Memo Format: How to Write One (With Examples)

A memo, short for a memorandum, is a quick and concise message written without elaborate or unnecessary detail. Writing a memo that appears professional means using a memo format based on the message and memo type. You may use memos in almost any industry to send crucial information to one or more people.

When thinking of a memo, you may imagine it is the same as a professional letter or email. However, the idea behind using a memo is to quickly and efficiently say what the sender wants.

Even if you’re an expert at crafting an engaging email or writing a long, informative letter, writing a memo is different. The memo format also varies based on the message type.?

We will explain the reasons behind using a memo and how to write a practical memo below.?

What is the Purpose of a Memo?

Memos are a valuable way to relay important information or solve issues. Someone would want to send out a memo to either let others know of a problem or provide solutions to a commonly known problem.

Your message should be evident to the reader.

A good memo lets the recipient know the necessary information, such as a policy change or what action they should take next.

Memo Length Recommendations?

Memos are typically one or two pages long in single-space font with double-space paragraphs. Most memos will be short to ensure they don’t lose the reader’s attention.

A longer memo may be better to break into separate messages. An alternative solution would be to number the sections to ensure the information is clear for each part of the message.?

Professional Memo Format Options

A few memo types exist, such as confirmations, results, suggestions or information requests. While all memos have a similar format, some key differences between different memo types make the message easy to understand.

If you’re sending a report as a memo, it may also include items, like a table or graph, that an information-only message wouldn’t need.?

Always include the following sections no matter the memo type:

• To (recipient name)
• From (sender name)
• Date
• Subject of the memo
• Body (main message)?

Essential Business Memo Sections

When figuring out the best memorandum format, it is essential to remember that this is different than a formal business letter, which is much longer. The sender should always ensure they are using the correct format.

A business memo would not include a signature at the end or a salutation at the beginning.?

Instead, focus on these sections:

• A heading
• The recipient
• The sender
• Any additional recipients
• The date?
• The subject
• The body or main message
• Any attachments?

Heading

A memo heading must contain the company's name and address. Typically, this will be present on the letterhead already.

Below this, add the word “memorandum” (or “memo”) to ensure that the reader understands what you’ve sent.?

Recipient

In this section, identify who will receive this memo.?

If the sender is writing to a few select individuals, they should include their names separately. If they’re writing a memo for an entire team or department, they will add the name of that group instead of each person’s name.?

Sender

The recipient(s) must know who sent the memo. Include the sender’s name, role and department in this section.

Additional Recipients

You may have people that would benefit from the information in the memo but don’t necessarily need to read it. These would be additional recipients, but this is not a requirement for any memo.?

An example would be “CC: John Doe, Jane Smith” to format this section.?

Date

Write the date before sending the memo. This helps readers know the information is current.?

Subject Line

The subject will provide a brief overview of the memo’s content. It should be very short and specific.

Memo Body

This is the main section of the memo. Explain the memo's purpose before moving into the overall message.

Keep this section short, with only one to three paragraphs. If this part of the memo becomes too long, it might help to summarize the message and include the rest of the information as an attachment.

Indicate what the reader should do with the information in the memo next with a call-to-action at the end. The only exception is if the memo is meant to provide information only.?

Attachments

You don’t have to include attachments if there is nothing else to say past the body of the memo, but it can be helpful if it supported the message overall.?

For instance, you may want to attach a complete report to a memo letting a department know the information is ready to review.

Well-Written Memo Examples

Memos are not common in all workplaces, so looking at memo examples will provide a great sample of how the memo should look if you’re unfamiliar with them.?

In the following sample memos, there are a few options for formating and stylizing the message based on the memo type.

Request Memo

Johnson Solutions, Inc.

1234 Business Road

Memo

Date: Aug. 5, 2022

To: All Purchasing Department and Production Department Staff?

From: Harold Peterson, Training and Development Coordinator, Human Resources

Subject: Mandatory Training Session for Inventory System

As we have announced previously, our company will begin using a new inventory system starting Aug. 20, 2022. This new system will make it easier to communicate with vendors and reduce delays or errors with a shipment. Since we have early access to training materials, we want to train all staff in the purchasing and production departments on how this system works.

The new inventory system is exciting, and we believe it will help us expedite orders and improve efficiency.?

This is a mandatory training session that you will complete before Aug. 18, 2022. We will offer several dates for employees to complete this session via email, so register for the date and time that suits your schedule.?

Persuasion Memo

Johnson Solutions, Inc.

1234 Business Road

Memo

Date: Aug. 1, 2022

To: All Staff

From: Sally Jenkins, Human Resources Manager, Human Resources

Subject: Signup Sheet for Parade Float Volunteers?

Sign up to participate in our annual company float for the upcoming town parade starting Aug. 2, 2022, at 8 a.m. The signup sheet will be in the break room.

Please ensure you understand which responsibilities need volunteers and what those roles entail. We need help this year to guarantee that our float is better than ever.

We look forward to representing our company and having another exciting company float this year. Please sign up in the break room and email me with any questions or concerns regarding this event.?

Launch Delay Memo

Johnson Solutions, Inc.

1234 Business Road

Memorandum

Date: July 14, 2022

To: Marketing Department

From: Andrew Smith, Executive Director, Marketing

CC: Sales Department

Subject: Delayed Launch of [New Product Name]

I wanted to inform our team that the launch of [new product name] will now happen next quarter.?

The original launch date of Sept.1, 2022, does not give us enough time to test our product. Recent feedback from our focus groups shows that more testing is necessary before this product hits the market.

More information regarding this change will become available to the marketing department. Our managers are aware of this impact on our marketing sales team and client agreements. We are working with internal teams to ensure this does not adversely affect quota requirements or client expectations.

Although this may seem discouraging, we know our employees will take this challenge on, and our product will be more successful upon release.

Status Memo

Johnson Solutions, Inc.?

1234 Business Road

Memorandum

Date: 10/11/21

To: Parker Simms, Director, Building Management

From: Angela Phillips, Project Manager, Building Management?

CC: Olivia Quilly, Building Owner

Subject: Status Update on Building Renovation

The progress on this building is on schedule. We have completed the basement flooring and window replacements on the first and second floors.?

Starting this week, we will replace the stairs' flooring and the main entryway. After that, we will begin replacing unit appliances and damaged doors.

We still anticipate finishing all work on the building by Nov. 1, 2022. All current tasks and orders are on time for this delivery date. Let me know if there are any questions.?

General Tips for Writing Effective Memos

Aside from the proper formatting, there are other details to pay attention to when crafting the message.

The memos must appear professional, so here are some general tips that may help when writing a memo.?

Make Subject as Specific as Possible

Ensure the subject line is straightforward.?

For example, you might write a memo about a venue change for an upcoming company holiday party. “Venue Change for Upcoming Holiday Party” is more specific than a subject line like “Venue Update.”

Keep Audience and Purpose in Mind

Use language that the target audience will understand. Also, only include information that is pertinent to the recipients.

This means that avoiding slang or technical jargon is important to avoid confusion. Write in a business-friendly tone .

Thoroughly Proofread and Edit

When finishing the memo, read it again to ensure everything makes sense. There should be no spelling or grammar errors.

Highlight key points to make sure that the recipient sees them. Additionally, check the memo’s tone to ensure it is objective, free of bias, friendly and professional.?

Key Takeaways

Memo format: how to write one (with examples)

• A memo relays information, persuades others to do something, solves a problem or provides an update.
• The best memo format for the message will depend on what you’re trying to say to the recipient.
• When writing a memo, pay attention to the vocabulary, tone, formatting and overall message.

(Reporting by NPD)