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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.

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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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How to Write a Memo [Template & Examples]

Published: November 17, 2022

Free Business Memo Templates

Templates to announce an organizational change, update, or solution.

• Organizational change
• Financial update
• Solution to a problem
• General business news

Thank you for downloading the offer.

A memo (also known as a memorandum, or "reminder") is used for internal communications regarding procedures or official business within an organization.

Unlike an email, a memo is a message you send to a large group of employees, like your entire department or everyone at the company. You might need to write a memo to inform staff of upcoming events or broadcast internal changes.

If you need to inform your employees of official internal business, we’ll show you how to write a memo to better communicate your message. But before we break it down, let’s talk about the many purposes of memos.

What is a memorandum?

A memorandum, or memo, is a document shared with a group of people to disperse information on a task, project, event, or other. The purpose of a memo is to bring immediate attention to that information in a quick and brief manner.

Memorandums are shared to inform readers about new information and have applications for different communities and businesses.

Communities can use memos to tell people within it about public safety guidelines, promote various events, raise awareness on subjects that affect their lives.

Businesses can use memos to relay information involving newly updated policy, changes in procedure, or persuade employees to take an action, such as attend an upcoming meeting, convention, or a celebration for organizational milestones.

Next, we'll walk you through writing a memo of your own.

How to Write a Memo

• Write a heading.
• Write an introduction.
• Provide background on the issue
• Outline action items and timeline.
• Include a closing statement.
• Review and proofread before sending.

Four free templates to communicate these major business updates.

You're all set!

Click this link to access this resource at any time.

4 Free Memo Templates

Fill out this form to get your templates..

You can put together a memo in a few short steps. All memos should include the following:

1. Write a heading.

No matter what kind of memo you’re writing, you’ll need to include a heading. This section should include who the memo is for (whether an individual or department), the date, who the memo is from, and a subject line.

Your subject line should be, short, attention-grabbing, and give readers a general idea of what the memo is about.

2. Write an introduction.

Your introduction should summarize the purpose of your memo in two to three sentences. It should highlight the issue or problem and the solution you decided to move forward with.

3. Provide background on the issue.

In this section, explain the reasoning behind the memo. For example, it could be changes in the budget, a company restructuring, or a new rollout of procedures. This explanation should provide justification for the changes being implemented.

4. Outline action items and timeline (Optional).

Depending on the purpose of your memo, you may have action items for employees to complete or provide a timeline of when changes will take place. For example, they may need to complete a task or provide information by a certain deadline. This section should include the following:

• When employees can expect changes to go into effect
• What changes have already been made and what to expect in the future
• Deadlines they need to adhere to

If no action is needed on the employee’s behalf, you can leave this section out.

5. Include a closing statement.

Your closing statement will include any information you’d like to reinforce. Are there any specific contacts readers should reach out to for questions? If so, include them here.

6. Review and proofread before sending.

This step may seem like a no-brainer but it's important to review your document before sending it out. Memos are meant to inform readers of upcoming changes and relay important information. You don't want to risk causing confusion with a typo or misstatement.

To begin making your own business memos, here's an easy-to-follow business memo template with examples of how to use them to serve different needs as guidance.

Business Memo Template

I'm writing to inform you that [reason for writing memo].

As our company continues to grow … [evidence or reason to support your opening paragraph].

Please let me know if you have any questions. In the meantime, I'd appreciate your cooperation as [official business information] takes place.

Business Memo Template Format

The business memo template format is designed to effectively communicate your message. A memo should disseminate the necessary information in a way that is easy for a mass number of employees to digest.

An accurate subject line will alert them that this memo is relevant to them specifically. And beginning with an executive summary allows recipients to understand the general message before they dive deeper into the details. The background information offers context to the message, and the overview and timeline should answer questions that are likely to come up.

In your header, you'll want to clearly label your content "Memorandum" so your readers know exactly what they're receiving. As previously mentioned, you'll want to include "TO", "FROM", "DATE", and "SUBJECT". This information is relevant for providing content, like who you're addressing, and why.

Paragraph One:

In the first paragraph, you'll want to quickly and clearly state the purpose of your memo. You might begin your sentence with the phrase, "I'm writing to inform you … " or "I'm writing to request ... ". A memo is meant to be short, clear, and to the point. You'll want to deliver your most critical information upfront, and then use subsequent paragraphs as opportunities to dive into more detail.

Paragraph Two:

In the second paragraph, you'll want to provide context or supporting evidence. For instance, let's say your memo is informing the company of an internal re-organization. If this is the case, paragraph two should say something like, "As our company continues to grow, we've decided it makes more sense to separate our video production team from our content team. This way, those teams can focus more on their individual goals."

Paragraph Three:

In the third paragraph, you'll want to include your specific request of each employee — if you're planning a team outing, this is the space you'd include, "Please RSVP with dietary restrictions," or "Please email me with questions."

On the contrary, if you're informing staff of upcoming construction to the building, you might say, "I'd appreciate your cooperation during this time." Even if there isn't any specific action you expect from employees, it's helpful to include how you hope they'll handle the news and whether you expect them to do something in response to the memo.

Downloadable Memo Template

Want to see the above memo format in its final form? Download HubSpot's free business memo templates , shown below. The document gives you a framework that sorts your memorandum into subtopics to help employees better digest the information and understand what's expected of them after reading it.

Memo Examples

Different industries or situations will require slightly different memos. Certain ones will need to be longer or shorter, others may not have a timeline, and some will have extensive background information. The format of your memo should change to fit the message you want your employees to receive.

Launch Delay Memo

The objective of this memo is to announce that the launch of a product will be delayed. The introduction includes the new date, so a timeline or long overview isn’t necessary. This format of this memo could be applied to other situations where a simple, but important, change is occurring.

What We Like : The launch memo provides readers with insight behind product launch delays, which can alleviate some frustration that customers or employees may otherwise feel if they were not informed.

Other date changes, promotions, milestones, or product announcements could also utilize this format.

Building Update Memo

There are logistical aspects of a business that concern your employees, but don’t necessarily involve their work. This memo depicts an example of a kitchen remodel in the office. It’s a bit of an inconvenience but not one of a large magnitude.

What We Like : This memo demonstrates a business's understanding of the impact that renovations can have on employees and shows respect and consideration for their needs.

This memo format could be applied to other building updates, work-from-home days, or other widespread but minor announcements.

Community Memo

Celebrations, events, theme days, or other fun things for your employees can also be communicated through memos. Community memos like this example are generally shorter because they don’t require much background information or many details.

What We Like : This memo has clear directions on where to find the event taking place, something which would’ve been less effective if it only would’ve included the floor number.

Memos of this nature should include a summary, date, and location at minimum.

Persuasion Memo

Persuasion memos are used to encourage readers to take action regarding an event or proposition, like voting or petitioning.

What We Like : This persuasion memo prioritizes giving the reader information to learn on their own and make a decision based on their findings.

The main components of the persuasion memo should include an overview of the task at hand, context to learn more about it, and a call to action that emphasizes the impact the reader can potentially make.

Write Your Memos To the Point

The main difference between a memo and just an email is not the level of complexity, it’s the size of the audience. A memo can be simple or intricate, as long as it effectively communicates your message and is relevant to the receiving group of employees. And the message itself should be clear and concise, no matter which memo format you use.

Editor's note: This post was originally published in October 2018 and has been updated for comprehensiveness.

Don't forget to share this post!

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Templates for an organizational change, financial update, problem-solving, or general business memorandum.

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How to Write a Business Memo

Learn how to effectively communicate your ideas, decisions, requests, and announcements to your team.

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.

Let's dive deeper into what a business memo is and how to write it effectively.

What is a business memo?

Business memo format, how to write a business memo, business memo template.

A memo is a note or a document distributed within an organization to share information . The term comes from the Latin word "memorandum", meaning "notable" or "memorable".

Memos are often used to effectively communicate ideas, decisions, requests, or announcements to large groups of employees, like your entire department or everyone at the company – for example, a new internal policy introduction, a reminder the clean the shared breakroom, or an invitation to attend a staff party.

A memo allows companies to disseminate information and communicate with their teams asynchronously , without having to schedule extra meetings or communicate important announcements one line at a time on Slack.

Here is an example of a business memo created in Nuclino , a unified workspace for all your team's knowledge, docs, and projects:

A memo in a business wiki (created in Nuclino )

Nuclino can be a great solution for sharing memos and collaborating on documents , but it can serve equally well as an internal knowledge base , a project management tool , a technical documentation tool , and more. It works like a collective brain, allowing you to bring all your team's work together and collaborate without the chaos of files and folders, context switching, or silos.

Although they can take different forms, business memos are always brief, clear, single-subject documents. They follow a simple structure and usually include the following sections:

Date: Include the full date of the memo.

To: Include each recipient’s name and job title. If you're addressing a group – a team, a department, or the entire company – simply state the name of the group.

From: Include your name and title.

Subject: Keep the subject brief and clear.

Body: Concisely summarize the issue.

It may also be helpful to include the business phone number or email address of someone who can address any follow-up queries.

The tone of business memos tends to be fairly friendly and informal. A signature is usually not included, but it may be appropriate depending on your message or your company’s style.

When it comes to writing memos, there are several simple dos and don'ts to keep in mind:

Get to the point immediately. Structure the memo so that the most important information comes in the beginning. Don't write detailed introductions or give extensive overviews of the topic, start with the reason you are writing this memo.

Use bullet points. If you have several issues to cover, structure them as a bulleted list. This will make your memo easier to read and digest.

Use headings. If the memo is longer than one paragraph, consider dividing the body into several sections to allow the readers to quickly scan the contents.

Be succinct. Keep the memo focused on one main point. If you want to provide your readers with more information, link to other resources and keep the document no longer than 1-2 pages.

Use a template: When you find a format that works for your company or your team, stick to it and use it consistently. Create a memo template and share it with your colleagues.

Don't print it out: Avoid distributing printed out memos – you will end up with important memos buried under other paperwork on your employees' desks and outdated memos creating confusion. Instead, share the memo online, for example, through your internal wiki or company intranet .

Don't discard old memos: Another good reason to have a dedicated tool for your memos – such as a wiki or knowledge base software – is that it gives you one central place to organize all your memos. Chances are, you may want to revisit an old memo in the future, and you wouldn't want to waste any time hunting through your inbox.

If your company doesn't have a team wiki , you can easily create one in Nuclino . Nuclino is a collaborative workspace that will not only make it easy to share memos with your team, but also allow your colleagues to give their input.

Your team can ask questions and share their feedback directly in the document, so that you can be sure your memo got the message across. Use comments and mention individual members or groups to send them a notification and grab their attention.

Make sure to create a template for your memos and have it used by the entire team. If all your memos have a consistent style and structure, they will be much easier to write and understand.

There is no one-size-fits-all when it comes to writing memos, but most companies use a similar format. Copy and customize this memo template for your own team:

Business memo template (created in Nuclino )

Writing memos may seem like a trivial task, but it's a fundamental part of internal communication for every organization.

If the memo doesn't reach its intended audience or is written in an unclear way, it may end up creating confusion and resulting in unnecessary meetings just to get everyone on the same page. When done correctly, however, a memo can be one of the most effective ways to share information and keep your team aligned.

Nuclino : Your team's collective brain

Nuclino brings all your team's knowledge, docs, and projects together in one place. It's a modern, simple, and blazingly fast way to collaborate, without the chaos of files and folders, context switching, or silos.

Create a central knowledge base and give your team a single source of truth.

Collaborate in real time or asynchronously and spend less time in meetings.

Manage and document your projects in one place without losing context.

Organize, sort, and filter all kinds of data with ease.

