How to write a memo

A memo is a short internal note to colleagues, teams or a manager. Its virtue is brevity: it states the point, gives the essentials, and tells people what to do — without the ceremony of a full report.

What it is

A memo is a concise written message used within an organisation to inform, announce, or ask for action. It is more formal than a chat message but shorter and plainer than a report.

How to write it

Start with the point. The first line states what the memo is about. Whether it is an announcement, a decision, or a request, say it up front so the reader knows immediately.

Give the essentials, then the detail. A memo is read fast. Lead with what matters most, then add the context or reasoning in short sections.

State any action clearly. If you need people to do something, say what, who, and by when. A memo with no action or outcome leaves the reader guessing.

Keep it short and scannable. Use headings, short paragraphs and bullets. A memo should not read like an essay or a report.

Use a serious but plain tone. Professional and direct. A memo is not the place for casual chatter or florid language.

The structure to copy

1. Header — To, From, Date, Subject.
2. The point — the message in one or two lines.
3. The detail — the supporting facts or reasoning, in short sections.
4. The action — what is needed, by whom, and by when.

Common mistakes

Burying the point. Too long, or reading like a report. No clear action. Casual or sloppy tone and formatting. Jargon.

Practical tips

• Write the action first — if you know what you need, the memo is easy.
• Cut anything the reader does not need to know.
• Keep it to a few short sections; a memo should not need a table of contents.

Checklist

• The first line states the point.
• I gave the essentials before the detail.
• I stated the action, who, and by when.
• It is short and scannable.
• My tone is professional and plain.
• I proofread.