How to Write Memos that Drive Results

How to write a memo

The memo format should stay consistent regardless of the announcement, whether you're writing to tell the team about an upcoming meeting or making general announcements.

While they tend to vary in length depending on the news, memos should never be longer than 1 or 2 pages. Instead, the primary purpose is to share information as quickly as possible, with the most important information being at the top, which means a short memo is usually the most effective option.

Here are a few steps to help you learn how to write a business memo:

1. Write your heading

The heading contains elements like the To, From, Memo Date, and Subject, all of which help the receiver understand that the message is for them and what it's about. Since memos can help serve as documentation that someone has been notified, including the date is crucial because it'll help both parties find it later.

The subject line of a memo should be straightforward. Because a memo only has 1 subject, it should provide a basic overview of what it'll be about.

2. Write your opening statement

The opening statement, also known as the declaration, is part of the body of the memo. This is where you share the purpose of the communication and why you're sending it to the receiver. It allows you to introduce the main idea by simply stating key pieces of information and providing background details.

3. Provide context

After the opening statement is the discussion part of the memo, which provides background information and goes into more detail about the subject, acknowledging the ultimate topic and goal of the message. The body should have clear, organized information and 1 or 2 paragraphs to present the information coherently. Use bullet points or lists wherever possible to ensure readability.

4. Include next steps

If recipients are required to take action, the memo should include next steps indicating the activity and deadline.

5. End with a closing statement

Your closing statement ends the memo with a polite and professional sign-off that includes your name and position.

Your memo can also include attachments if you're sending it as an email. If your memorandum is long, you should also provide a summary in case staff needs to return to it for more information.

When you’re done writing the memo, you can distribute it to recipients via email or internal mail. Posting the memo on a bulletin board in a shared space, such as a break room or office lobby, is also a good way to spread your message.

Why using a memo template saves time

Working with a template or sample memo doesn't just save you time here and there; it creates a system that works consistently across your entire organization. When everyone follows the same format, communication becomes more transparent and efficient. Here's why using a memo template saves time:

Standardize communication across teams

Getting everyone on the same page starts with speaking the same language and having clear communication. When your marketing team sends a memo to accounting, there shouldn't be any confusion about where to find key information.

This standardization becomes especially valuable as companies grow or work across different locations. You'll notice fewer back-and-forth emails asking for clarification and more time spent actually working on what matters.

Plus, new employees can quickly learn one consistent format rather than dealing with multiple styles across different departments when joining the company.

Eliminate the guesswork in formatting

Staring at a blank memo document and wondering how to structure your message wastes valuable time. With a template, you're not reinventing the wheel every time you need to send a memo.

The basic structure is already there: your header, spacing, font, and overall layout are set. This means you can focus on what really matters — the message itself. You'll spend less time adjusting margins and more time crafting clear, effective communications.

Improve clarity and consistency

When every memo follows the same format, readers develop a natural rhythm for processing information. They know where to look for key details, deadlines, and action items. This consistency builds efficiency into your communication process.

Over time, this consistency helps reduce misunderstandings and ensures essential details don't get lost in translation. It also creates a more professional image for your organization, showing that you value clear, organized communication.

Different types of memos and their purposes

Every memo serves a specific purpose, and understanding the different types helps you select the right approach for your message. Let's explore the main types and when to use each one.

Informational memos

These are your bread-and-butter communications, designed to keep everyone in the loop about company updates, upcoming events, policy changes, or important announcements. They deliver facts without requiring specific actions.

Informational memos might announce a new hire, explain changes to company policies, or share quarterly results. 

Good informational memos anticipate questions and provide answers before they're asked, saving time and preventing confusion down the line.

Request memos

When you need something done, request memos are your go-to format. These memos are action-oriented, clearly stating what needs to happen, who should do it, and when it needs to be completed.

The success of a request memo hinges on its clarity and specificity. You'll want to explain what you need, why it's important, and how it fits into larger goals. A well-crafted request memo makes it easy for recipients to understand their role and take action.

Persuasive memos

Sometimes, you need to do more than just inform or request — you need to convince.

Persuasive memos make a case for a particular course of action, whether it's adopting a new system, changing a process, or approving a project. These memos require careful thought and structure, as well as the presentation of evidence and logical arguments as supporting details.

To write an effective persuasive memo, you must anticipate potential objections and address them head-on while highlighting the benefits of your proposal.

Confirmation memos

Documentation matters in business. Confirmation memos are written records of decisions, agreements, or discussions. They help prevent misunderstandings by clearly stating what was decided or agreed upon. Think of them as the minutes of a meeting or focus group but more action-oriented.

Confirmation memos are especially valuable in project management, contract negotiations, or any situation where you need a clear paper trail. They help keep everyone accountable and provide a reference point if questions arise later.

Tips for writing a business memo

Learning how to write a business memo is relatively easy if you know how to write an email. However, the goals of these 2 business communications are different.

While emails are designed to engage employees and are more personal, a memo is more formal and used for official organizational communications. Knowing when to use an office memo instead of an email depends on the subject matter and the overall nature of the message.

You should send a memo for official business communications, especially those that relay complex or detailed information. Since business memos follow a basic and organized structure, they allow for better readability than internal office emails.

On the other hand, internal office emails are best when you need to facilitate back-and-forth communication between staff members. Email is the best option if you need an answer quickly.

Other tips for writing a business memo include the following:

• Proofread your memo. Always proofread your entire memo before sending it out. You should ensure everyone's names are correct, along with the memo subject and body paragraphs. Your memo should be easy to understand, so edit for grammar and overall readability. Since memos typically serve as documentation within a business, you want your memo to have all the necessary information relayed to employees in an easy-to-read format.
• Remember your audience. If your audience is your staff, they don't need all the same bells and whistles your customers would need in a marketing email. The goal here isn't to convert. Instead, you want to notify employees to ensure everyone is on the same page.
• Get to the point. The purpose of a memo is to relay information in the most efficient and effective way. Your opening paragraph, or the first paragraph, should be short and provide context, while the body of the memo delivers more detailed information. Try to keep your memo as short as possible while providing employees with enough information to understand the written document.

Communicate with your team using a memo

In a fast-paced business environment, speedy communication is crucial for productivity. A memo is a simple and effective way to communicate externally and internally These important business documents can enhance clarity while providing leaders with a structured and concise format for conveying important information about the company.

Harness the power of business memos with Mailchimp. Our all-in-one marketing tool makes it easy to communicate important messages and share updates with your employees. Additionally, you can use our insights and data visualization reports to see if your memos have been opened and read to ensure more effective communication within your organization. Sign up for Mailchimp today.

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Key Takeaways

• Effective memo writing is essential for clear business communication, helping teams share information efficiently while maintaining professionalism throughout an organization.
• Using memo templates creates consistency across departments and saves valuable time by eliminating guesswork in formatting and structure.
• Understanding different memo types helps you choose the right format for your message, whether sharing information, making requests, building a case, or documenting decisions.

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