Integrate the tools you love , like Slack, Google Drive, Figma, Lucidchart, and more.

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• Writing Tips

How to Write a Business Memo

3-minute read

• 14th April 2019

A memo (or memorandum) is a short document designed for internal communication. If you need to inform your employees or co-workers of something, for instance, you may need to write a business memo. But how does this work? In this post, we look at the basics.

Header Information

A business memo should identify itself, so use the heading “MEMORANDUM” at the top. After that, you need to include four things:

• The date you are sending the memo
• The memo’s recipient(s)
• Yourself (i.e., the sender)
• The subject of the memo

So if we had to contact our proofreaders , our memo might begin:

The recipients will then be able to see whether it applies to them.

Part One: Your Main Point

Begin your memo by clearly explaining why you are sending it. It is vital to get to the point quickly here, so focus on the most important details and save in-depth information for later.

Part Two: Supporting Evidence

The second – and probably longest – part of your memo will be a more detailed explanation of the subject of the memo. This may include:

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• Relevant background information for context
• An explanation of the issue, possibly including an example
• Any supporting evidence required to make your point

Ideally, this should be no more than a paragraph or two. If you find you have a lot of information to communicate, you may need to write a full business report . However, you can use a memo to draw attention to a longer document (e.g., by attaching a file or including a URL).

Part Three: Closing Statement

End your memo with a brief closing statement. If applicable, this should include what you want the recipients to do in response to the memo (e.g., a course of action or submitting information). Alternatively, it can simply be a short summary of the key information from the memo.

Tips on How to Write a Business Memo

When writing a business memo , make sure to:

• Use a clear, concise writing style that is easy to understand.
• Make sure the tone is appropriate to the subject. For instance, while a memo about a business decision would be formal and professional, a memo announcing the date of the company’s Christmas party should probably use a more festive tone.
• Use formatting such as bullet points and lists to help skim readers.
• Remember that a memo is not a letter. You do not need to include a salutation at the start or a valediction at the end (e.g., no need for “Dear So and So” or “Kind regards”).

Finally, we’ve created an example memorandum to show you what yours might look like. And don’t forget to ensure your memo is error free by having it checked by a professional proofreader .

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9.2 Memorandums and Letters

Learning objectives.

• Discuss the purpose and format of a memo.
• Understand effective strategies for business memos.
• Describe the fifteen parts of a standard business letter.
• Access sample business letters and write a sample business letter.

A memo (or memorandum, meaning “reminder”) is normally used for communicating policies, procedures, or related official business within an organization. It is often written from a one-to-all perspective (like mass communication), broadcasting a message to an audience, rather than a one-on-one, interpersonal communication. It may also be used to update a team on activities for a given project, or to inform a specific group within a company of an event, action, or observance.

Memo Purpose

A memo’s purpose is often to inform, but it occasionally includes an element of persuasion or a call to action. All organizations have informal and formal communication networks. The unofficial, informal communication network within an organization is often called the grapevine , and it is often characterized by rumor, gossip, and innuendo. On the grapevine, one person may hear that someone else is going to be laid off and start passing the news around. Rumors change and transform as they are passed from person to person, and before you know it, the word is that they are shutting down your entire department.

One effective way to address informal, unofficial speculation is to spell out clearly for all employees what is going on with a particular issue. If budget cuts are a concern, then it may be wise to send a memo explaining the changes that are imminent. If a company wants employees to take action, they may also issue a memorandum. For example, on February 13, 2009, upper management at the Panasonic Corporation issued a declaration that all employees should buy at least $1,600 worth of Panasonic products. The company president noted that if everyone supported the company with purchases, it would benefit all (Lewis, 2009).

While memos do not normally include a call to action that requires personal spending, they often represent the business or organization’s interests. They may also include statements that align business and employee interest, and underscore common ground and benefit.

Memo Format

A memo has a header that clearly indicates who sent it and who the intended recipients are. Pay particular attention to the title of the individual(s) in this section. Date and subject lines are also present, followed by a message that contains a declaration, a discussion, and a summary.

In a standard writing format, we might expect to see an introduction, a body, and a conclusion. All these are present in a memo, and each part has a clear purpose. The declaration in the opening uses a declarative sentence to announce the main topic. The discussion elaborates or lists major points associated with the topic, and the conclusion serves as a summary.

Let’s examine a sample memo.

Five Tips for Effective Business Memos

Audience orientation.

Always consider the audience and their needs when preparing a memo. An acronym or abbreviation that is known to management may not be known by all the employees of the organization, and if the memo is to be posted and distributed within the organization, the goal is clear and concise communication at all levels with no ambiguity.

Professional, Formal Tone

Memos are often announcements, and the person sending the memo speaks for a part or all of the organization. While it may contain a request for feedback, the announcement itself is linear, from the organization to the employees. The memo may have legal standing as it often reflects policies or procedures, and may reference an existing or new policy in the employee manual, for example.

Subject Emphasis

The subject is normally declared in the subject line and should be clear and concise. If the memo is announcing the observance of a holiday, for example, the specific holiday should be named in the subject line—for example, use “Thanksgiving weekend schedule” rather than “holiday observance.”

Direct Format

Some written business communication allows for a choice between direct and indirect formats, but memorandums are always direct. The purpose is clearly announced.

Objectivity

The words you choose represent you in your absence. Make sure they clearly communicate your message.

wetwebwork – I probably shouldn’t have called Maria the 4th best PM when she left… – CC BY 2.0.

Memos are a place for just the facts, and should have an objective tone without personal bias, preference, or interest on display. Avoid subjectivity.

Letters are brief messages sent to recipients that are often outside the organization (Bovee, C., & Thill, J., 2010). They are often printed on letterhead paper, and represent the business or organization in one or two pages. Shorter messages may include e-mails or memos, either hard copy or electronic, while reports tend to be three or more pages in length.

While e-mail and text messages may be used more frequently today, the effective business letter remains a common form of written communication. It can serve to introduce you to a potential employer, announce a product or service, or even serve to communicate feelings and emotions. We’ll examine the basic outline of a letter and then focus on specific products or writing assignments.

All writing assignments have expectations in terms of language and format. The audience or reader may have their own idea of what constitutes a specific type of letter, and your organization may have its own format and requirements. This chapter outlines common elements across letters, and attention should be directed to the expectations associated with your particular writing assignment. There are many types of letters, and many adaptations in terms of form and content, but in this chapter, we discuss the fifteen elements of a traditional block-style letter.

Letters may serve to introduce your skills and qualifications to prospective employers, deliver important or specific information, or serve as documentation of an event or decision. Regardless of the type of letter you need to write, it can contain up to fifteen elements in five areas. While you may not use all the elements in every case or context, they are listed in Table 9.1 “Elements of a Business Letter” .

Table 9.1 Elements of a Business Letter

Strategies for Effective Letters

Remember that a letter has five main areas:

• The heading, which establishes the sender, often including address and date
• The introduction, which establishes the purpose
• The body, which articulates the message
• The conclusion, which restates the main point and may include a call to action
• The signature line, which sometimes includes the contact information

A sample letter is shown in Figure 9.5 “Sample Business Letter” .

Figure 9.5 Sample Business Letter

Always remember that letters represent you and your company in your absence. In order to communicate effectively and project a positive image,

• be clear, concise, specific, and respectful;
• each word should contribute to your purpose;
• each paragraph should focus on one idea;
• the parts of the letter should form a complete message;
• the letter should be free of errors.

Key Takeaways

• Memos are brief business documents usually used internally to inform or persuade employees concerning business decisions on policy, procedure, or actions.
• Letters are brief, print messages often used externally to inform or persuade customers, vendors, or the public.
• A letter has fifteen parts, each fulfilling a specific function.
• Find a memo from your work or business, or borrow one from someone you know. Share it with your classmates, observing confidentiality by blocking out identifying details such as the name of the sender, recipient, and company. Compare and contrast.
• Create a draft letter introducing a product or service to a new client. Post and share with classmates.
• Write a memo informing your class that an upcoming holiday will be observed. Post and share with classmates.
• Find a business letter (for example, an offer you received from a credit card company or a solicitation for a donation) and share it with your classmates. Look for common elements and points of difference.
• Now that you have reviewed a sample letter, and learned about the five areas and fifteen basic parts of any business letter, write a business letter that informs a prospective client or customer of a new product or service.

Bovee, C., & Thill, J. (2010). Business communication essentials: a skills-based approach to vital business English (4th ed.). Upper Saddle River, NJ: Prentice Hall.

Lewis, L. (2009, February 13). Panasonic orders staff to buy £1,000 in products . Retrieved from http://business.timesonline.co.uk/tol/business/markets/japan/article5723942.ece .

Business Communication for Success Copyright © 2015 by University of Minnesota is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

Business Memos

A memo, short for the word memorandum, comes from the Latin word memorandus, which means, "to be remembered." It is a compact written message designed to help someone remember something. For example, a list of groceries to be picked up on your way home from work is a memo, a simple list of things to be remembered later. Once acted upon, a memo is often thrown away. Not so with business memos. Unlike letters , the external communications of a company, business memos are an internal form of communication and it is standard practice to save them. Their objective is to deliver information or instructions and writing them is no-nonsense, nose to the grindstone writing. Their scope should be limited to a single topic so that the reader will "get the message" quickly and, if necessary, take an action. Confined to a single topic, each interoffice, interdepartmental and company wide memo becomes part of the institutional memory of an organization. They record daily activities and eliminate the need for time-consuming meetings. As historical documents they are often referred to when writing reports or resolving disputes regarding past activities. In short, they speed up the daily business of doing business; they keep people who need to be kept in the know, in the know. When a business organization designs an official letterhead it often also designs an official memo sheet, complete with a company logo featured at the top of the page. Besides having a professional look and feel, preprinted memo sheets often provide specialized information fields that accommodate specific procedures for expediting in-house communications. When a preprinted memo sheet is not available, one can easily be designed. Click the links on the writing guides menu bar at left for tutorials on writing informational and instructional business memos. Each guide provides instruction, video commentary, and samples.

Informational Memos

An informational memo is an in-house communication addressed to one or more individuals. The objective is to convey one or more pieces of information that relate specifically to the topic in the subject line. Besides the actual information, the scope of a memo must provide a reason for why the information contained in it is relevant to the reader.

Identify Your Reader

Informational memos are often, though not always, intended for multiple readers. Regardless of whether you have one, several, or many, you know who they are because they work with you. In most cases they are people from within your organization that share a need for the same information. On occasion, however, they will be from outside your organization and have strong internal ties, a subcontractor for instance, whose involvement in a joint project requires that you regularly communicate. The degree, or closeness of your working relationship, combined with the nature of the information you are giving, will determine the level of formality that you should use in your heading. Fill in the heading of your memo. Decide what level of formality you are going to use and fill in the TO field. While you are at it fill in the FROM and DATE fields. The SUBJECT field can be left alone for now.

Establish Your Objective

The objective of an informational memo is to reveal new or refresh old information in a manner that benefits or brings the reader up to date. It should be presented in a crisp and clear manner within a contextual framework that is easy to understand. For an informational memo to be most effective, present the most important items in the opening paragraphs. People are busy; respect their time. Your readers may only have time to scan the highlights and headlines of your memo, let alone get to the end, but they will read your first paragraph. Establish your objective. Below the heading, make a detailed list of the information you are providing. Be sure to think about how it is relevant to the reader. Answer the "W" questions. Fragments are O.K. Eventually this list will become part of your opening. On completion your objective will be clearly outlined. Later, while drafting your memo, this list will be turned into complete sentences and a paragraph.

