Learn to write a business memo in 4 steps. Includes memo definition, template, and real-world examples. Perfect for professional communication.
A business memo, also known as an office memo or internal memo, is a written communication tool used to convey information, analysis, and recommendations between departments or teams within a company.
The purpose of business memos is to provide concise summaries of issues or situations and suggest actions or solutions. They allow colleagues to communicate important details about projects, events, policies, and other work matters.
Key elements of effective business memos include:
Memos differ from business letters in that they are intended for internal audiences, with less formality in tone and structure. They also serve a different purpose than emails, aiming to document and address substantive issues rather than quick updates or notes.
Well-written memos concisely present the details colleagues need to know. They get right to the point, organize information logically, and help drive business decisions or tasks forward. Though memos are less formal than letters, they should maintain a professional, polished tone.
Business memos are commonly used for internal communication within a company. They allow information to be shared efficiently between departments, teams, or employees.
Some of the most common situations where a business memo is useful include:
The key advantage of a memo over a verbal discussion is having a written record of the communication. This avoids miscommunications or unclear expectations. Memos also allow information to be shared with multiple people simultaneously.
A business memo follows a standard format with distinct sections. This structure helps the reader easily find key information. The main parts of a proper business memo format are:
The standard format makes a business memo easy to follow. The header gives the reader context upfront. The opening paragraph sets the stage. The body provides the substance. And the conclusion reiterates the main ideas. Using this structure enhances clarity and readability.
A business memo generally follows a standard structure that includes 5 key parts:
The heading contains the "To," "From," "Date," and "Subject" lines. This identifies who the memo is for, who it is from, when it was written, and what it is regarding.
The opening paragraph explains the purpose for writing the memo. It should provide background details about the situation.
The body contains the key message and supporting details. Use concise paragraphs to explain the main points, issues, recommendations, and relevant information.
The conclusion summarizes the main points and calls the recipient to take any recommended actions.
This includes a short closing statement, such as "Please let me know if you have any other questions" and your name.
When writing a business memo, follow these style tips:
A business memo generally contains the following key sections:
The heading contains basic information like who the memo is to, who it's from, the date, and the subject.
The opening paragraph explains the purpose of the memo. It should be short and direct, usually just 2-3 sentences.
The body contains more detailed information, facts, data, examples, and other supporting details. Use concise paragraphs to explain the key points.
Summarize the main points and call to action in a brief concluding paragraph.
End with a simple closing like "Regards," and type your name below.
Memos are used for internal communication within an organization, so most companies have their own templates and guidelines for writing memos. However, there are some basic templates that can be used as a starting point.
A basic memo template includes the following key sections:
When announcing an internal policy change, the memo should clearly explain:
A memo proposing a new project or initiative should cover:
Memos are used for a variety of communication needs in the workplace. Here are some examples of effective business memos:
TO: All Employees
FROM: Jane Doe, CEO
DATE: March 1, 2023
SUBJECT: New Remote Work Policy
I'm writing to announce an update to our remote work policy, effective April 1, 2023. Based on employee feedback and market trends, we will be expanding our remote work opportunities.
Employees with at least one year of tenure will now be eligible to work remotely up to two days per week, pending manager approval. Managers, please work with your teams to determine the best remote schedule based on business needs.
Remote employees will be provided a monthly stipend for home office supplies and internet expenses. Please contact HR for more details on the stipend program.
We're excited to offer more flexibility while continuing to provide excellent service to our customers. Please let me know if you have any questions about this new policy.
TO: Marketing Team
FROM: Michael Scott, CMO
DATE: May 15, 2023
SUBJECT: Customer Appreciation Event Update
I wanted to provide an update on our plans for the annual Customer Appreciation Event in July. We've confirmed the venue, catering, and entertainment. Here are some key details:
Our next steps are to finalize the guest list, create invitations, and develop a promotional plan. Please plan to discuss at our team meeting on Monday. Let me know if you need any additional event details before then.
TO: Sales Team
FROM: Leslie Knope, Sales Director
DATE: January 5, 2023
SUBJECT: Launch of Product X
I'm excited to announce the launch of our new Product X on February 1! Product X will be a gamechanger for our customers.
Key features include:
We'll be providing a comprehensive training on January 20 to prepare you to sell Product X effectively. Please block your calendar.
To support the launch, we've developed new sales materials including a product brochure, presentation, and FAQ document. These will be available in the Sales folder.
Let's make sure Product X is a huge success! Feel free to reach out with any launch questions.
Learn What is a proof of concept? And how to write one [Full Guide]
Avoiding some common pitfalls can make your business memos more effective. Some key mistakes to steer clear of include:
Be sure your writing is crisp, clear, and easy to follow. Using vague, abstract language or jargon that requires insider knowledge prevents readers from fully grasping your message. Strive for simplicity and clarity.
Business memos should be compact, succinct communications. Excessive length or wordiness dilutes your message and taxes readers' patience. Get to the point right away in a brief but comprehensive manner.
Watch your tone. Business memos call for an objective, professional tone. Avoid being too casual or using humor/sarcasm that could be misinterpreted.
Careless spelling and grammar mistakes undermine your credibility. Always proofread thoroughly before sending any written business communication.
Business memos are an effective tool for internal workplace communication. When writing a business memo, it's important to follow the standard memo format of a header, introduction, body, and conclusion. The memo should be written in a clear, concise, and professional tone. The content and style should be tailored to suit the intended purpose and audience.
Key takeaways for writing an effective business memo:
Following these best practices will help ensure your business memo is well-structured, professional, and achieves your communication objectives.
One way to improve business communication within an organization is to leverage tools such as meeting assistant platforms like Glyph. Glyph AI is an AI-powered meeting assistant that records meetings, transcribes them in real-time, and automatically generates smart notes and insights. This can help teams capture key discussion points, decisions, and action items more efficiently when compared to manual note-taking during meetings. ↩