What should be in a memo?

What is a memo?

A memo is a concise message shared within a business or organization to convey important information. This document updates organization members with news, policy changes, reminders, or projects. Memos should be short, simple, and to the point. They’re often sent as an attachment in an email, but they can also be printed out and distributed in the office or mailed.

How to write a memo

Memos have a specific format that needs to be followed. Follow these steps to create a memo.

1. Write your heading

The top of your memo should read “Memo” or “Memorandum.” Next, include the following information at the top of the document:

To: [Indicate the recipients of the memo. For example, “Marketing Department.”]
From: [Include your name or who you’re writing on behalf of.]
Date: [Insert the date here]
Subject: [Similar to the subject line of an email—write what the memo pertains to.]

2. Write your introduction

Include a one to three-sentence opening statement that summarizes the intention and purpose of the memo. Don’t include too much information in this section as you’ll flesh out the finer details later in your memo.

3. Write your body

This section of the memo should be detailed and contain important information. Give your audience more context regarding the purpose of the memo. If you’re writing the memo to share updates with your organization, don’t forget to include a timeline, as well as important dates and details about the changes. You may even want to share specific facts in this part of the memo, if applicable. For example, “We’re proud to announce our sales have increased by 50%!”
If you send a memo as a reminder or request, include a clear call to action at the end of it. For example, “Please have your Secret Santa gift by 12/15.”
Use ten sentences or less in this section. You can even use bullet points to make your memo easier to read.

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If you still need help writing the perfect memo, consider using a memo template to guide you.

4. Write your closing statement.

Use this section of the memo to include pleasantries like, “Thank you for your cooperation.” You can also use this section to share a phone number or email for employees to contact with any questions or concerns about the memo or include any final thoughts. Make sure you keep this section short and to the point. Don’t forget to include a closing like “Best” or “Sincerely” and sign off on it with your name.

Memo examples

Use these examples to help you understand what a memo looks like.

MEMO

TO: All Staff
FROM: Hannah Brown, HR Manager
DATE: August 23, 2023
SUBJECT: New employee benefits

Due to extensive employee feedback, we will be offering new benefits to our employees. These benefits will be available starting on October 1st, 2023.

These new benefits include:

• Pet insurance
• Vision insurance
• Life insurance
• Flexible Spending Accounts (FSAs)

More information on each of these benefits is available in the employee portal. If you’re interested in receiving these benefits, you must sign up for them by Wednesday, September 20th. Should you have any questions regarding these benefits, please contact humanresources@notarealemail.com or call xxx-xxx-xxxx.

Best,
Hannah Brown

Here’s another example of a memo:

MEMO

TO: Customer Service Team
FROM: John Smith, Customer Service Vice President
DATE: November 1st, 2023
SUBJECT: Updated return policy

Greetings! Our company is updating its return policy. Customers can now return items within 45 days of purchase.

As a reminder, customers may return unused, unopened items. If they return the item to us damaged, they cannot receive a refund. Customers can also exchange items, as long as it is within their 45-day window. Updates regarding our new return policy will go live on our website tomorrow.

Our customer service team has received hundreds of 5-star reviews online and many repeat customers. We are so proud of the service we’ve provided. Keep up the awesome work!

If you have any questions about the updated return policy, please contact your manager.

Best,
John Smith

What not to include in a memo

Follow these tips about what you shouldn’t include in a memo:

• Sensitive information. Memos are meant for a large audience. Keep your company’s data safe and keep any sensitive information out of your memo.
• Information for a specific person. If you have feedback or information meant for one person, you don’t need to send out a memo to the entire team or company. Just send that person an individual email.
• Too much fluff. Memos should be short and sweet. Keep your memo brief and remove any fluff. It shouldn’t be longer than two pages.
• Hard-to-read fonts. A memo is a professional document that should be easy to read. While it may be tempting to have some fun with a quirky font, stick with professional and legible fonts like Times New Roman, Cambria, or Georgia.

Memos can help you share news and information with your company quickly and effectively. Next, learn how you can write a business letter.