Determine Your Scope

The scope of an informational memo should stick closely to the subject line of the heading, making its objective clearly comprehensible to its readers while alerting them to the relevance of the information it is delivering. The subject line should define the specific topic that your information relates to and the opening paragraph should remove any question from the reader's mind regarding the built in who, what, where, when and why's of that topic. If required, a summary and discussion following the opening should flesh out the need-to-know details and close any "so what" doors that may have been left open. Think of it this way: the "ignore this memo" room is right through those "so what" doors. Shut them. Determine the scope of your memo. First, write down a clear description of your topic in the subject line. Be specific. Next, review your list of answers to the "W" questions. Beef it up with new lines containing need-to-know information that helps your reader understand the memo's relevance. Again, sentence fragments are fine. On completion you will have determined your scope. Later, while drafting your memo this list will be turned into complete sentences and paragraphs.

Organize Your Letter

Before drafting an informational memo, pick out an organizational method that best suits the logical or sequential order in which you would like the details to appear. A simple outline will help organize your thoughts. In the editing boxes of Steps 2 and 3 you have already begun this task by creating lists that helped you establish your objective and determine your scope. Refer back to them. Together they include much of the content that will become the body of your memo. Begin to organize your memo. Review the work you did and organize your lists with an eye toward building a framework in which your reader will clearly understand the relevance of your information. If your outline seems disorganized, you probably have something out of order. Feel free to move things around. On completion you will have a simple outline that you can use as a reference guide when you begin drafting your memo.

Draft Your Memo

The best way to draft an informational memo is to write quickly; you should work from an outline. You have already organized yourself with a sequentially ordered list, consequently you already have an outline. This list is all you need. Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea. Your voice needs to be natural and strong, clear and cohesive, as if you were speaking to someone in person. Write quickly and concentrate on communicating your objective. When you are through, read the draft out loud. Listen as if you were the reader. Does the scope of your memo contain everything on your organizational list? Does it include everything the reader needs to know? Keep in mind that you are writing a rough draft. For the moment you can ignore spelling and grammar, sentence and paragraph structure. Those are technical details that will be ironed out when you review and revise your work. Begin to draft your memo. Start with the point that you feel the strongest or most confident about and then do the others. Remember to do this quickly. On completion you will have a rough draft that can be saved and edited.

Close Your Memo

An informational memo should close as crisply as it opens. Your last paragraph is a final opportunity to draw conclusions or make recommendations and it should clearly indicate that you mean business; however, it should also be treated as a good will building opportunity. A personable and helpful tone is very much in order. Whenever you can, whenever it is appropriate, offer to be of further assistance. This seemingly small thing is actually anything but small; it reminds your readers that you are on their side, that you are a team player. Close your memo. Add a final remark at the end of your draft and remember; this is an administrative tool used to convey important information. Be as personable as the relationship with your reader allows while respecting the hierarchical strata within your company. Upon completion you will have a finished draft that you can review and revise.

Review and Revise Memo

Reviewing and revising your draft is the last step in writing an informational memo. It is a final inspection time. Now is when you hone your memo's textual content, checking to see that your objective is clearly stated and that your scope is sufficiently inclusive for the reader to understand your directive. Look for obvious errors. Check for misspelled words, poor sentence structure, and grammar mistakes. Make sure that you have been direct and to the point. Use a strong active voice. Keep in mind the overall cohesiveness of your memo. Look for accuracy, clarity, and a sense of completeness. Ask yourself if the transitions between paragraphs are working and if your point of view, tone, and style are consistent throughout the text. Examine your word choices carefully. Ambiguous words lead to confusion. Jargon and abstract terms may not be understood at all and affectations, cliches, and trite language tend to diminish the substance of your message. Review and revise your memo. On completion you will have a fully formed informational memo You should give yourself a break and then review it once again.

Instructional Memos

An instructional memo is an in-house communication addressed to one or more individuals. The objective is to convey one or more directives that relate specifically to the topic found in the subject line. It will both call for and expect an action to be taken. The scope of a memo must include enough information for the reader to understand exactly what the instructions are, who issued them, and when, where and why they are to be acted upon.

Informational memos are often, though not always, intended for multiple readers. Regardless of whether you have one, several, or many, you know who they are because they work with you. In most cases they are people from within your organization that share a need for the same information. On occasion, however, they will be from outside your organization and have strong internal ties, a subcontractor for instance, whose involvement in a joint project requires that you regularly communicate. The degree, or closeness of your working relationship, combined with the nature of the information you are giving, will determine the level of formality that you should use in your heading. In the sample informational memo the reader is identified by both his full name and the position he holds. Decide what level of formality you are going to use and fill in the TO field. While you are at it fill in the FROM and DATE fields. The SUBJECT field can be left alone for now.

The objective The of an instructional memo is to convey a clear-cut directive upon which its reader can then act. It should be presented in a crisp and clear manner within a contextual framework that is easy to understand. For an instructional memo to be most effective, build toward the statement of your directive. By including your instructions in a discussion that follows the opening and summary sections, you show your readers how the directive fits into a larger picture. Establish your objective. Below the heading, make a "to do" list. Fragments are O.K. Eventually this list will become the instructional part of your discussion. As such, it is the most logical place to start building your memo. On completion your objective will be clearly outlined. Later, while drafting your memo, this list will be turned into complete sentences and a paragraph.

The scope of an instructional memo should stick closely to the subject line of the heading, making its objective clearly comprehensible to its readers while alerting them to the relevance of the information it is delivering. The subject line should define the specific topic that your information relates to and the opening paragraph should remove any question from the reader's mind regarding the built in who, what, where, when and why's of that topic. If required, a summary and discussion following the opening should flesh out the need-to-know details and close any "so what" doors that may have been left open. Think of it this way: the "ignore this memo" room is right through those "so what" doors. Shut them. Determine the scope of your memo. First, write down a clear description of your topic in the subject line. Be specific. Next, review your list of answers to the "W" questions. Beef it up with new lines containing need-to-know information that helps your reader understand the memo's relevance. Again, sentence fragments are fine. On completion you will have determined your scope. Later, while drafting your memo this list will be turned into complete sentences and paragraphs.

Before drafting an instructional memo, pick out an organizational method that best suits the logical or sequential order in which you would like the details to appear. A simple outline will help organize your thoughts. You have already begun this task by creating lists that helped you establish your objective and determine your scope. Refer back to them. Together they include much of the content that will become the body of your memo. Begin to organize your memo. Review the work you did and organize your lists with an eye toward building a framework in which your reader will clearly understand the relevance of your information. If your outline seems disorganized, you probably have something out of order. Feel free to move things around. On completion you will have a simple outline that you can use as a reference guide when you begin drafting your memo.

The best way to draft an instructional memo is to write quickly; you should work from an outline. You have already organized yourself with a sequentially ordered list, consequently you already have an outline. This list is all you need. Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea. Your voice needs to be natural and strong, clear and cohesive, as if you were speaking to someone in person. Write quickly and concentrate on communicating your objective. When you are through, read the draft out loud. Listen as if you were the reader. Does the scope of your memo contain everything on your organizational list? Does it include everything the reader needs to know? Keep in mind that you are writing a rough draft. For the moment you can ignore spelling and grammar, sentence and paragraph structure. Those are technical details that will be ironed out when you review and revise your work. Begin to draft your memo. Start with the point that you feel the strongest or most confident about and then do the others. Remember to do this quickly. On completion you will have a rough draft.

An instructional memo should close as crisply as it opens. Your last paragraph is a final opportunity to draw conclusions or make recommendations and it should clearly indicate that you mean business; however, it should also be treated as a good will building opportunity. A personable and helpful tone is very much in order. Whenever you can, whenever it is appropriate, offer to be of further assistance. This seemingly small thing is actually anything but small; it reminds your readers that you are on their side, that you are a team player. Close your memo. Add a final remark at the end of your draft and remember; this is an administrative tool used to convey important information. Be as personable as the relationship with your reader allows while respecting the hierarchical strata within your company. Upon completion you will have a finished draft that you can review and revise.

Reviewing and revising your draft is the last step in writing an instructional memo. It is a final inspection time. Now is when you hone your memo's textual content, checking to see that your objective is clearly stated and that your scope is sufficiently inclusive for the reader to understand your directive. Look for obvious errors. Check for misspelled words, poor sentence structure, and grammar mistakes. Make sure that you have been direct and to the point. Use a strong active voice. Keep in mind the overall cohesiveness of your memo. Look for accuracy, clarity, and a sense of completeness. Ask yourself if the transitions between paragraphs are working and if your point of view, tone, and style are consistent throughout the text. Examine your word choices carefully. Ambiguous words lead to confusion. Jargon and abstract terms may not be understood at all and affectations, cliches, and trite language tend to diminish the substance of your message. Review and revise your memo. On completion you will have a fully formed instructional memo. You should give yourself a break and then review it once again.

Formatting Business Memos

The format of a business memo differs in two significant ways from that of a business letter: 1) it does not include an inside address and, 2) it does not include a salutation or a complimentary close. Those elements, all of which are required in a business letter, are not required in a business memo. There are only two formatting decisions to make, each of which is a simple matter of preference. The heading may be formatted either vertically or horizontally and the body in either a full or modified block style.

• Full Block Style: Left justified, single-spaced paragraphs separated by a double space.
• Modified Block Style: Indented, single-spaced paragraphs not separated by a double space.
• Secondary Pages: All but the first page should include a header containing the recipient's name, the page number, and the date.

The three elements of a business memo are the title, the heading, and the body. When additional notations are required they should be justified to the left hand margin two spaces below the body.

The title of a business memo is the word MEMO or MEMORANDUM, in an appropriate font style centered at the top of the first page. Printed in bold uppercase letters it informs the reader that the document is an internal communication. There are no hard and fast rules governing the size of the letters but the font you select should be sized one or two points larger than that of the text found in the actual message. Standard message text is 12, so select 14 or 16 on your toolbar. Try each one on for size and pick one that pleases you. Stick with your choice in all future business memo writing as a consistent visual appearance will help your readers develop the habit of recognizing the communications that come from your desk. On a preprinted memo sheet the title word MEMO will appear below the company logo and above the heading.

Memo Heading

The heading of a business memo consists of four distinct information fields and should begin two spaces below the title. Each field is identified by a single word, followed by a colon, printed in bold uppercase letters. Though not mandatory, it is generally accepted that their order of appearance is as follows:

• The recipient's name goes here. It is generally accepted practice that titles such as Mr., Mrs., and Dr. are not used in this field. Formal situations do, however, call for using full names. A title or position, such as Purchasing Agent , should follow if appropriate.
• When informal situations call for using a first name or a nickname, by all means, go ahead. This is a judgment call that you should make based upon the relationship you have with the reader.
• When two or three people are to receive the same memo all of their names may be placed on the same line. They should appear either alphabetically or in descending order, according to where they rank in a company's organizational chart.
• When the number of people meant to receive the same memo is too large, place only the first or most important name on the line. The rest can then be named in a cc notation.
• On many occasions it is appropriate to use a generic term, such as Colorado, Wyoming and Montana Sales Associates in place of a proper name.
• Your name goes here. As with the recipient's name, titles such as Mr., Mrs., and Dr. are not customarily used in this field. In formal situations, however, you should use your full name, followed by a job related title, such as Public Relations Manager , if it helps identify you to those with whom you are not acquainted.
• Again, as with the recipient's name, your decision on the level of formality is a judgment call that should be based upon the relationship you have with the reader. If a first name or a nickname is appropriate, by all means, go ahead.
• You should hand write your initials near the end of your printed name. It personalizes your business memo while authorizing its contents.
• To avoid any misunderstanding, the date should always be spelled out. It's a cultural thing.
• In the United States the numerical representation 7/4/04 means July 4, 2004; in other countries it means 7 April 2004.
• In a globally interconnected business world, accuracy on this point is essential.
• This field is important and needs to be precise and brief. It should indicate exactly what the memo is about. The reader should understand, at a glance, to what the information or instructions contained in the body pertains to.
• Trade Show as a subject doesn't cut it; it's too vague. Trade Show/Travel Budget is better, but First Quarter Trade Show/Expense Account Rules is much more complete.
• Capitalize all key words. Articles, conjunctions, and prepositions should be capitalized only when they occur at the beginning or end of your subject line.

