the Bloomberg Law platform.

More broadly, while your search into secondary sources may span books and treatises, law review articles, and other legal analysis publications, make sure to vet all legal authorities for relevance.

[Research tip: It can be challenging to know all relevant keywords. Bloomberg Law provides a convenient search results page, where relevant article blurbs showcase additional keywords to explore. Based on targeted keywords, you can better gather the most relevant background information to assist with your analysis.]

Step 2: Develop a research plan

Identify primary law.

Primary sources can often be identified with research tools, such as court opinions searches for relevant case law. However, primary sources are not always apparent. In such cases, work your way backward. Reviewing secondary sources can help you identify a list of relevant primary law resources, like case law and related statutes. Keep your research organized and create a research plan to identify key resources. The research plan will list the relevant primary law and how the case or statute relates to your comprehensive legal analysis.

Stay organized

Save the relevant cases and statutes to a designated workspace. Bloomberg Law provides a streamlined and secure digital working area where you can add your notes as well as upload and store your drafts to keep organized.

Sample assignment – Step 2

Develop a research plan:  In the  assignment, some legal research may mention cases on what contacts a foreign defendant must have for the court to have personal jurisdiction over it, such as Ford Motor Co. v. Montana Eighth Judicial District Court .  Read through these articles to reveal additional relevant cases and statutes to support your analysis.

Step 3: Confirm your legal memo research

Once you have your research plan, you want to verify all your research to make sure you’re relying on the most current case law available. Bloomberg Law’s litigation tools like the BCite citator tool help you work smarter and faster to validate your case law research—specifically, to determine whether a citation still represents good law and can be relied upon—and helps you to conduct additional research to find more cases and resources that support your legal memo’s findings and conclusions.

Robust verification should ensure you know the following information:

• Composite analysis – the overall treatment of the cited case by other courts.
• Direct history – How a cited case has moved through the court system.
• Case analysis – Cases that have subsequently cited to the case.
• Authorities – Cases relied on by the court in the main case.
• Citing documents – Legal materials, such as court opinions, administrative decisions, and secondary sources that reference your case by citation.

Sample assignment – Step 3

Confirm your research:  To see whether  Ford Motor Co. v. Montana Eighth Judicial District Court  is still good law, you will of course need to pull up and review the case status. As part of this verification, you should review how other courts have treated the case. Once you have verified case status, you can better find additional secondary cases and other sources that cite to your case.

[Research tip: Carefully review whether case law citation can be relied on in your legal memo. While a legal memo is written for internal stakeholders like the assigning attorney, and not for the court system, it may nonetheless serve as a primer for future material.]

Attorneys may later incorporate any case law citations within the legal memo into court filings in support of their arguments. Given this broad potential reach, it’s imperative to verify all case law within your legal memo. Any unverified case law that later makes its way into public documents will result in an admonition from the court.

It is also important not to cherry-pick case citations. Remember the legal memo’s purpose is to inform, not to argue the facts. The legal memo must therefore provide an objective summary of all relevant case law and how it applies to the facts at hand. The omission of negative case law only compromises future legal strategy and heightens client legal exposure.

Step 4: Write an objective analysis

The legal memo showcases your critical legal thinking skills. Use your research plan and research materials to help organize your analysis. Remember to clearly state the law and the facts, in the active voice, and present your analysis in a logical manner.

Even with the IRAC legal memo format (Issue, Rule, Application, and Conclusion), it can be a challenge to write with precision. For example, it may not be clear which details to include in the statement of facts. Skilled legal memo writers often begin with the discussion. With complementary considerations of legal authority and factual criteria, this section clarifies the most legally significant facts and informs other earlier sections like the question presented and brief answer.

Across all stages, Bloomberg Law provides a vast trove of articles and resources to assist you in preparing your legal memo. Whether this is your first or fiftieth legal memo assignment, you can showcase clear and impartial legal analysis in your legal memo and other writing assignments in ways that establish you as a strong legal mind.

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How to Write a Memo Assignment

A memorandum, or memo, is a short document distributed in hard copy (though electronic memos exist as well) throughout an organization to remind employees of meetings, deadlines and other special events. While writing a memo isn't difficult, there is a specific format that official memos follow. Learning how to format and phrase a memo properly can help ensure the message you want to get across to your employees comes across clearly and effectively.

Left justify, each on its own line:

To: From: Date: Subject:

This information tells who the memo goes to, who it's from, when the memo was written, and what the subject of the memo is. Bold each of these elements.

Write the memo in either first or third person. Either of these can be used, depending upon the purpose of the memo. Using first person can be an effective way for the head of the company to get on a more personal level with employees. For subjects that are more relaxed, such as announcing a company party of picnic, first person might be a better choice. A mandatory meeting might benefit from a third person point of view, written with a more formal tone.

Keep the memo as short as possible. Between three and five paragraphs, each with between three and five sentences, is appropriate for most memos. Memos are meant to be short reminders. Be direct in the body of the memo. Get right to the point. If there are any special instructions, try listing them as bullet points when possible. End the memo with contact information for those who may have further questions.

• English Language Center: How to Write a Memo

Carl Hose is the author of the anthology "Dead Horizon" and the the zombie novella "Dead Rising." His work has appeared in "Cold Storage," "Butcher Knives and Body Counts," "Writer's Journal," and "Lighthouse Digest.". He is editor of the "Dark Light" anthology to benefit Ronald McDonald House Charities.

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Army Memo Template

The above template will speed up memo writing time. The fill-in sections can be tabbed through and there are styles set throughout that ensure proper formatting. Example: the Header, Memo For line, and name in the signature block will always be ALLCAPS. The date auto-populates and the Office Symbol and Subject replicate in the headers of all of the memo pages. Courtesy of CW3 Tripp

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