How to Write a Memo | Examples, Template & Phrases

A memo, or memorandum, is a concise internal message that shares information about an aspect of an organization’s official business (e.g., a procedure, policy, or decision) or makes an announcement or request. This article will show you how to write a memo in a standard format that strikes the right professional tone.

What is a memo?

A memo is a clearly structured and concisely formulated internal, work-related message. Memos are often about a procedure, policy, or decision, or they make an announcement or request.

Nowadays, people sometimes use the word “memo” to mean “a clear, structured summary or explanation in an email.” So if your boss says, “Send me a memo about that,” they’re probably asking for an email that lays out the key information they need to understand a topic so they can make a decision about it.

You can send a memo to an individual or group of people within an organization, such as a whole department. The official nature of the professional memo format indicates that the message contains important information that the reader needs to take note of or act on.

How to write a business memo

Email and other digital tools have largely replaced printed memos, but the traditional memo format is still sometimes used within the body of an email. A memo can also be sent as an email attachment (e.g., a PDF) or published as a pinned message on a digital platform.

Memo format

A memo has the word “memo” or “memorandum” at the top of the page as a main heading. This is followed by the headings:

• To:
• From:
• Date:
• Subject:

The content of the message comes below these headings, presented clearly and concisely using a professional tone. If you are attaching documents to the memo, you can list these at the bottom under the heading “Attachments.”

Memo examples

Here is an example of a memo about a change to an HR procedure written in an informal but professional tone.

The following example is an email that fulfills the same function as a traditional memo. The inclusion of headings like “Action required:,” “Update:,” “Announcement:,” or “New Procedure:” in the subject line can help to signal that the email is functioning as a memo.

Memo phrases

The following table provides example phrases for common communication functions required in professional memos.

Frequently asked questions about how to write a memo

What does get the memo mean?

You say someone “didn’t get the memo” to express that they were unaware or uninformed about something that others knew about. It is usually meant humorously or sarcastically (e.g., “Yes, striped T-shirts are in this summer; didn’t you get the memo?”).

The literal meaning of “memo” is a concise internal message that communicates information about an aspect of an organization’s official business.

QuillBot’s free AI writer knows all about how to write a memo.

How do you write a memo to your boss?

If your boss says, “Send me a memo about that,” nowadays they likely mean “Summarize that in writing, please,” and want you to write them an email that provides the key information they require to understand a particular topic or problem—so you probably don’t need to worry about learning how to write a memo.

In your email:

• Clearly reference the topic in the subject heading.
• Reference when your boss made the request (e.g., “Following our call this morning, here is …).
• Use headings and short paragraphs with space in between to make the email easy to scan.
• Revise your first draft to remove any unnecessary information—an AI tool such as QuillBot’s free AI writer can help you with this.
• Include an offer to provide further information if necessary (e.g., Let me know if you need further details or clarification on any of the points above”).