A heading may be placed in either a vertical or horizontal layout. Pick the one you like and stick with it; a consistent visual appearance will help your readers develop the habit of recognizing the communications that come from your desk

The body of a business memo, depending on its subject, can be as short as one or two sentences or as long as several pages. The longer the memo, the more important it is to select an organizational method that will make the logical sense to your reader. Keep in mind that a memo ceases to be a memo if it goes on too long. If it requires more than two pages, review the content. You will want to see if you have gotten off-topic and strayed into other subject areas. If you have two subjects, send two memos. If not, and the memo is still long, you may want to turn it into a report, or a summary of a report, and sent it out attached to a memo that briefly describes what it is about. A complex memo will include the following four elements:

• Who, What, Where, When, Why? The opening sentence of a business memo should state the objective, or reason for writing.
• The objective is the answer to some or all of the "W" questions a person might reasonably ask after having read the SUBJECT line of a memo.
• Should one sentence not be enough to convey the objective, one or two more sentences can supply the background information necessary for the reader to comprehend the memo's purpose.
• Following the opening, furnish the details; provide, describe, and analyze whatever information or instructions are relevant to the subject at hand.
• The key is to present the details in an uncomplicated manner. The reader should be able to quickly single out specifically what is most important for him or her to know.
• This can often be done in a bulleted list, however, it is important to avoid going overboard. Lists by nature are short on context. They are great for simple messages but, nevertheless, you must supply enough information for the list to make contextual sense.
• More complex messages can be broken into subsections with descriptive headings printed in bold, underlined, or italicized.
• When necessary, follow your summary with a section rounding out the details of your business memo. Include contextual material that specifically supports the information or instructions you are providing.
• Remember that a memo is also a reference tool and may be called upon at any time to provide a written snapshot of a previous event, action, or decision. Avoid being sketchy with the details.
• Include names of people, times of meetings, actions previously taken, decisions made, etc., whenever they bear directly on the subject of your message.
• Closing remarks are an opportunity to restate your observations and analysis, make recommendations, and propose solutions. You've put it in writing; now call for an action.
• If you expect cooperation, be considerate. As in any form of communication, a respectful tone goes a long way toward achieving the results you desire.

Additional Notations

A number of situations call for a business memo to be marked with additional notations. They should be placed two spaces below the body of the memo. When a memo references one or more documents that are enclosed by the writer, the enclosure is noted in one of the following ways:

• Enclosure: Wholesale Pricing Packet
• Enclosures (5)
• Enc. (or Encs.)

When a memo has been dictated to an assistant it should be initialed. Both writer and assistant are acknowledged with their personal initials. The writer's initials appear in uppercase letters and the assistant's will appear in lowercase letters in one of the following ways:

When copies of a memo are sent to named business associates or other interested parties, those recipients are acknowledged with their full name as in the following example.

• cc: Annie Getz
• cc: Glenn Widget, Ida Mae Knott

Citation Information

Peter Connor. (1994-2023). Business Memos. The WAC Clearinghouse. Colorado State University. Available at https://wac.colostate.edu/repository/resources/writing/guides/.

Copyright Information

Copyright © 1994-2023 Colorado State University and/or this site's authors, developers, and contributors . Some material displayed on this site is used with permission.

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How to Write a Memo

Last Updated: April 12, 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 6,653,829 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.

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 0

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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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.

Elizabeth Perry

Content Marketing Manager, ACC

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How to write a business memo

Do you have important news to share with your colleagues, but you’re unsure how to write a business memo? 

You’ve come to the right place.

Business memos are a great tool for quickly informing employees of any changes in their team or company. Although emails, messaging apps, and video conferencing have become the new trends of communicating in the workplace, business memos have persevered and remained one of the most effective ways to communicate in the workplace.

In this blog post, we will go over:

• What a business memo is,
• What a business memo should include, and
• How to write a business memo.

We’ll also provide some examples of good business memos.

Let’s start!

Table of Contents

What is a business memo? 

A business memo is an internal business document . It is used to quickly share brief information among a company’s employees. 

You can think of a business memo as a kind of press release for your company .

Business memos are a less formal method of communication than business letters, but you should still remain professional and polite.

A business memo can be used to inform employees of:

• Changes in the workforce, such as someone leaving the company,
• Upcoming events, such as meetings, and
• Changes in workflow, such as taking a day off.

Moreover, business memos are used to inform employees of already-decided plans.

They are not used to start a debate over an issue or seek approval for decisions, but rather to inform employees on what the changes are and what to do about them. 

Here’s what Kathy Bennett , a CEO at Bennett, has to say about business memos:

“ A business memo is the most convenient way to communicate important information to all of the employees in your organization. Memos are supposed to be an effective way to distribute information that is relevant to everyone, and they ensure that everyone is on the same page regarding up-to-date information .”

Now that you know what a business memo is, let’s look at what a memo should include.

What should a business memo include?

The main characteristic of a business memo is to be concise and informative . Therefore, you should make sure to format and write your memo clearly.

Your business memo should also be easy to read. Dividing it into different sections will help with that.

To write a good business memo, make sure you include these elements:

• Main point,
• Supporting details,
• Call to action, and
• Closing statement.

Now, let’s look at these elements in more detail.

Element #1: Header

The header is the first element of your memo. It contains the necessary information about the sender , as well as the subject of the memo.

Here’s what a header of a business memo typically looks like:

• To : list the recipient’s names and job titles or the name of the department you’re sending the memo to,
• From : list your name and job title,
• Date : write the date when you’re sending the memo, and
• Subject : explain the reason for the memo briefly.

After the header comes the main body of your memo.

Element #2: Main point

Right after the header comes your main point .

There is no need for a greeting of any sort in a business memo, so get straight to the point.

Make sure to explain the main subject in the first one or two sentences of your memo.

For example, if you’re writing a memo about a day off that everyone is having next week, the first sentence should sound something like this:

“ The purpose of this memo is to inform you that next Monday, [include specific date], will be a day off for all staff. ”

This is important because it makes the reader aware of the point right away and makes it easier to understand and act upon if needed.

Here’s what our contributor, Kathy Bennett, has to say about writing memos:

“ List the topic of the memo in the heading and first paragraph. Your staff should know what you’re talking about immediately, as this eliminates the possibility of misinterpreted information or intentions. Employees will read and follow along with memos that are concise and relevant as they’re easier to read and comprehend. ”

This is the most important element of the business memo, so make it clear and informative .

Element #3: Supporting details

After presenting the main point of the memo, you can move on to the details.

In the rest of the paragraph, you should provide details and explanations that support your main point.

Whether it be the reasons you decided to implement a certain change in the workflow or why a certain meeting was canceled, this is the time to explain.

Continuing with the example of a day off, you can go into more detail about it now. Perhaps it’s a public holiday or a mandatory day off for a religious holiday. State the reason behind the decision in this paragraph.

Also, think about what kind of questions your coworkers might have, and answer those in this part of the memo. Once again, you shouldn’t go too much into detail, but make it informative enough so the readers can understand why the changes have been made.

Furthermore, you should inform the reader of the timeline of events:

• What changes have already been made,
• When the new changes will take place,
• What the planned changes for the future are.

After this part of the memo, the reader should be aware of the changes and why they happened. 

Element #4: Call to action

Next up is a call to action.

This part is optional, as it’s not always necessary for employees to do something after getting a memo. Sometimes a memo is just to inform them of something.

However, sometimes employees will be expected to take certain steps after reading the memo.

Here’s some advice from the Founder and CEO of Cindy’s LLC Services, Cynthia Davis :

“ My best advice on writing an effective business memo is to include a clear call to action so that people know what to do after reading it.  Ending a business memo with a clear call to action is important, because it ensures that the memo is not just a passive transmission of information, but a proactive step toward achieving the desired outcome. Without a call to action, the information within the memo may be left unheeded, or employees may not know what specific steps to take in response. ”

Therefore, make sure to instruct employees on the next steps they need to take. Consider employees of all levels, and instruct them accordingly. 

Make sure to clearly state any deadlines or specific rules that need to be followed.

If no action is needed, make sure to include that information as well, to avoid confusion. 

Davis adds: 

“ By providing a clear directive at the end of the memo, such as asking for feedback , requesting a meeting, or assigning a task, employees know exactly what they need to do next. This helps to streamline communication, foster engagement , and ensure that the memo has a meaningful impact on the organization.”

Therefore, if any action is needed on behalf of the employees, make it clear and instruct your staff on what they need to do.

Element #5: Closing statement 

To finish off your business memo, include a closing statement.

Refer back to the main point and reinforce it. This is also the time when you instruct the reader to contact you if they have any questions.

At the very end of your memo, include a footer.

This can just be as simple as a “ thank you ” followed by your name.

You can also add your contact information, such as your email address. This way, employees can reach you if they need clarification on anything related to your business memo.

However, this can be somewhat redundant seeing as we mostly communicate online, so your staff probably already has your email address.

If applicable to your business and industry, you can add a phone number for contact information.

In any case, include a footer to mark the end of your memo — don’t just cut it off.

Example of an effective business memo

To help you better visualize what a business memo is supposed to look like, let’s look at a couple of examples.

For the first example, we have a more informal way of delivering a business memo — through a business messaging app . 

Team communication apps are a great way to quickly communicate with your coworkers and share important information . It can be less formal than sending an email, but corporate communication doesn’t always have to be formal.

Here’s how Joan Miller informed her team about a meeting cancelation in Pumble, a business messaging app:

If you want a more formal way to communicate, sending out an email with an attached document can be a good option.

Here’s an example of a business memo sent through email in the form of a pdf document:

Business memo templates

A great way to write consistently good business memos is to have a template ready.

You can have a template of a business memo and share it with all of your staff. This way, you can have a universal style and structure of a memo. This will make it easier for the writer of the memo, as well as the reader. 

We have designed a business memo template that you can download and use.

🔽 Download our free business memo template here .

You just need to change the relevant information to fit whatever you’re trying to say, but the structure can remain the same. This way, you don’t have to rack your brain every time you need a business memo.

How to write an effective business memo?

Now that you have the necessary information about what a business memo should look like, let’s focus on making it effective.

Always keep in mind that a memo should be:

• Clear , 
• Direct , and 
• Easy to read . 

Let’s go over some tips on how to write an effective business memo.

Tip #1: Know your audience

Before you start writing your memo, think about who you’re writing to.

A memo to just the colleagues on your team will surely sound different than one written for the whole company. That’s not to say that you shouldn’t be professional when writing to people who you work with more closely — always remain professional . But, a memo for your boss will carry some extra weight, so write accordingly.

Here’s what our contributor Andrew Chen , a CPO at CommentSold, has to add:

“ The purpose of the memo should dictate its tone. Memos are typically used for internal communication , so it’s best to keep the tone friendly, yet professional. Ensure that the memo does not contain any personal bias and remains objective. Also, keep in mind that business memos often relate to company procedures and policies and can have legal standing. ” 

Furthermore, pay attention to your language. 

If you work in a multicultural environment, make sure to write your memo in a language that everyone understands. 

