Imagine you need to share some important information with a group of people at work—policy changes, project updates, summarizing a meeting, or even a quick announcement. That’s where memos, short for “memorandum,” come in.
A memo is a structured, formal written message used to share information within an organization. It can be shared as a physical document, an email, or even within a digital communication tool. Memos are particularly handy for keeping transparency, outlining expectations, and creating a record that can be revisited when needed.
If you need to write a clear and professional memo, but have no idea where to start, we’ve prepared a simple step-by-step guide to help you.
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What is a memo—and when to write one
A memo is a written message typically used within an organization to communicate important information, decisions, or updates. They provide a reliable tool for documentation in fast-paced environments, where decisions and actions often rely on accurate information.
While not every message at work needs to be a memo, there are specific scenarios where it might be the best tool for the job. Consider these scenarios:
- Sharing policy changes or updates: When a new policy or procedure is introduced, memos are ideal for explaining what’s changing, why it matters, and how it affects employees. For example, a memo could outline updates to a remote work policy or new compliance requirements.
- Project communication and status updates: Memos are frequently used in project management to keep teams informed about progress, key milestones, or timeline changes. A project communication memo ensures everyone involved has consistent and accurate information, avoiding confusion.
- Announcing company news or events: Whether you’re welcoming a new team member, announcing a leadership change, or inviting employees to a company-wide event or call, memos provide a formal way to share updates that reach everyone in a professional tone.
- Requesting information or action: Need your team to provide feedback, complete a task, or submit information? A memo can outline the details, deadlines, and expectations in a way that minimizes back-and-forth and clarifies what’s required.
Types of memos
Memos are great for delivering clear, structured information to a group, and each type works for different purposes. Here's a closer look at the most common types of memos and when to use them.
Informative memos
Informative memos are designed to share updates, announcements, or general information with your team or organization. They don't typically require a response but are meant to keep everyone informed. Use them to announce a change in office hours, notify employees about upcoming training sessions, or share quarterly business performance summaries.
Directive memos
These memos outline specific instructions or actions that employees need to follow. They are often used to implement new procedures, clarify roles, or introduce changes in operations. You can use this type of memorandum to detail steps to follow for a new software rollout, outline responsibilities during an office move, or explain how to comply with updated safety protocols.
Request memos
Request memos are used to ask for resources, feedback, or cooperation. They clearly state what’s being requested and usually include a rationale for the request. Some examples include: requesting an additional budget for a project, asking for feedback on a new policy draft, or seeking volunteers for a company event.
Confirmation memos
These memos work as written records of conversations, decisions, or agreements. They are typically sent after meetings or discussions to prevent misunderstandings and create a paper trail. Use confirmation memos to summarize the outcome of a team meeting, confirm a decision made with a vendor, or document an employee’s agreed-upon performance goals.
Project communication memos
Used frequently in project management, these memos help teams stay aligned by providing updates on progress, challenges, and next steps. They’re especially valuable for larger projects involving multiple stakeholders. For example, a status update memo summarizing project milestones, a recap of key decisions made during a project meeting, or a memo to employees outlining revised deadlines.
How to write a memo: Your step-by-step guide
A well-written memo cuts through the noise, delivering the right information to the right people at the right time. Follow these steps to make sure your memos will deliver the right message and achieve their purpose.
1. Determine the purpose of your memo
Before writing, ask yourself what you want the memo to accomplish. Are you sharing updates, requesting resources, or providing instructions? A clear purpose will help you focus your message and avoid unnecessary information. For example, if you’re announcing a policy change, your memo should explain what’s changing, why it matters, and what employees need to do.
2. Know your audience
Understanding your audience ensures your memo resonates with its readers. Consider their level of knowledge about the topic and their role in the organization. A memo for your team might include more specific operational details, while one for the entire company should provide a broader context. Adjust the tone to match the audience—for instance, formal for executives and approachable for peers.
