How to Write a Memo
The basic function of a memo is to solve a specific problem by making the reader aware of specific
information. A memo can be written to persuade others to take action or give specific feedback on a
particular matter. When written properly, memos can be very effective in connecting the concern or issue
of the writer with the best interests of the reader.
I. Steps
1. 1
Analyze your audience. Decide to whom you are writing this memo (the audience) and what the
audience’s priorities and concerns are. Establish why this memo would be important to the reader.
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2. SAaa2sStep2
Write the heading segment. The heading segment should include to whom the memo is written, who
has written the memo, the complete and exact date the memo was written, and the subject matter (what
the memo is about). 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)
o Always address the reader by his or her correct name; do not use nicknames.
o When constructing the heading, be sure to double space between sections and align the
text.
3. 3
Write the opening segment. State the purpose of the memo and identify the purpose in three parts; the
context of the problem, the particular assignment, and the purpose of the memo. Identify the exact reason
for writing the memo and make it clear to the reader.
o If you are having trouble describing what you are doing to solve the problem (the task
statement), consider whether you have clarified the situation.
o Include only as much information as is needed, while still being convincing that a real
problem exists.
4. 4
Include a summary segment. This segment should provide a brief statement of important suggestions.
This will help the reader quickly understand the key points of the memo. The summary can also include
links or references to sources that you have used in your research on the issue.
5. 5
Expand in the discussion segment. In this segment, include all of the details that support your ideas
and recommendations for solving the problem. You may also choose to propose future problems that may
arise and discuss how your recommendations ensure these problems will not occur (see tips).
o Begin the discussion with the information that is most important.
o Start with the most general information and move to specific or supporting facts.
6. 6
Finish with a closing segment. Close the memo with a friendly ending that states what actions you want
the reader to take. Consider the ways that the reader can benefit from the information in the memo and
how these changes will be advantageous.
o Be sure to consider how the reader will benefit from the desired actions and how you can
make those actions easier. You might say, "I will be glad to discuss these recommendations with you later
on and follow through on any decisions you make."
o Close with a call to action. If there is something you want the reader to do by a particular
time, say so.
7. 7
Review for spelling, grammar and content errors. Pay particular attention to names, dates or
numbers. Be consistent in the type of language you use.
o Get personal. Use words like I, you, and we. To initiate action, write in the active, not the
passive voice.
o Be conversational. Write the way you talk and do not be afraid to use contractions.
o Don't show off. Avoid scholarly words, technical jargon, and just plain gibberish like "as
per your request" when you simply mean "here's what you wanted". Such language may easily confuse
readers.
o Avoid "smothered" words: Simple root words with fancy endings tacked on. Favorites are
"tion," "ance," "ent," "ment," "ize," and "ility." Example: Don't say "The continuation of our issuance of
incentives is dependent upon the prioritization by employees of company objectives." Instead, say "If you
want to keep getting incentives, meet company goals."
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Sample Memo
Samples Index Sample Letters
Sample Memo - What is a memo?
A memo or memorandum is a type of communication commonly used in businesses. Memo's are sent to colleagues and co-
workers. They differ from letters as they are more informal and do not require a salutation or a closure statement as
in Business Letters.
Purpose of a Memo
A memo is used as a written reminder or to convey a short proposal or some basic information. A memo format is generally
short consisting of between one and four sentences. A longer format might consist of several paragraphs but should never
exceed one page in length. If the information you need to communicate exceeds one page it is better to write a report ( Don't
panic! See our simple guide to Report Writing ). In these instances a simple memorandum can be used to introduce a report
which would be attached to the memo.
Definition of a Memo
The word memorandum is derived from the Middle English word 'memorandus' meaning 'to be remembered'.
Sample Memo Format & Template
The Sample Memorandum format and template provides details of a suggested layout and content for this business task.
Sample Memo Format / Template
Sample Memo Format / Template
TO:
FROM:
DATE:
SUBJECT:
First Sentence:
Reason for the memo
Second Sentence - Main Body:
Any Instructions or information
Closing Sentence
What is required of the reader e.g. Confirmation, answers or
feedback
Sample Memo
What is a memo?