Keep your audience in mind while writing your memo.

Tip #2: State the subject right away

First of all, make sure your subject line in the header is clear and direct.

Don’t go too general, but keep it short.

For example, you’re sending out a memo about a rescheduled meeting. The subject line should say “Today’s meeting rescheduled for tomorrow”, rather than “News about the meeting”.

This way, everyone who gets the memo will understand what it’s about, even without going through it.

The same rules apply to the body of the text.

The most important thing to remember is to state the subject of the memo as soon as possible.

Ideally, you should state the reason for the memo in the first sentence of the body of the memo. If needed, it can go up to two sentences, but not longer than that. 

Again, make sure to be specific and direct. State exactly what the reason for the memo is without going into too much detail at this point. 

💡 Pumble Pro Tip

Direct communication in the workplace is an important skill to have. To learn more about direct communication and how you can implement it in your workplace, check out our blog post:

• Direct communication in the workplace

Tip #3: Be concise and precise

A business memo is, by definition, a short piece of writing.

Therefore, the most important tip to keep in mind while writing is to be as concise as you can.

This shouldn’t obstruct you from delivering the information correctly, but rather make you deliver it directly and without unnecessary details.

Here’s what our contributor Andrew Tsionas , a Co-founder at Kaizenzo, has to say about writing a business memo: 

“ Start with a clear goal in mind. What do you want to achieve by writing this memo? What is the purpose of it? If you can answer these questions clearly, you will be able to focus your writing and avoid wasting time on tangents or irrelevant information. ”

Furthermore, a business memo isn’t a place to start conversations about many different topics.

You should address a single issue or inform your employees of one change at a time. 

Write separate memos for separate issues and keep your memos short.

Tip #4: Maintain a professional tone

A business memo is an internal document. However, you still need to remain professional and polite when writing one.

Always use appropriate language and keep a positive tone throughout your memo.

Also, avoid using technical jargon if you’re writing to people from a different department — they may not understand it.

Here’s what our contributor Andrew Tsionas also has to say:

“ Keep your tone professional. This isn’t the time for flowery language or fancy prose — stick to plain English that is easy to understand. If your memo requires additional information or clarification, include a brief note at the end of the document asking for feedback or further explanation .”

Even with members of your team, a level of professionalism should always be upheld. Write your memos with this in mind.

Tip #5: Provide a summary, if the memo is long

By now, you should know that memos should be short. However, that isn’t always applicable. Sometimes memos can go on for more than a page. 

In that situation, make sure to provide a summary of the most important points.

Here’s what Logan Mallory , a VP of marketing at Motivosity, has to say about writing a summary in a memo:

“When writing a business memo, it’s best to start with a brief summary to provide readers with a clear understanding of the memo’s purpose and main points. By providing a summary upfront, readers can quickly understand the context of the memo and determine whether they need to read it further.”

You can do this by carefully writing your first paragraph as a summary of the whole memo.

Make sure to include:

• The main point of memo,
• The most important facts behind the decision, and
• A basic overview of the rest of the memo.

If you write a good summary paragraph, it will be much easier to know what’s important right away.

Also, a summary paragraph will be useful if anyone needs to look back on the memo in the future.

Mallory adds that: 

“ Starting with a summary also helps to focus the memo’s content and ensure that the most important information is highlighted upfront. This can save time and improve the effectiveness of the memo, especially when addressing time-sensitive issues or complex topics.  Ultimately, including a summary at the beginning of a business memo can help ensure that the memo is read and understood by its intended audience, leading to better communication and decision-making within the organization .”

If you notice your memo getting too long, and you can’t condense it, use a summary paragraph to make it easier for the reader.

Tip #6: Pay attention to formatting 

Be mindful of formatting your business memos the right way.

One of the easiest ways to make your memos more readable is to use bullet points.

Also, pay attention to the font and font size. You should always use standard fonts. Business memos are not a place to experiment with funky fonts. 

Additionally, separate the body of your memo into meaningful paragraphs. This will make it easier to read. Make sure the paragraphs are organized and carry one idea at a time.

💡 Pumble pro tip

If you want to learn more about formatting messages at work, and why it’s important, check out our blog post:

• Tips for formatting messages at work

Tip #7: Review before sending

After carefully crafting your memo, there’s one more step you should take — reviewing.

Reviewing your writing is important for any kind of written communication. Read your memo carefully to spot any errors or confusing points. Typos, grammatical errors, or run-on sentences can affect the readability of your memo. These types of mistakes also make you seem unprofessional and sloppy.

If it’s an especially important business memo, consider checking with a trusted coworker before sending it out to others.

Always proofread and review your business memos before sending them.

Conclusion: Keep it short and sweet

In conclusion, business memos are a great way to quickly inform coworkers about any changes or important information.

Writing memos is a skill you will need to practice, but if you follow the aforementioned steps and tips, you will be an expert in no time. 

A good business memo will save you time and lead to smooth changes in the workplace. So, don’t hold back from using them.

✉️ What about you? Do you use business memos in your company? What are some of the tips and tricks you may have to share with us when it comes to writing business memos? Let us know at [email protected] and we might include your input in this or future posts. If you found this article helpful, share it with someone who would also benefit from it.

Milica Vucicevic is a communication author and researcher at Pumble, focused on team communication in remote work environments. Through her posts, you’ll learn more about professional communication, and tools and techniques for better team communication. As a remote worker herself, she relies on her experience when writing, and implements her findings in her own professional life. When she’s not writing blog posts, you can find her enjoying the great outdoors, replenishing her energy for her next quest for knowledge.

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• Think of your readers and their needs.
• Be specific when making your points.
• Make your subject line short and descriptive.
• Use bullets or numbers to clarify points or lists.
• Cover only a single subject.
• Memos should be short and concise; try to keep them to one page.

Called memos for short, memorandums routinely are used within an organization to communicate a variety of ideas, from a new sick day policy to short reports and proposals. Among their many uses, memos confirm conversations, share ideas, instruct employees, and communicate policies. Because memos either request or share important information, they need to be carefully and concisely written so that the message is clear and accurate. A poorly written memo could confuse readers, offend employees, and create a loss of time.

Even with the popularity of e-mail and teleconferencing, surprisingly, effective memo-writing remains an essential skill in interoffice communications. Memos may be delivered via e-mail, but they still should follow the same professional and formatting standards as those printed on paper.

Typically, memos are short and communicate a single subject. If you have two subjects to cover, consider writing two separate memos.

Here are the basic steps to take when writing a business memo:

1. Jot down a list of the points you wish to cover in the letter.

2. Write the first draft.

3. Proofread, checking for spelling and grammatical errors. Do not rely solely upon your computer's spelling-check program. Computers do not understand context and never will never know if you meant "your" instead of "you" or "you're."

Writing a memo is not difficult and does not require much time. Just remember that a memo is in writing, which means it is permanently documented. Your memo represents you and your company; any glaring errors may cast you in a negative light among your peers and subordinates.

E stablishing the Tone of Your Memo

Depending on the type of memo and who your readers are, different memos should be written with different tones. For instance, if your memo is announcing the company's holiday party, it should have a fun and festive tone, not serious and formal.

Change: It has been decided that the annual holiday party will be on Friday, December 16. It will begin at 6 p.m. and end at precisely 9 p.m.

To: Ready for some fun and festivities? Our holiday party will be on Friday, December 16, from 6 to 9 p.m. There will be music, snacks, drinks, and even a secret Santa gift exchange! We hope to see everyone there. Happy Holidays!

On the other hand, if you are requesting a deadline extension from a superior, you would take a professional and formal tone. However, formal does not mean stuffy, droning on, or using big words from a thesaurus. Writing like that can leave you looking stuffy and out of date.

Change: In can be seen from the lack of progress in gathering the second quarter's numerical data that we will need additional time to conclude the assignment.

To: Because of the Shanghai office's two-week closing, we were unable to gather all of the second-quarter data. Now that the Shanghai office has re-opened, we will need an additional two weeks to retrieve the final numbers and finish the project.

A Memo's Opening

Typically, a memo should begin with you stating your precise purpose in writing it. That may begin with a brief summary of the problem, but the main point should be covered.

1. The office will be open the day after Christmas.

The exceptions to putting the main idea first are when:

· you are giving bad news.

· when readers are likely to be skeptical.

· when you are in disagreement with your superiors.

In the above cases, it will work to your advantage to use a more persuasive tactic by first stating the problem and then presenting points that support your recommendation. When done properly, this method can lead readers to your desired conclusion before you even tell them what it is.

Making Your Memo Easy to Read

Long blocks of text are hard to read and unappealing to look at. It is often a good idea to use short paragraphs, headings, and lists to break up text and lay your message out in a logical format.

Short paragraphs: Try to limit each paragraph to one idea. If a one-paragraph idea seems too long, see if you can make your point more precise or try to create two paragraphs, each communicating a different part of the point.

Headings: In long memos, headings are a great way to divide the material into manageable segments. They not only call attention to main topics but they let the reader know when there is a change in topic.

Lists: Using lists to emphasize critical points is much more persuasive than lost text in a lengthy paragraph. Just be sure not to overdo bulleted or numbered points. A memo full of lists is difficult to understand because readers need to connect the points themselves, rather than being guided by text.

A Memo's Ending

Typically, memos do not require a conclusion other than the optional "Please contact me if you have questions" or something similar. Memos are not letters and do not require the writer to include a closing signature. To signify that you wrote and approve of the memo, a writer should write his or her initials next to the name in the "From" line of the heading.

The Parts of a Business Memo:

Here is an example of a typical business memo:

The Dashing Dance School

DATE: May 23, 20--

TO: Advertising Department

FROM: Mandy Joyne

SUBJECT: Third- and fourth-quarter marketing ideas

After our meeting on Tuesday, we had a chance to review your marketing suggestions for the third and fourth quarters and would like to immediately move forward with the "Back to School" series of advertisements.

We are still reviewing the other marketing ideas you presented but wanted to give you the go-ahead on this one. Thanks for all your hard work, and we will have a decision on the remaining ideas within a week or two.

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How To Write A Business Memo + PDF Template

A memo  is a business document that communicates information internally in an organization. This article guides you through how to write a memo, the correct format, and how to close.

What is an internal memo?

The term "internal memo" is actually redundant since a memo (or memorandum) is always an internal document.

Memo format example

Memos are often written on company letterhead. to start your memo drop down 1.5 inches from top of letterhead and add the "To" field. Author note: a business memo should not exceed two pages.

To: Name of Person and Title in Organization From: Your Name Date: Month, Day, Year Subject: Be very specific (NOTE: There is no salutation greeting in a memo, as there is in a letter or email.) I propose that we purchase or lease a van to serve as a mobile bookstore. We could use this van to generate sales in the outlying towns and villages throughout the state where our retail stores are not penetrating . ( Direct and brief introduction which sums up the point of the memo succinctly.) Rationale for Van (informative heading.) We have been aware for some time that many small towns around the state do not have adequate bookstore facilities, but the economics of the situation are such that we would not be able to open a comprehensive branch and operate it profitably. However, we could afford to stock a van with books and operate it for a few days at a time in various small towns throughout the state. As you are probably aware, the laws of this state would permit us to acquire a statewide business license fairly easily and inexpensively. ( Provides brief, but full, background and feasibility information to the reader.) With the proper advance advertising, we should be able to generate much interest in this initiative. It seems to me that this idea has much merit because of the flexibility it offers us. For example, we could tailor the length of our stay to the size of the town and the amount of business generated. Also, we could customize our inventory to the needs and interests of the particular locales.  (Additional persuasive information.) Actions Request The driver of the van would act as the salesperson, and we would, of course, have copies of our complete catalog so that mail orders could be taken as well. Please let me know your thoughts about this proposal. If you wish, I can explore the matter further and generate cost and sales estimates. (Clear closing that asks for specific action.)