3. Use a clear structure
A structured format helps readers quickly grasp the message. Here’s what to include:
- Heading: The “TO,” “FROM,” “DATE,” and “SUBJECT” fields set the stage by summarizing who the memo is for, who it’s from, when it was written, and its purpose. A specific subject line like “New Office Safety Guidelines—Effective January 15” is much clearer than “Policy Update.”
- Introduction: Start with a brief overview of the memo’s purpose. For example, “This memo outlines the updated procedures for submitting expense reports starting next quarter.”
- Body: Provide all necessary details in a logical order. Use short paragraphs to explain key points and bullet points or lists to break down complex information, like steps to follow or important dates.
- Conclusion/Call to action: Summarize the main points and specify what you want readers to do next, such as “Please review the attached document and submit your feedback by Friday.”
4. Keep it concise and professional
The best memos respect the reader’s time. Get to the point quickly and only include information that supports your message. Avoid adding unrelated information, unnecessary details, or using overly formal language that might make your work memo harder to read. Instead, aim for clarity and simplicity, ensuring the message is easy to understand at first glance.
5. Review and edit
A memo full of typos or unclear sentences can undermine your credibility. After writing, take a moment to review it for clarity, grammar, and formatting. Double-check the tone—is it respectful and appropriate for your audience? Also, verify that all necessary information is included, such as deadlines, attachments, or references to supporting documents.
Bonus tips for writing a good memo
Creating a well-crafted memo goes beyond following a structure—it’s about making sure your message is clear, actionable, and impactful. Here are some best practices to keep in mind:
- Use a professional tone while keeping the language simple. Strive for a balance between formality and approachability. Too much formality can make your memo sound stiff, while overly casual language might come across as unprofessional. For example, a directive memo about compliance should sound authoritative, while an announcement about a team event can be more friendly. Use plain language to share information and avoid confusing jargon.
- Be specific and action-oriented in your writing. The more precise your message, the more likely your audience will understand and act on it. Clearly define what you’re asking for or sharing and include a direct call to action. For instance, instead of writing, “Let me know your thoughts,” specify, “Please email your feedback by Thursday at noon.”
- Use formatting tools. Formatting helps break down information, making your memo easier to read. Use headings to divide sections, bullet points for lists, and bold text to highlight critical details like deadlines or key instructions. For example, “Deadline: All submissions are due by April 10.”
- Ensure accessibility by using a readable font and structure. Presentation matters. Choose a clean, professional font like Arial or Times New Roman in a readable size (11 or 12 points). To make your memo visually appealing and easy to read, leave plenty of white space by using clear paragraphs, line breaks, and appropriate margins. If your memo includes complex information, enhance clarity with visuals or attachments. Keep it concise—aim for one page whenever possible. For more detailed or complex memos, a second page (front and back) can be acceptable.
Examples of memos
Examples of a memo help bring the concept of memos to life by showing how they work in real-world scenarios. Below are some memo examples to employees to illustrate their structure and tone:
Example #1: Policy change memo—-announcing a new workplace policy
TO: All Employees
FROM: HR Department
DATE: January 5, 2025
SUBJECT: Updated Remote Work Policy
We’re excited to announce updates to our remote work policy, effective February 1, 2025. To better support work-life balance and flexibility, employees will now have the option to work remotely up to three days per week.
Please note the following key details:
- Eligible days: Monday through Friday, excluding mandatory in-office team meetings.
- Approval process: Submit your remote work request via the HR portal by January 25.
- Resources: Refer to the attached FAQs for setup and guidelines.
We believe this change will enhance productivity and job satisfaction. For any questions, contact the HR team at hr@company.com.
Example #2: Project communication memo—providing status updates for a team
TO: Marketing Team
FROM: Project Manager
DATE: March 8, 2025
SUBJECT: Q2 Marketing Campaign Status Update
As of March 8, our Q2 marketing campaign is progressing as planned. Please, see the highlights below:
- Content development: Blog articles and email drafts are 80% complete.
- Design: Visual assets are finalized and uploaded to the shared folder.
