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Professional Writing

Memos

The purpose of a memo (the shorthand for "memorandum") is to inform but it can occasionally include elements of persuasion or a call to action.

The format is typically used for short messaging relating to policies, procedures, or related business within an organization. It is often written as mass communication which broadcasts a message to an audience or group as opposed to one-on-one, interpersonal communications like emails. Some informal reports of several pages also employ a memo format.

Writing a Clear Business Memo

Writing a Clear Business Memo by GCFLearnFree.org

Elements of a Memo

Memos are distinguished by a header that includes DATE, TO, FROM, and SUBJECT lines.

Other lines such as CC and BCC may be added if necessary. CC stands for carbon copy (useful for a long list of recipients) and BCC stands for blind carbon copy (recipients cannot see other email addresses except for the sender).

Organization of memos will either follow a direct or indirect approach. However, most will follow a direct approach.

Infographic: Direct vs Indirect

Tips for Writing Effective Business Memos

  • Consider the audience: What does the audience need to know? Will they be receptive to the information, or could the message make readers uncomfortable, worried, etc.?
  • Maintain a professional, formal tone: Most memos are announcements about changes, new policies, etc. Remember, the sender represents the organization or company.
  • Emphasize the subject line: For example, if there is a holiday, the subject line could be “Thanksgiving weekend schedule” instead of “Holiday observance”.
  • Write directly: Whether you use the direct or indirect method to write your memo, make sure the purpose or your memo is always clearly announced.
  • Be objective: Memos are factual and should be objective in tone without any personal bias or interest.

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