Memo format PDF example

The Purdue University Online Writing Lab shares this downloadable PDF example . It provides another strong example of proper formatting.

Notice the format:

• All text is justified to the left side of the page. None of the first paragraphs are indented. Business documents use justified left format, while academic format indents the first paragraph.
• Text is single spaced between lines.
• There is double spacing between paragraphs

How to end a memo

Notice that there is no closing signature in a memo, as there would be in a business email or business letter. 

The best ending for a memo is a clear closing action, stated in the last paragraph. And, be very clear about what you want your reader to know or do after reading the memo, which makes it easy for your reader to respond.

Memo vs. letter vs. email

A memo is a business document that communicates information internally in an organization.

A business letter communicates information outside of an organization.

Email is used both inside and outside an organization.

Improve your writing for all business documents by taking one of our professional writing courses . Each course includes individual feedback on assignments from an instructor. 

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Purdue Online Writing Lab Purdue OWL® College of Liberal Arts

Sample Memo

Welcome to the Purdue OWL

This page is brought to you by the OWL at Purdue University. When printing this page, you must include the entire legal notice.

Copyright ©1995-2018 by The Writing Lab & The OWL at Purdue and Purdue University. All rights reserved. This material may not be published, reproduced, broadcast, rewritten, or redistributed without permission. Use of this site constitutes acceptance of our terms and conditions of fair use.

This handout will help you solve your memo-writing problems by discussing what a memo is, describing the parts of memos, and providing examples and explanations that will make your memos more effective.

TO: Kelly Anderson, Marketing Executive

FROM: Jonathon Fitzgerald, Market Research Assistant

DATE: June 14, 2007

SUBJECT: Fall Clothes Line Promotion

Market research and analysis show that the proposed advertising media for the new fall lines need to be reprioritized and changed. Findings from focus groups and surveys have made it apparent that we need to update our advertising efforts to align them with the styles and trends of young adults today. No longer are young adults interested in sitcoms as they watch reality televisions shows. Also, it has become increasingly important to use the internet as a tool to communicate with our target audience to show our dominance in the clothing industry.

Internet Advertising

XYZ Company needs to focus advertising on internet sites that appeal to young people. According to surveys, 72% of our target market uses the internet for five hours or more per week. The following list shows in order of popularity the most frequented sites:

Shifting our efforts from our other media sources such as radio and magazine to these popular internet sites will more effectively promote our product sales. Young adults are spending more and more time on the internet downloading music, communicating and researching for homework and less and less time reading paper magazines and listening to the radio. As the trend for cultural icons to go digital, so must our marketing plans.

Television Advertising

It used to be common to advertise for our products on shows like Friends and Seinfeld for our target audience, but even the face of television is changing. Young adults are tuning into reality television shows for their entertainment. Results from the focus group show that our target audience is most interested in shows like American Idol ,  The Apprentice , and America's Next Top Model . The only non-reality television show to be ranked in the top ten most commonly watched shows by males and females 18-25 is Desperate Housewives . At Blue Incorporated, we need to focus our advertising budget on reality television shows and reduce the amount of advertising spent on other programs.

By refocusing our advertising efforts of our new line of clothing we will be able to maximize the exposure of our product to our target market and therefore increase our sales. Tapping into the trends of young adults will help us gain market share and sales through effective advertising.

Attachments: Focus Group Results, January- May 2007; Survey Findings, January - April 2007

This is a sample memo; facts and statistics used are fictional.

How to Write a Business Memo (With Examples)

“A memorandum is not written to inform the reader, but to protect the writer,” as former US Secretary of State Dean Acheson quipped satirically, taking a dig at governmental bureaucracy. His actual point is that whilst memos should absolutely be written to inform readers, they often provide little to no value.

Ineffective memos arise when those writing haven’t truly grasped the actual purpose of this specific kind of correspondence. It’s crucial to know what situations merit a memorandum, as well as the associated rules. Otherwise, you’re just adding to the pile of pointless paperwork.

Becoming adept with this type of internal communication is an essential skill, one which can aid you in many aspects of work and career. If you’re looking to brush up on how to write a business memo, we’ve got you covered.

3 of The Greatest Business Memos of All Time

An immeasurable amount of memos are sent daily, so of course there are plenty of great examples out there. Some rise above the rest, however, showing precisely how informative, persuasive or inspiring a simple page or two can be.

Some memos even become cultural documents, a still-shot into the specific time and place of a company or industry. 

Here are our entries into the memo hall of fame:

1. Bill Gates on Surfing the Internet Tidal Wave

In 1995, aka the infancy of the digital world, Microsoft CEO Bill Gates sent out an executive memo on an impending internet tidal wave. 

Aside from being an interesting glimpse into history, this document serves as an outstanding example of what a memo is designed to do.

“In this memo, I want to make clear that our focus on the Internet is crucial to every part of our business,” reads an introductory paragraph. Each section is tied together to this central theme, making the memo a relevant, coherent discussion that actually adds value to recipients.

The text is filled with technical information presented (crucially) in context . Gates first touches on the conception of the internet, before moving along to subheadings ‘The Internet Today’, ‘Competition’, ‘Next Steps’, and finally ‘The Future’.

And how does Gates finish up? Exactly as he should, courteously leaving the door open for suggestions: “I am looking forward to your input on how we can improve our strategy to continue our track record of incredible success.”

2. Howard Schultz on the Overexpansion of Starbucks

A year after his return as CEO of Starbucks, Howard Schultz penned a memo to discuss the consequences of an overly-ambitious strategy, i.e. the rapid rate at which the company grew. Masterfully, it takes only two paragraphs for us to gauge exactly how this document is going to read, an absolute must for a memo hall of famer.

He details specific business decisions that came under the previous strategy, providing his opinions on the reason they went ahead and the results. The writer does not scold specific people, nor does he smugly look back in hindsight and say “Why on Earth did they do that ?”

Instead, the memo follows, “Now that I have provided you with a list of some of the underlying issues… let me say at the outset that we have all been part of these decisions.” By presenting his thoughts this way, he’s far more likely to engage his readers, which is obviously a prerequisite for them to offer further insight and resolutions.

It’s just two pages long, yet Schultz manages to go through the company’s largest problem, unite his workers and inspire them to “push for innovation and do the things necessary to once again differentiate Starbucks from all others.”

3. The YouTube Investment Memo

As part of the Viacom International Inc. v. YouTube, Inc. 2010 court case, an internal memo outlining the YouTube investor pitch was disclosed. It just goes to show that excellent memos come in all shapes and sizes, providing you know what you’re doing.

The document is expertly formatted, rich with pertinent information, attractive visual data, and more bullet points than an arms factory. Once again, we see details in appropriate context, so that readers better understand the weight of the ideas explored.  

“Video is a natural next step, and YouTube is well positioned to capture the lead,” one section reads. Whether investors believed that or not on the day, this memo serves as the prime example of how to structure arguments and supporting data, as well as proof for the immense versatility of this kind of business writing.

Using Friday Posts to Write a Business Memo

If writing a memo still sounds like a daunting task, there are various tools you can use to make the process more convenient. Certain word processors feature business memo templates, whilst countless samples can be downloaded from elsewhere online.

Alternatively, teams and businesses already using Friday as their digital communication hub use Posts as an integrated memo writing solution.

Friday is a company communication tool that is your home for the most important things

With Posts , you can make company announcements, and bring team discussion out of the noisier team chat apps.

It's the perfect way to communicate internally--and asynchronously. See the video below for a look at how it works.

​​ Use Friday for free. No credit card required.

What are the Different Types of Memos?

The word ‘memo’ is not particularly intimidating at first sight. After all, it does sound like some helpful robot in an upcoming sci-fi franchise. One the other hand, ‘memorandum’ seems a little more elevated, which illustrates the huge difference between formal and informal writing.

The particular words, grammar, and stylistic conventions used to express formality is known as register in the writing world. Aside from being sensitive to that, it’s important to understand the various types of memo you can create and their respective characteristics.

1. Progress Memo

Progress memos are found everywhere, since companies regularly use them to report on specific project status as well as quarterly/annual performance. Since progress memos are created so frequently, organizations usually maintain a template and guidelines for better continuity and efficiency.

In many cases, progress reports and memorandums are used in conjunction with one another. However, it is possible to save time by writing the weekly status report as a progress memo. Above all, progress memos provide information, though they are also an opportune place to make requests or suggestions that could aid your project.

2. Suggestion Memo

Managers or executives solicit suggestion memos from employees as means to resolve specific problems, or more generally gain insight into the workings of their organization. These types of memo are immensely valuable as they empower workers to think creatively, which can drive innovation as well as expose inefficiency.

When you’re offering a solution to a problem, you’ll need to include any relevant research to support your ideas. More general advice can be supported by personal experience, too. Suggestion memos make solid arguments regarding future actions, so they should be written analytically and authoritatively.

3. Request Memo

Request memorandums are composed as a way of persuading others to approve what you’re asking for. For instance, convincing your boss to increase a project budget. You should be clear and direct when making a request, where the rationale behind the proposal is easy to follow.

Any resources and expenses required should also be made apparent. These types of memo demand the use of persuasive language, which primarily means giving plenty of benefits for approving the request.

There are various other reasons for drafting up a memo, including detailed meeting notes, team updates , company policy changes, technical explanations, and formal communications. Considering that memorandum literally comes from the Latin for remember ( memorare) , they are used to create an official record of any subject worth revisiting,

Parts of a Memo

Even though memos aren’t all created equal, there are universal guidelines of how you break down such documents. It’s useful to think of your memo in terms of the following elements:

1. Introduction

Just as in fiction writing, the introduction is the opportunity to set the scene. For memos, this relates your header information, including names of recipient and sender, date posted and a very brief description of the statement or purpose.

Say you’re making a request to attend a conference that you believe is valuable to you work. “Conference” is a poor heading, largely because it’s not clear what’s being discussed. Alternatively, “Attending Expo2022 Conference for Management Strategy” tells your reader the initial details they need for the text.

Quick Tips:

• Whilst journalists are told to keep their headers short and snappy, memo titles should be written in a way that makes the content immediately obvious.
• As there is a clear standard for memo introduction, it’s not the place to exercise your creative skills. Include the pertinent information only.
• Whilst personal memos can skip many header formalities, company-wide documents must have appropriate salutations.

2. Main Body

It is absolutely paramount to include background context of the memo subject. For instance, a suggestion memo is typically centered on a problem that needs to be resolved. When you don’t have preliminary context, your arguments appear weaker, thus you should begin by evaluating the question, rather than just presenting an answer.

Say your boss asks for your suggestions on effective workplace communications , presumably wanting to streamline internal messaging as means to increase efficiency. A well-crafted memo will begin by addressing the issue, which could involve comparing your company against organizational averages, outlining main causes for communication issues, and presenting the best data for driving your suggestions.

• It’s important to periodically subhead your main body, so that readers can more easily follow your train of thought.
• There’s no need to write out all the analysis in full when you can reference it. You can provide any reports, graphs, policies and minute notes as attachments if necessary.
• Although the main body is the largest element of your memo, it’s not a license to go on for pages and pages. Be as concise as the subject allows.

3. Summary (and Sign-off)

A summary is essentially the restating of key information in a pleasing conclusive manner. You first begin by consolidating your main points, which reminds the recipients what they should take from your memo. Next, provide recommendations on the next stage, which allows readers to turn your ideas into actionable steps.