A memo is:
o a hard-copy (sent on paper) document
o used for communicating inside an organisation
o usually short
o contains To, From, Date, Subject Headings and Message sections
o does not need to be signed, but sometimes has the sender's name at the
bottom to be more friendly, or the sender's full name to be more formal.
If in doubt,
follow your MEMO
company
To: Health & Safety Committee
style. From: Joe Chan, Chairperson, H&S Ctte
Date: 7 Dec '10
Example Memos Subject: Room change for next meeting
The meeting on Saturday, 8 January
has been changed to Room 101.
To: My darling Jane
From: John
Date: Yes, please ;-)
Subject: Chocolate
I had a great time last night, let's do it again soon.
Hope you like this chocolate.
Love, John
MEMO
To: Katherine Chu, Regional Manager
From: Stephen Yu, Sales
Date: 7 December 2010
Subject: Notification of My Resignation
I am writing to inform you of my intention to resign from G & S Holdings.
I have appreciated very much my four years working for the company. The training has
been excellent and I have gained valuable experience working within an efficient and
professional team environment. In particular, I have appreciated your personal guidance
during these first years of my career.
I feel now that it is time to further develop my knowledge and skills base in a different
environment.
I would like to leave, if possible, in a month's time on Saturday, 8 January.This will allow
me to complete my current workload. I hope that this suggested arrangement is acceptable
to the company.
Once again, thank you for your support.
.
CONTACT COMPUTER GRAPHICS
MEMORANDUM
To: S M Chan, General Manager
From: Samantha Ng, Office Manager
Date: 7 December 2010
Subject: Purchase of a Microwave Oven
1. Introduction
At the monthly staff meeting on Saturday, 4 December 2010, you requested information
about the possible purchase of a microwave oven. I would now like to present these
details.
2. Background
Since the move to the new office in Kowloon Bay, staff have difficulty in finding a
nearby place to buy lunch.
3. Advantages
Providing a microwave oven in the pantry would enable staff to bring in their own
lunchboxes and reheat their food. Also, staff members are less likely to return to work
late after lunch.
4. Staff Opinion
A survey found that staff would like to use the microwave oven.
5. Cost
Details of suitable models are given below:
Brand Model Price
Philip M903 $2,800
Sharpe R-3R29 $2,600
Sonny 6145 X $2,400
6. Request
If this meets with your approval, we would appreciate it if you could authorise up to
$3,000 for the purchase of the microwave oven.
Samantha Ng
Samantha Ng
Why write memos?
Memos are useful in situations where e-mails or text messages are not suitable.
For example, if you are sending an object, such as a book or a paper that needs
to be signed, through internal office mail, you can use a memo as a covering
note to explain what the receiver should do.
How to write a memo
Memos should have the following sections and content:
o A 'To' section containing the name of the receiver. For informal memos,
the receiver's given name; e.g. 'To: Andy' is enough. For more formal
memos, use the receiver's full name. If the receiver is in another
department, use the full name and the department name. It is usually not
necessary to use Mr., Mrs., Miss or Ms unless the memo is very formal.
o A 'From' section containing the name of the sender. For informal memos,
the sender's other name; e.g. 'From: Bill' is enough. For more formal
memos, use the sender's full name. If the receiver is in another
department, use the full name and the department name. It is usually not
necessary to use Mr., Mrs., Miss or Ms unless the memo is very formal.
o A 'Date' section. To avoid confusion between the British and American
date systems, write the month as a word or an abbreviation; e.g. 'January'
or 'Jan'.
o A Subject Heading.
o The message.
Unless the memo is a brief note, a well-organised memo message should
contain the following sections:
a. Situation - an Introduction or the purpose of the memo
b. Problem (optional) - for example: "Since the move to the new
office in Kowloon Bay, staff have difficulty in finding a nearby
place to buy lunch."
c. Solution (optional) - for example: "Providing a microwave oven
in the pantry would enable staff to bring in their own lunchboxes
and reheat their food."
d. Action - this may be the same as the solution, or be the part of the
solution that the receiver needs to carry out; e.g. "we would
appreciate it if you could authorise up to $3,000"
e. Politeness - to avoid the receiver refusing to take the action you
want, it is important to end with a polite expression; e.g. "Once
again, thank you for your support.", or more informally "Thanks".
o Signature
This is optional. See above.
