Writing a Clear Business Memo

Main ideas / lessons

• Purpose of a business memo: A memo updates colleagues on important information or announces workplace news in a formal way for a specific audience.
• Memo basics: Memos are commonly created using a word processor and distributed (often printed). Their format resembles email.
• Header structure matters: A memo typically begins with a header section containing key details (recipients, author, date, subject).
• How to write the body: Start each paragraph with the main point first to keep the message clear and easy to follow.
• Use formatting for clarity: Bullets and/or numbered lists help organize points and improve readability.
• Tone/structure conventions:
  • Memos usually skip greetings (e.g., no “Dear Ms. Lawson”).
  • Memos generally don’t include a farewell, though a brief one may be acceptable depending on company style.
• Quality control: Revise and, ideally, ask a colleague for feedback before sending to ensure professionalism and effectiveness.
• Outcome: With practice, memos become more efficient, polished, and effective.

Methodology / instructions (detailed)

When to use a memo

• Use a business memo to communicate important updates or announcements.
• Target the memo to a specific workplace audience in a formal context.

Create the document

• Use a word processor to draft the memo.
• Format it similarly to an email.

Write the header

• For each recipient: include name + job title
  • Example: Miranda Lawson, Director of Marketing
• For a designated group: list the group name
  • Example: Accounting Department
• Include the author’s name and title
• Write the full date (month, day, year)
• Provide a brief, descriptive subject line

Write the body

• Do not include a greeting (no “Dear …”); jump straight into the content.
• For every paragraph, place the main point first.
• Use bullets and/or numbered lists to present information clearly.

Closing

• Generally omit a farewell.
• If you include one, keep it brief and consistent with company style.

Finalize

• Revise the memo before submission.
• Get feedback from a colleague if possible to ensure clarity and professionalism.

Speakers / sources featured

• Goodwill Community Foundation (appears in the closing line)