How to Write a Good Business Memo

A good memo is concise and to-the-point.

In businesses, memos are used for internal communication with a group of employees. Memos are sent to address problems, announce new policies, or request a specific action. The most successful memos get to the point quickly and let the readers know how the topic affects their workflow and clients; when writing a memo, be brief and choose your words carefully. Select only the recipients that need the information to avoid overwhelming your staff with unnecessary memos.

Instructions

1. Use a simple, informative header. Your header should contain the fields "To," "From," "Date," and "Subject." Use your name and job title and the names and titles of recipients; for a mass memo, simply write "all employees." Write a clear, concise subject so that readers know what to expect before they move on to the body of the memo.

2. Write an opening statement that expands on the subject line of the memo. In one or two sentences, explain the situation, basic background information, and the desired action. After reading this paragraph, employees should have a basic grasp of the reason you are writing the memo. Include details that let them know how the subject matter relates to their responsibilities, clients, or jobs.

3. Give additional background information. In a third paragraph, expand on the context of the situation to help employees understand how it came about. A memo is not a place to point fingers but to state facts; write with simple, direct sentences that convey the appropriate sense of urgency. Include just enough information to help readers understand what led to the problem or situation without overwhelming them with details.

4. Expand on the requested tasks. The direction section of a memo is important because it tells employees exactly how you want them to react to the contents of the memo. If you are addressing the memo to multiple departments, assign specific tasks to each department. If you are sending the memo to a small group, give names of people who will handle each step.

5. Close with a summary of expected actions. In the final paragraph of the memo, recap the issue and how employees should proceed. If the memo is addressing an urgent or serious problem, communicate the need to move forward quickly. Thank the employees for their attention and close the letter with a simple sign-off.

References

• Purdue Online Writing Lab: Parts of a Memo
• Write Express: How to Write a Business Memo