With your closing remarks, you also explain how others should contact you on the subject. You may write something general, like “Let me know if you have any questions/ideas,” or preemptively set a time by saying “I will contact you on Friday at 2pm.” Though only a line or two, this element is highly valuable as it promotes further discussion.

Of course, you’ll need to sign off, which you can do by once again including your name and title, along with your full contact information. Whether or not you feature a signature will depend on the formality of the memo. For example, having the business owner email signature shows professionalism.

• The main body of the memo has already done the heavy lifting, so keep your summary as short as you can.
• Just as with story writing, good endings leave readers satisfied. Create a succinct conclusion that tells the recipient exactly what they have gained from the memo.
• As the natural end of your discussion, a memo summary must include a call to action that enables recipients to actually use your document.

4. Supplementary Material 

Any references you’ve used throughout the memo, along with the necessary documentation a recipient will need to go forward, is provided at the end of your writing. Even if you embed visual aids in the memo, it’s best to include them in this section too.

• Don’t include irrelevant attachments simply to bolster a weak point. It’s called supplementary for a reason, which is that the material actually enhances your ideas.
• You won’t need to include everything you’ve mentioned as any attachment, though it’s good practice to cite anything that may be later useful.
• Supplementary material isn’t just statistics and reports. Prior communications and past memos can also be added as attachments to place your writing within context.

How to Write a Memo Worth Reading

A business memo is an exceptionally versatile communication, so you can easily use them to update your boss on progress, make a brilliant suggestion, and request extra resources all in one week. Regardless of what you’re writing for, the key determiners for whether a memo is worth reading or not is clarity and relevance .

With that in mind, here are some extra tips on how to write a business memo:

• Sophisticated, not Pretentious : Although a memorandum is, by definition, a formal business document, you don’t need to make them over-complicated just to appear competent. It’s true that adhering to certain standards helps your credibility, yet sounding too rigid disengages readers, whom likely already have a lot of reading to get through.
• Appropriate Tone : It may seem obvious, but many still struggle to follow proper tone when writing up business documents. The audience of a memo will determine the tone you should use, but so too does the subject. If you’re sharing serious news, avoid lightening the mood with a joke or emoji. Conversely, a memo about an upcoming social event can take a much friendlier tone.
• Precise but Concise : A memo is neither a novel nor a riddle, so keep it clear and brief. Begin with a subject line that conveys critical information and nothing more, following this parameter throughout the entire process. Remember that a memo is typically a page or two in length, so keep an eye on not just what you’re saying, but how much , too.
• Strict Memo Format : Whilst you can get creative with your content and wording, it’s paramount that memos follow a strict format. There are always at least four headings at the top of the memo (To, From, Date, Subject), with Company sometimes added as the fifth. Any following content is written as single-spaced text, arranged into double-spaced paragraphs and headings.

Final Words on How to Write a Business Memo

Although memorandums might seem scary, they really aren’t. Fundamentally, they are a means of expressing oneself in a very particular fashion. As soon as you get used to the rules, memos can be used for innumerable business applications. For instance, long-term clients may feel more comfortable with a memo rather than a business letter.

In any case, business memos are an essential tool in the professional communication kit, allowing an individual, team or organization to convey themselves respectfully and eloquently. Ditch never-ending email threads for more productive channels and your team is sure to get the memo.

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How to Write a Business Memo in 7 Steps

In the fast-paced business world, effective internal communication is crucial for an organization’s success. One of the essential tools for conveying information, updates, and announcements within a company is the memorandum, commonly known as a memo . In this article, we will explore the importance of memos in business communication and provide a step-by-step guide on how to write impactful, yet efficient, memos.

What is a Memo (Memorandum)?

A memo is a written document used for internal communication within an organization. It is a concise and formal way to share information, make announcements, request resources, address policy violations, and more. Memos typically follow a specific format, making them easily recognizable and straightforward for recipients to read and understand.

Writing a memo brings multifaceted benefits, which include:

• Speed and Efficiency: Memos enable rapid dissemination of information to employees within the organization.
• Formality and Professionalism: Memos maintain a level of formality suitable for business communication.
• Documentation: Memos serve as a written record of important communication for future reference.

When to Write a Memo? 5 Common Business Scenarios

1. announcing policy changes and updates.

Memos are employed to officially communicate any changes or updates to company policies, procedures, or guidelines. They provide a structured and formal means of informing employees and stakeholders about the changes and the reasons behind them.

2. Project Updates and Milestone

Memos serve as a concise and effective way to provide regular progress reports on ongoing projects. Project managers can use memos to highlight achieved milestones, current status, and potential challenges. Stakeholders stay informed about the project’s development and can offer support or guidance as needed.

3. Requesting Resources or Budget Approval

When resources are required for a project or department, memos can be used to formally request them. A well-structured memo explains the specific needs, associated costs, and expected benefits of the requested resources. This facilitates the approval process and ensures responsible allocation of resources.

4. Notifying Employees of Meetings and Events

The memo is an ideal tool to inform employees about upcoming meetings, conferences, training sessions, or other events. They provide all necessary details, such as date, time, location, agenda, and any preparatory tasks. Memos help ensure that employees are well-prepared and aware of their involvement in the scheduled events.

5. Addressing Policy Violations or Disciplinary Actions

Memos can be used to communicate policy violations, performance issues, or disciplinary actions to employees. They document the specific incident, describe the consequences, and outline any corrective measures or expectations going forward. 

Essential Components of a Well-Structured Memo

Source: Hubspot

A well-structured memo should include the following key components:

A heading is typically placed at the top of the memo and contains essential information to identify the memo. It includes the word “MEMO” or “MEMORANDUM” to indicate the document’s nature. The heading should also include the following elements:

• To: The names or positions of the recipients (individuals or departments) who will receive the memo.
• From: The name and position of the sender or author of the memo.
• Date: The date when the memo is written or issued.
• Subject: A concise and clear subject line that summarizes the main purpose or topic of the memo.

The opening of the memo introduces the purpose and context of the communication. It is usually a brief paragraph that sets the tone for the rest of the memo. The opening should be direct and to the point, providing the reader with a clear understanding of what the memo is about.

The body of the memo contains the main content and information. It is where the details, updates, or requests are presented. The body should be organized into sections or paragraphs, each addressing a specific point related to the subject. It’s important to maintain a logical flow and use clear and concise language to ensure that the message is easily comprehensible to the reader.

The conclusion of the memo provides a summary or a call to action. This section restates the key points or action items discussed in the body of the memo. If there are specific tasks or follow-up actions required from the recipients, they should be clearly stated in the conclusion.

The conclusion of the memo is a courteous ending to the document. It typically includes a polite closing remark or thank-you message. The sender’s contact information (such as email address or home phone number) may also be included here, allowing recipients to reach out for further inquiries or clarifications if necessary.

Attachments (if applicable)

If the memo requires additional supporting documents, data, or reports, they can be attached at the end of the memo. Mention the attachments in the body of the memo and provide a brief description of each attachment for clarity.

Distribution List (optional)

For memos sent to multiple recipients or departments, a distribution list can be included at the end of the memo. This list specifies all the individuals or groups who should receive the memo. It helps ensure that the memo reaches the intended audience.

7 Steps to Write an Effective Memo

1. identify your purpose and audience .

Before you start writing your memo, take time to clearly define the main purpose of the communication. Whether it’s to inform, request, or address an issue, a well-defined purpose will ensure your message stays focused and relevant. Additionally, consider the audience who will be receiving the memo. Tailoring the language and content to suit the knowledge level and interests of your recipients will enhance the memo’s impact and resonance.

2. Craft a Clear and Informative Subject Line

The subject line serves as the first point of contact with your readers, so it’s crucial to make it clear and informative. Avoid vague or ambiguous subject lines and instead, use concise wording that accurately reflects the memo’s content. A well-crafted subject line will entice recipients to open and read the memo while setting the right expectations about its purpose.

3. Use a Professional Tone and Language

Maintaining a professional tone throughout the memo is vital for establishing credibility and respect. Avoid informal language or jargon that may be confusing or inappropriate for the workplace. Aim for a balanced tone that is respectful, yet concise and to the point, ensuring the memo is perceived as a formal communication.

4. Organize Information with Proper Headings

Dividing the memo into clear sections with appropriate headings enhances its readability and comprehension. Each section should focus on a specific aspect of the memo’s content, allowing readers to quickly locate the information they need. Headings also help you present information in a structured and organized manner, making the memo easy to follow.

5. Provide Relevant Details and Supporting Data

To strengthen your points and ensure the memo is convincing, provide relevant details and supporting data wherever necessary. Backing up statements with facts, statistics, or examples adds credibility to your message and helps recipients understand the reasoning behind your proposals or decisions.

6. Summarize Key Points and Include Action Items

As you conclude the memo, take the opportunity to summarize the key points highlighted in the body. A concise summary reinforces the main takeaways and ensures that crucial information is not overlooked. However, creating such a unique summary on your own is difficult, so make use of tools such as online word summary generator for creating a point summary. Additionally, if there are specific action items or follow-up steps required from the recipients, include them in a clear and actionable format.

7. Proofread and Edit Before Sending

Last but not least, never underestimate the importance of proofreading and editing your memo before sending it out. Typos, grammatical errors, or unclear sentences can undermine the memo’s professionalism and impact. Take the time to review the memo for any mistakes, ensure clarity and coherence, and consider seeking input from a colleague to gain a fresh perspective before finalizing and distributing the memo.

Common Mistakes to Avoid in Memo Writing

• Vague or Unclear Subject Line: A poorly defined subject line can lead to confusion or cause recipients to overlook the memo. Make sure the subject line clearly summarizes the purpose or main topic of the memo.
• Excessive Length: Memos should be concise and to the point. Avoid unnecessary details or overly long explanations. Stick to the essential information to maintain the reader’s attention.
• Ignoring Tone and Language: Memos should maintain a professional and formal tone. Avoid using jargon, slang, or overly technical language that might not be familiar to all recipients.
• Incorrect Grammar and Spelling: Poor grammar and spelling errors can undermine the credibility of the memo and reflect negatively on the sender. Always proofread the memo before sending it out.
• Lack of Clarity in Requests or Action Items: If the memo requires action or response from recipients, make sure the requests are clear and explicitly stated. Unclear action items may lead to delays or confusion.
• Using Memos for Inappropriate Content: Memos are official communication tools and should not be used for personal grievances, inappropriate jokes, or non-business-related matters.
• Forgetting to Include Contact Information: Always include contact information (email or phone number) for the sender in case recipients have questions or need further clarification.
• Not Considering the Audience: Tailor the memo’s language and content to the audience’s level of understanding and familiarity with the topic. Avoid technical jargon when communicating with non-experts.

5 Tips for Writing an Outstanding Memo

Photo by Ylanite Koppens on Pexels

• Keep It Clear, Concise, and Focused: Avoid ambiguity and unnecessary elaboration.
• Utilize Bullet Points and Formatting for Readability: Break down information into bullet points for easy scanning.
• Be Diplomatic and Professional in Tone: Use polite and professional language throughout the memo.
• Encourage Feedback and Questions: Welcome feedback and questions from recipients to ensure clarity.
• Seek Peer Review for Improvement: Ask a colleague to review your memo before distribution for constructive feedback.

Memo Examples and Resources

3 websites for downloading memo templates.

While writing memos could require background knowledge, having access to pre-designed templates makes the process more convenient and time-efficient. Now, let’s explore three websites that offer a wide selection of memo templates, streamlining communication tasks even more effectively.

Template.net:  

Source: Template.net

Template.net offers a wide range of professionally designed memo templates that cater to various business needs. You can find customizable templates in different formats, such as Word, PDF, and Google Docs.

