How To Write a Business Memo (With Template and Examples)

A memo, or memorandum, is one of the most common forms of business communication. While the way memos are distributed has changed – emails have taken the place of printed notes and physical company notice boards – they still play a crucial role in keeping all employees on the same page.

How to write a business memo effectively
  1. Keep your subject line concise but also precise. …
  2. Lead with the main topic of your memo. …
  3. Keep your audience top of mind. …
  4. Include only relevant information. …
  5. Choose the right tone. …
  6. Choose the right communication channel. …
  7. Avoid potentially confusing or misleading mistakes.

Writing a Clear Business Memo

How to write a business memo

Follow these steps to help you write your next business memo:

1. List the purpose of the memo in the introductory paragraph

Readers should know instantly what youre communicating to your audience in the introductory paragraph. You need to craft the content of your memo to address questions that employees may have. List the purpose of the memo before expanding on details about the decision-making or what led to the current situation. This way, you give a chronological series of events to give more clarity about the actions employees need to take, if any.

2. Be concise and keep the language positive throughout

Since youre writing this memo to coworkers and managers you interact with daily, keep language positive. Short and clear sentences using active voice help you get your purpose across, which can increase your credibility with your colleagues.

3. Communicate the message of the memo in the subject line

The subject line should tell the reader exactly what they should expect to learn from the memo and give them direction on where to file it in their email folders. For example, a budget update for the marketing department helps the readers understand the subject of the memo and previews potential actions that affect the department and its operations going forward.

4. Use the body paragraph and conclusion to break down your information

The body paragraph elaborates on the decision the company is announcing and how it affects each employee going forward. You want to address potential feelings for employees, but you need to do it in a way thats relatable to staff members. Express your gratitude for their hard work and your plan to work with employees to navigate recurring changes.

What is a business memo?

A business memo is a short yet formal document used for communication between employees. Memos are brief, effective and easy to navigate. They can serve a similar role as a press release, but the exception is the document is primarily for internal use instead of for local and national reporters. Examples of memos your business may need include changes to personnel within an organization or updates on company gatherings like holiday parties or meetings.

Business memo template

Review this business memo template when planning your own:

If applicable, you can list an attachment that supports the decision being announced in the memo. You may need to coordinate an all-staff meeting to explain the memo, in which case you can present those attachments in person instead.

Business memo examples

The following is a sample business memo you can use as a guide for your next document:

Here is another sample business memo you can use as a guide for your next document:

FAQ

What is the format for a business memo?

The format of a memo follows the general guidelines of business writing. A memo is usually a page or two long, single spaced and left justified. Instead of using indentations to show new paragraphs, skip a line between sentences. Business materials should be concise and easy to read.

What are the 7 steps to write a memo?

Most memos have sections including the header , the introduction , the body, the conclusion, and necessary attachments.

How do you write a proper memo?

7 Steps to Write Impressive Memos in Business English
  • Know the Format. Essentially, a memo has just two parts: a heading (which we’ll explain below) and a body (the text of the memo). …
  • Label Your Memo. …
  • Create Your Heading. …
  • Write a Concise Introduction. …
  • Write the Memo Body. …
  • End with a Conclusion. …
  • Proofread.

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