How to Write a Memorandum: Types, Structure, and Step-by-Step Guideline

While Slack and email define the modern corporate world, the memorandum remains the gold standard for high-stakes communication. A “memo” serves multiple purposes: issuing requests, reporting important updates, and providing recommendations to colleagues, departments, and stakeholders. But, how to write a professional memo that clearly conveys ideas and facilitates decision-making?

What is a Memorandum or Memo?

Memos are documents used to facilitate internal communication in a business or organization. They convey important information, such as meeting schedules, team reminders, price increases, or policy updates.

Typically, memos’ target audiences are broad, ranging from a specific team to an entire department. A memo should communicate information in a straightforward, easy-to-follow way in the form of emails, PDF files, a paper letter, or fax.

It’s important to bear in mind that the term “memo” varies according to different contexts. In legal practice, for example, a memorandum identifies and advises on legal issues in a client’s case. Often redacted as a letter, a memo might address a client or a colleague at a law firm. The latter is known as an “in-house” memo.

Before learning how to write a memorandum, it’s crucial to understand how it differs from other documents, including the following:

What Are the Different Types of Memos?

There are multiple types of memos with specific purposes, including the ones listed below.

Request memos

Request memos aim to elicit a favorable response from colleagues or management regarding approvals, resources, or specific actions.

Report memos

Report memos convey accurate information regarding diverse topics like sales, cost controls, policy updates, and more. They facilitate shared understanding and effective decision-making within a business or organization.

Confirmation memos

A confirmation memo acts as a formal written record of a previous verbal agreement, meeting, or decision. It outlines specific dates, agreed-upon terms, and responsibilities to prevent future misunderstandings or “he-said, she-said” scenarios.

Suggestion memos

A suggestion memo proposes a new idea, a solution to a problem, or an improvement to existing company processes. It typically identifies a specific area of need, provides a brief rationale for the change, and outlines the potential benefits for the business or organization.

How to Write a Professional Memo and What to Include in It?

If you’re wondering how to write a memo, you’ve come to the right place! Standard memos are divided into segments that organize information in the following way:

1. Heading

Start the memo with basic information, including the recipient, sender, date, and subject in the order below:

To: [The recipient’s full name and job title]
From: [Include your full name and job title]
Date: [Today’s month, day, year]
Subject: [Subject of the memo]
Note: Unlike letters, there’s no need to include a salutation!

2. Opening statement

What’s the memo about? State:

• The purpose of the memo.
• The context and problem.
• The specific assignment or task.

Be brief, writing no more than a short paragraph.

Tip: Start with “I am writing to inform you…”

3. Context

Now, provide more specific details about the context and problem, as well as the assignment or task at hand. Include:

• Background information.
• Supporting evidence.
• The rationale behind the business decision discussed in the memo.
• A problem statement.
• How you discovered or learned about the issues.
• Key dates and timing.

Tip: When thinking about how to write a memo, aim for conveying information as concisely and clearly as possible. Go “straight to the point” by focusing on the facts and actionable plans.

4. CTA and task statement

Describe what you plan to do in order to address the issue, or indicate what the recipient of the memo should do next. This section should consist of about 3 sentences or a bulleted list.

5. Discussion

This is the longest section of the memo and, therefore, the most time-consuming to write. It’s all about details! So you should present supporting ideas, facts, and research to support your main argument or request and persuade the reader to follow your recommendations.

Tip: Organize the information from strongest to weakest.

6. Closing

After the discussion, conclude your memo on a courteous note. You might also want to issue a call-to-action once more. Another good idea is emphasising how you can make those actions easier.

Note: Memos don’t include a farewell.

7. Summary (optional)

If your memo is more than 1 page, consider including a summary. List important information, key recommendations, references, methods, and sources you used.

8. Necessary attachments (optional)

If necessary, attach lists, graphs, photos, tables, focus group results, or any other relevant materials at the end of your memo.

Helpful Tips on How to Write a Memorandum

Wondering how to write a business memo as a first-timer? Consider the following helpful tips:

• Determine the memo’s main purpose, list your main idea, and stay clear on the topic.
• Understand your audience and tone.
• Be objective in your message and rely on factual information.
• Structure your memo properly (see above) and/or use a template.
• Keep paragraphs short but formal.
• Include necessary attachments.
• Proofread and edit the text before sending.