- Next steps:
- Launch social media posts by March 15.
- Conduct A/B testing on email subject lines by March 20.
Your continued collaboration is essential. Let’s review any pending tasks during our meeting on March 10 at 2 PM.
Example #3: Employee announcement memo—informing staff about a new hire or promotion
TO: All Staff
FROM: CEO
DATE: July 10, 2025
SUBJECT: Welcoming Our New Chief Financial Officer
I’m thrilled to announce that Jane Smith will be joining us as Chief Financial Officer (CFO) effective July 17, 2025. Jane brings over 15 years of experience in corporate finance and strategy, having previously led successful initiatives at XYZ Corporation.
Her expertise will be invaluable as we expand our operations. Please join me in welcoming Jane during the team lunch on July 18 at noon in the main conference room.
Example #4: Directive memo—instructions for implementing a new procedure
TO: IT Department
FROM: Head of Operations
DATE: November 20, 2024
SUBJECT: New Password Security Protocol
To enhance data security, we’re implementing a new password protocol across all systems starting December 1, 2024. Key actions required:
- Update all employee passwords to meet the new requirements (minimum of 12 characters, including uppercase, lowercase, numbers, and symbols).
- Disable auto-login features on all company devices.
- Provide a training session for employees by November 25.
Ensure compliance by confirming these changes through the compliance tracker by December 5. For technical issues, contact IT Support.
Example #5: Request memo—asking for additional resources or collaboration
TO: Senior Management
FROM: Team Lead, Product Development
DATE: February 14, 2025
SUBJECT: Request for Additional Team Members for Product Launch
To meet the upcoming product launch deadline of April 30, we request approval to onboard two additional developers. Current workload analysis indicates that extra personnel are critical to ensuring quality and on-time delivery.
Proposed next steps:
- Interview candidates during the week of February 20.
- Allocate budget adjustments for temporary contracts.
Thank you for considering this request. I’m happy to provide further details or discuss it during the leadership meeting on February 16.
Key takeaways
Memos are an essential tool for clear and efficient workplace communication, whether you're rolling out a new policy, updating your team on a project, or requesting feedback from colleagues. A well-structured memo saves time, minimizes confusion, and ensures important information is accessible to everyone who needs it.
To write an effective memo, focus on understanding your audience and purpose, using a clear structure, and keeping the tone professional yet approachable. Incorporate formatting tools like bullet points and headings to make your memo visually easy to navigate, and always proofread before sending to avoid errors that could undermine your message.
FAQs
How to start a memo?
Start a memo with a clear heading that includes “TO,” “FROM,” “DATE,” and “SUBJECT.” In the introduction, briefly state the purpose of the memo. For example, “This memo outlines the new remote work policy effective next month.” Keeping the opening concise helps set the tone and focus for the rest of the document.
What’s the difference between a memo and an email?
While both memos and emails are communication tools, memos are typically more formal and intended for internal audiences, such as employees or departments. They’re often used to share official updates, policies, or instructions. Emails, on the other hand, cover a broader range of topics and are suitable for both internal and external communication.
A memo refers to the structured content and formal purpose of the message, not necessarily its delivery method. It can be distributed as a printed hard copy, an email attachment, or even as a message within a digital communication platform, depending on the organization’s practices and the context of the situation.
Can memos be used for informal communication?
Memos are generally used for formal or semi-formal communication, but they can address casual topics like staff celebrations or office events. However, for purely informal messages, an email or team chat might be more appropriate.
How long should a memo be?
A memo should be as brief as possible while still covering all necessary information. Most memos are one to two pages long. Use bullet points, headings, and concise paragraphs to ensure clarity without overwhelming the reader.
What are some tips for writing a professional memo to your boss?
Clearly state the purpose of your memo in the introduction and keep the language professional and neutral. It’s also important to support your points with data or examples when necessary. If addressing a problem, include actionable recommendations. Finally, proofread your copy so that the memo is free of grammatical errors and typos.