Microsoft Office Templates:  

Source: Microsoft

Microsoft Office provides a collection of memo templates accessible through their official website. These templates are compatible with Microsoft Word and can be easily customized to suit your specific memo requirements.

Source: Canva

Canva is a user-friendly online platform that offers a variety of customizable memo templates. Whether you need a memo for formal business communication or a more creative and visually appealing memo, Canva has options to suit different styles and preferences.

Explore and Edit Memos on PDF Reader

Source: PDF Reader

PDF editors such as PDF Reader offers users a seamless experience when it comes to creating and editing business memo. Users can effortlessly navigate through a wide array of pre-designed PDF templates, saving time and effort while producing professional documents. Its ability to preserve the original formatting of the memo while enabling editing, such as adding logos, customizing fonts, and embedding images, makes it a reliable choice for producing polished and professional-looking memos. Whether it’s for a meeting agenda, a project update, or a quick office memo, PDF Reader stands out as a reliable and efficient solution for crafting impressive memos with ease.

Designed for the increasingly mobile workplace

Mastering the art of writing effective memos is a valuable skill for any professional. Memos facilitate smooth internal communication and ensure that important information is conveyed accurately and efficiently. By following the guidelines provided in this article, you can create impactful memos that resonate with your audience and contribute to the success of your organization’s communication efforts.

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Write a memo using the following requirements: Use proper business...

Write a memo using the following requirements:

• Use proper business language, etiquette, and tone for the situation described.
• Be thorough
• Use three paragraphs
• Use the correct memo structure
• Use Grammarly
• Proofread the daylights out of it before submitting it to Blackboard
• Apply the 25/25/50 writing process
• When you think you've finished, email it to yourself and read it as if you were the audience - does it need edits? Anything missing? Is it clear? Would you be able to act on it if had been sent to you?

Here's the situation you're writing for:

You are the assistant to the VP of Marketing who is going on vacation and is due back on the 14th of the month. They're in a hurry to finish up an important project and they need you to write a memo on their behalf.

The memo will be written to the four staff members by name in the Marketing Department asking them for their input into the department's budget for next year. Your boss has already created a draft budget and must have the staff's input to review upon return from vacation.

Write the memo then submit it in the Blackboard slot labeled Midterm.

Before you submit your work, put yourself in the receiver's position:

• What would you want/need to know?
• Is there anything you'd like to have access to so that you can deliver on what's being asked of you?

Answer & Explanation

[Your Name]  [Your Title] 

[Your Department] 

[Today's Date]

To: [Staff Member 1 Name], [Staff Member 2 Name], [Staff Member 3 Name], [Staff Member 4 Name] 

From: [Assistant to the VP of Marketing] 

Date: [Today's Date] 

Subject: Request for Input on the Marketing Department's Budget

Dear [Staff Member 1 Name], [Staff Member 2 Name], [Staff Member 3 Name], and [Staff Member 4 Name],

I hope this memo finds you well. As you may be aware, our Vice President of Marketing is currently on vacation and will return on the 14th of this month. We are in the final stages of preparing the department's budget for the upcoming year and would greatly appreciate your input in ensuring its completeness and accuracy.

Your input is invaluable in creating a budget that reflects our department's needs and objectives. To provide some context, our VP has already prepared a draft budget for the next fiscal year, which outlines our projected expenses and expected revenue. However, your insight is essential in fine-tuning this budget to align with our department's strategic goals. We encourage you to review the draft budget and share your thoughts, suggestions, and concerns. Please send your feedback to me at [Your Email Address] by [Due Date] to ensure that we can incorporate it into the final budget review.

We understand that your time is valuable, and we appreciate your efforts in contributing to this process. Your input will not only help us create an accurate and comprehensive budget but also ensure that our resources are allocated optimally to achieve our marketing objectives for the upcoming year.

In the absence of our VP, your cooperation is pivotal. Your prompt response and input will facilitate a smooth budget review process, allowing us to be well-prepared for the upcoming fiscal year. If you have any questions or require further information, please feel free to reach out to me.

Thank you for your dedication and commitment to the Marketing Department. Your participation in this process is highly valued, and we look forward to your contributions.

Best regards,

[Your Name] 

[Your Title] 

[Assistant to the VP of Marketing]

PS: Please ensure that your input is submitted no later than [Due Date] to facilitate a timely review upon our VP's return. Your diligence is greatly appreciated.

Approach to solving the question:

Detailed explanation: Note that you must provide the information such as the name, title, your department, the date, the name of the staffs, email address and the due that that you want or need depending on when you will pass it

Key references:

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WTA facing rebellion from numerous top players over pay and conditions on women’s tour

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Aryna Sabalenka had had enough.

After nearly a month of unsatisfying contact with leaders of the WTA Tour, the world No 1 finally cut loose Sunday night in Cancun, Mexico, following her opening-night victory over Maria Sakkari, complaining about her safety on a tennis court that she had barely had time to practice on before her match.

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Sabalenka (pictured above) said she felt “disrespected by the WTA” following weeks of tense and angry communications between the top female tennis players in the world and the leaders of their sport. The confrontations have been brewing for months but began to boil over in text messages and a series of player meetings at the China Open during the first days of October, people with knowledge of the meetings said Monday.

The discussions in China culminated with a three-page, single-spaced letter sent on October 5 and signed by Sabalenka and 20 other leading players, including Elena Rybakina and Marketa Vondrousova, the last two Wimbledon champions, and Ons Jabeur, a three-time Grand Slam finalist.

The players requested immediate consideration of their needs for higher pay, a more flexible schedule that is more physically and mentally sustainable, expanded childcare and official representation on the WTA Players Council from their own, independent player organization, the nascent Professional Tennis Players Association (PTPA), which Novak Djokovic co-founded in 2020.

The letter, which The Athletic has seen, ended with a request for “a written, substantive response to this letter and each requested improvement with a clear commitment by the WTA to address the issues stated above by Friday, October 13th.”

The players are still waiting for that written response.

Paula Wolecka, a spokesperson for Iga Swiatek, the world No 2, and four-time Grand Slam champion, confirmed Monday that Swiatek had sent her own letter to the WTA leadership, and was part of a “united front here in wishing for a real change.”

A spokesman for the WTA said “players have always been equal decision-makers to ensure a strong direction for women’s tennis,” noting recent efforts that will help increase player compensation by $400million ($329m) over the next 10 years. “We’re proud of these efforts and look forward to continuing to have these very important conversations with players and tournaments to keep building a strong future for women’s tennis.”

Instead of the formal response they requested, players received offers for two meetings with Steve Simon, chief executive of the WTA Tour, and other leaders of the organization on October 16, and then last Thursday in Cancun.

In addition, those who are participating in the elite WTA Tour Finals received a series of talking points which players could consider stating should they face questions on those topics. These included the WTA’s position on those meetings with WTA leadership, as well as the war in Israel and Gaza, and the possibility that the WTA Tour Finals or other tournaments might take place in Saudi Arabia next year.

On Saudi Arabia, where players who are gay may feel uncomfortable in a country which criminalizes homosexuality, the WTA advised players to consider saying: “I’m happy to play wherever the WTA Finals is hosted, it’s a prestigious event.”

On the meetings with WTA leaders, players were advised to consider expressing pride in the WTA’s efforts to increase player compensation and stating that they, too, look forward to continued conversations to “keep building a strong future for women’s tennis.”

According to people with knowledge of the meetings between the players and WTA leadership — who spoke on the condition of anonymity to protect their positions — players left unsatisfied with the WTA’s response to their requests. Two top players were so frustrated they left last Thursday’s meeting before its conclusion.

Part of that involved the WTA’s refusal to allow a representative of the PTPA to participate in either meeting. Ahmad Nassar, the executive director of the PTPA, expressed that sentiment in a letter he sent to Simon one week ago, which The Athletic has also seen.

In that letter, Nassar noted Simon had told him the WTA leaders wanted to speak directly with its athletes, without their agents, coaches or other outside influences.

“The reality is that the tour and tournaments are, in fact, outside influences having interests opposed to the players,” wrote Nassar, a former top executive with the National Football League Players Association. “The PTPA represents the playing group, and them alone.” Nassar also reiterated the players’ requests for a written response to their initial letter, noting that the failure to respond “reinforces the perceived lack of willingness to meaningfully engage and innovate.”

The latest requests in the October 5 letter included guaranteed pay of $500,000 for players in the top 100, $200,000 for players ranked 101-175, and $100,000 for players ranked 175-250. The men’s tour, the ATP, recently announced a plan to provide a similar guaranteed pay scale.

Also, the players want to receive compensation if they are injured and cannot play or if they take a break from the tour to have a child. The players also requested the right to audit the financial records of their tournaments, which they do not currently have.

The heightened tension of the past month follows a series of incidents in which many players have emerged frustrated with how tennis officials have treated women.

In Madrid in May, the women’s doubles finalists — Coco Gauff, Jessica Pegula, Victoria Azarenka and Beatriz Haddad Maia — were not allowed to address the crowd during the awards ceremony. The move came after Azarenka and other women criticized tournament officials for giving women’s matches unfavorable start times, and even providing a far smaller birthday cake to Sabalenka than Carlos Alcaraz.

Later that month, Rybakina had to wait until nearly midnight to play the Italian Open singles final, following a rain-filled day during which organizers decided not to move the women’s match to the next day and pair it with the men’s final.

In June, the WTA announced an agreement with tournament directors that will guarantee pay equity for men and women, but not until 2027 for the largest tournaments, and 2033 for smaller ones. Several top players said they did not understand why they had to wait, especially for tournaments that include women doing the same “work” as men but for less prize money.

WTA officials said tournament organizers needed time for a series of new business initiatives to produce enough revenue to support the higher prize money.

Through the summer, players expressed frustration over not knowing the location of the WTA Tour Finals for the third consecutive year, before the WTA settled for a one-year deal in Cancun, which rushed to construct a 4,000-seat temporary stadium.

Late last week, players still had not had a chance to practice in the stadium in Cancun, which has caused many of the players to complain about conditions at what is supposed to be the WTA’s signature event.

Anton Dubrov, Sabalenka’s coach, said Monday the court feels as though there are holes beneath the surface in some spots. The inconsistent surface has left some players with little idea of how the ball will bounce and unable to move freely or without fear of injury. The court is also a short walk from both the sea and a bay, making it prone to high winds in the final weeks of hurricane season in the Caribbean.

“It should be a celebration of the end of the year, but right now you feel like you have no control anywhere,” Dubrov said of the court.

In a statement Monday, the WTA said it had worked hard to complete the stadium “on an expedited timeline amid weather challenges to ensure the stadium and court meet our strict performance standards.”

Wolecka, Swiatek’s spokesperson, said Monday that Swiatek had found the stadium conditions “far from ideal” and much faster than on the practice courts.

“The situation is challenging,” Wolecka said. “She’s willing to discuss it with the WTA, but at the moment she needs to be focused on her performance and her job to make the best of these demanding circumstances.”

(Top photo: Robert Prange/Getty Images)

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Matthew Futterman is an award-winning veteran sports journalist and the author of two books, “Running to the Edge: A Band of Misfits and the Guru Who Unlocked the Secrets of Speed” and “Players: How Sports Became a Business.”Before coming to The Athletic in 2023, he worked for The New York Times, The Wall Street Journal, The Star-Ledger of New Jersey and The Philadelphia Inquirer. He is currently writing a book about tennis, "The Cruelest Game: Agony, Ecstasy and Near Death Experiences on the Pro Tennis Tour," to be published by Doubleday in 2026. Follow Matthew on Twitter @ mattfutterman