memo writing assignment

The first example is unwieldy, Sellers notes, referring to methodology that a broader audience is less likely to care about. Meanwhile, “the second audience demonstrates the more important thing: why that methodology was important and what you can take from it,” Sellers explains.

6. Soften any blows (Optional).

If you’re making a big change that could be seen as controversial or making bold statements where people might feel slighted, you can soften this with a well-placed caveat.

For example, with the rise of AI, you might be communicating a new company policy related to using AI. You could soften the blow by sharing that it hasn't been an issue for most people, but it’s important to have a clear policy in place for handling it.

7. Include a closing statement.

Your closing statement will include any information you’d like to reinforce. Are there any specific contacts readers should reach out to for questions? If so, include them here.

“A conclusion that just reiterates your main points is boring and likely to be skipped,” Millike says. “End on your most compelling points. You can either reassert urgency or discuss the resources you need to be successful.”

Milliken often closes on the support her team requires to find success. That could be additional financial resources, a champion within leadership, or more time to establish the change.

8. Review and proofread before sending.

This step may seem like a no-brainer, but it‘s important to review your document before sending it out. Memos are meant to inform readers of upcoming changes and relay important information. You don’t want to risk causing confusion with a typo or misstatement.

“Memos often have a broad audience, so you'll want to craft a narrative that is easily understood no matter who is reading it,” says Sellers. “That means telling a persuasive story, getting to the point quickly, anticipating questions, and cutting jargon to find the simplest way of saying something.”

8. Create any audio or video aids.

Once the memo is written, I like to give it one last pass. What would make the message even more clear? Should I work with creative to build an infographic? Should I amplify the document over our email channels? Now that I’ve invested the time, I want to make sure my message is heard.

Coleman often creates a recording with a deck, highlighting the most important points in the document.

“Including video summaries of my memos with Loom is helpful for accessibility and busy stakeholders who like to listen to updates while working on other tasks,” she notes.

Now that you’ve learned what goes into a memo, here's an easy-to-follow business memo template with examples of how to use them to serve different needs as guidance.

Types of Memos

Now you know how to write a memo, but before you start banging away at your keyboard, it’s helpful to know the types of memos that are out there.

1. Request Memo

In a nutshell, request memos are exactly what they sound like: memos that are designed to make a request and get a positive response . When writing request memos, focus on using persuasive language and, where possible, stats or numbers to highlight why a “yes” is the right answer.

Some sample uses of request memos might be to request a new purchase from your company or authorization for professional learning or volunteer opportunities.

When writing request memos, be clear in your request, state any costs, share why it’s important, and keep emotion and personal feelings out of the request.

2. Informative Memo

You might see these called announcement memos as well, and they make up the bulk of most memos I’ve seen. The goal of informative memos is to communicate new information to your audience. Sample uses of informative memos might include changes in policy, company news, new processes, or even new staff members.

Ultimately, you can think of an informative memo as a clear, concise way to share announcements with your audience and provide any justification necessary for the new information.

3. Confirmation Memo

You can think of confirmation memos as a paper trail to make sure key stakeholders have a record of discussions. Sample uses of confirmation memos are documenting conversations, so you have justification should it ever be called into question, clarifying anything that has ambiguity to avoid misunderstanding down the road.

When writing confirmation memos, specificity and clarity should be your number one goal.

4. Directive Memo

Directive memos are largely self-explanatory. When you need to communicate how to do something to your audience, you might write a directive memo offering detailed instructions that are easy to follow.

Sample uses of directive memos include sharing how to implement a new process, comply with new requirements, or even complete necessary tasks.

When to Write a Memo

As you’ve seen with the types of memos above, most memos are designed to communicate new information. However, memo purposes stretch far and wide.

“Memos serve a variety of purposes, but generally speaking, they either pitch or propose something new, consolidate information into one place for the sake of alignment, or explain or clarify information about a project or program,” says Hesterberg.

You might write a memo in the following scenarios:

• You have a new policy, and you need to explain it to your audience.
• Sharing important company updates and information.
• Announcing new staff members or promotions.
• Confirming details of a discussion to get everyone on the same page and create a paper trail.
• Teach or tell people how to do something.
• Requesting something and justifying why it matters.

There are lots of possibilities out there. In a nutshell, if you have something you need to share, a memo might be the answer.

Business Memo Template

I'm writing to inform you that [reason for writing memo].

As our company continues to grow … [evidence or reason to support your opening paragraph].

Please let me know if you have any questions. In the meantime, I'd appreciate your cooperation as [official business information] takes place.

Business Memo Template Format

The business memo template format is designed to effectively communicate your message. A memo should disseminate the necessary information in a way that is easy for a mass number of employees to digest.

An accurate subject line will alert them that this memo is relevant to them specifically. And beginning with an executive summary allows recipients to understand the general message before they dive deeper into the details. The background information offers context to the message, and the overview and timeline should answer questions that are likely to come up.

