Business Memos: What Are They? How Do You Write One?

If you work in a business environment, you’ve probably heard the word “memo.” But what exactly is a memo? Is it the same as a work email, or is it something different? How are memos used? Most importantly, how do you write one?

In this article, we will examine the ins and outs of business memos. You will also find some tips and tricks to help you write them effectively.

What is a business memo?

The word “memo” is short for “memorandum”. Some people use the word “memo” to refer to any kind of short note. However, a business memo is a brief, formal message used to communicate information within an organization.

What kinds of information are you likely to find in a business memo? A lot of it depends on the nature of the business itself. But in general, you might see:

• Announcements about meetings, new policies, scheduling, changes to the normal routine, etc.
• Facts and figures related to budgeting/financial issues
• Confirmation of something that was previously discussed
• Details about a problem in the workplace and how to handle it
• Requests for information or action
• Updates on projects, sales reports, and other recent developments
• Workplace safety procedures and policies
• Opportunities for employees to get involved in the community or contribute to a charitable cause

Is a business memo the same as a work email?

Business memos are typically more structured and professional than everyday “business casual” work emails that are exchanged between colleagues. In most cases, business memos are sent to groups rather than to individual employees.

Business memos are usually sent electronically, which is why they are often confused with work emails. However, some workplaces might also distribute paper copies of business memos or post them on a bulletin board.

How do you write a business memo?

If you have been asked to write a business memo and aren’t sure how to do it, here are some step-by-step directions to guide you through the process:

1. Write a clear heading

Start your memo with a heading that includes the following information:

• To: Who will read the memo
• From: Your name and position
• Date: The day you’re writing
• Subject: A short summary of the memo’s purpose

Here’s an example of what a business memo heading might look like:

To: Sales Team
From: Justin Gonzales, Sales Manager
Date: January 27, 2025
Subject: Actions to take before ABC product launch

2. Start with a strong opening sentence

The first sentence of your memo should explain the reason for your message. Be direct and concise. This is how an opening sentence might work in our example situation:

As we prepare for the ABC product launch, please review the following updates and actions.

3. Organize your information

Divide your memo into sections. Use headings or bullet points for clarity. Let’s take a look at how this might work for our ABC product launch example:

Key Updates:

• The ABC product launch date is Tuesday, April 29.
• Starting on February 5, Sales Team meetings will be held every Wednesday at 1:30PM to discuss the ABC product launch.
• In mid-February, we will have a series of meetings with the Marketing Team. The details will be announced next week.

Actions Required:

• Clear your calendars to ensure you are free to attend the Sales Team meetings.
• Make all necessary preparations for our coordination with the Marketing Team.

An actual business memo might be a little longer and more detailed than our example, but they rarely exceed one page in length.

4. Keep your language simple

Avoid long, rambling sentences and unnecessary jargon. Instead, use polite, plain, and professional language. The whole point of a memo is to communicate information quickly and efficiently.

5. End with a call to action or closing note

Tell your readers what to do next or thank them for their attention or cooperation. Our ABC product launch memo might end this way:

Please contact me if you have any questions or scheduling conflicts. Thank you for your dedication to this product launch.

Bonus Tip: Proofread your memo

Before you send your business memo to your recipients, check for any typos, spelling mistakes, or grammatical errors. Also check for odd-sounding sentences or anything else that might make your memo seem confusing or unprofessional.

If you want to make sure your business memo is clear and correct, click the blue button below. Our TextRanch editors will be happy to take a look at it and provide you with constructive feedback. We can also help you with emails, reports, academic papers, creative writing, and more!