In your header, you‘ll want to clearly label your content "Memorandum" so your readers know exactly what they’re receiving. As previously mentioned, you‘ll want to include "TO", "FROM", "DATE", and "SUBJECT". This information is relevant for providing content, like who you’re addressing and why.

Paragraph One

In the first paragraph, you‘ll want to quickly and clearly state the purpose of your memo. You might begin your sentence with the phrase, "I’m writing to inform you … “ or ”I'm writing to request ... ".

A memo is meant to be short, clear, and to the point. You'll want to deliver your most critical information upfront and then use subsequent paragraphs as opportunities to dive into more detail.

Paragraph Two

In the second paragraph, you‘ll want to provide context or supporting evidence. For instance, let’s say your memo informs the company of an internal reorganization.

If this is the case, paragraph two should say something like, “As our company continues to grow, we've decided it makes more sense to separate our video production team from our content team. This way, those teams can focus more on their individual goals.”

Paragraph Three

In the third paragraph, you‘ll want to include your specific request of each employee — if you’re planning a team outing, this is the space you'd include, “Please RSVP with dietary restrictions,” or “Please email me with questions.”

On the contrary, if you‘re informing staff of upcoming construction to the building, you might say, "I’d appreciate your cooperation during this time." Even if there isn‘t any specific action you expect from employees, it’s helpful to include how you hope they'll handle the news and whether you expect them to do something in response to the memo.

Downloadable Memo Template

Want to see the above memo format in its final form? Download HubSpot's free business memo templates , shown below. The document gives you a framework that sorts your memorandum into subtopics to help employees better digest the information and understand what's expected of them after reading it.

Don't forget to share this post!

Related articles.

9 Simple Ways to Write a Good Introduction Sentence

Comma Rules for Clear Writing (with Examples)

How to Write an Introduction: A Simplified Guide

How to Become a (Better) Editor: 13 Editorial Tips

How Long Should Blog Posts Be in 2021? [New Data]

How to Improve Your Writing Skills and Escape Content Mediocrity (Infographic)

How The Flesch Reading Ease Test Can Help You Write Clear and Concise Copy

HubSpot's Guide to Becoming a Better Writer

What is a Metaphor? A 2-Minute Rundown

The Professional Writer’s List of Transition Words & Phrases

Templates for an organizational change, financial update, problem-solving, or general business memorandum.

Marketing software that helps you drive revenue, save time and resources, and measure and optimize your investments — all on one easy-to-use platform

• Writing Center

Click here to download a .pdf of our Memo Guide !

Last updated : October 7, 2023

Consider keeping a printed copy to have when writing and revising your resume!  If you have any additional questions, make an appointment or email us at [email protected] !

Writing a Memo

Memos have a twofold purpose: they bring attention to problems, and they solve problems. They are used to relay day-to-day communication within organizations. Memos are used to convey decisions, meeting agendas, policies, internal reports, and short proposals. Though there are conventions that memos generally follow, the formatting and layout of a memo may vary per country, organization, audience, and message. The following depicts a sample memo and a quick guide to writing an effective memo.

Quick Guide to Memos

1. format your memo using block format..

• Heading – Include the “Date:”, “To:”, “From:”, and “Subject:” lines. A title of “Memo” or “Memorandum” may be requested at the top of the memo, center aligned, with or without capital letters.
• Date: (month day, year) e.g. July 3, 2023
• To: (readers’ names and job titles) e.g. Boise State University Students
• From: (your name and job title) e.g. Boise State University Writing Center
• Subject: (what the memo is about) e.g. How to format your memo heading!
• Opening segment – In the opening paragraph, state the purpose of communication, overview of message, context & problem, and or specific assignment & task.
• Block formatting – Memos typically follow block formatting rules: the entire message is left justified, single spaced except for an added space between paragraphs, with no extra indentation for paragraphs.

2. Choose an appropriate tone for your audience.

• Memos circulating within an organization reflect that organization’s work culture. Compared to formal communication outside an organization, these memos may be more semi-formal to informal.
• Audiences who are more “traditional” (the word is used loosely here) may necessitate higher formality. Friendly communications between co-workers is likely to be semi-formal. Informal, colloquial language is best reserved for talking to well-known associates or colleagues.
• Audience is very important when it comes to tone. Tone needs to be based around what the audience knows, needs to know, and what action should be taken.
• An effective memo is both detailed and concise. Things needs to be described accurately and well enough to understand, but not filled with unnecessary information

3. When and why to write a memo.

• Ensure that each of the memo’s recipients needs the information it contains. To whom is it relevant?
• Ensure that a memo is the appropriate genre and medium to communicate the message. Would it be more appropriate to communicate the information via a phone call, web call, or in-person?
• Memos are most effectively used when sent to a small to moderate number of people to communicate company or job objectives.

The Writing Center

• FRONT MATTER
• TABLE OF CONTENTS

In many courses, you are asked to submit your writing in memo form, and in some cases your assignments are given to you as memos. This not only gives you practice in writing a professional document, it invites you to see your writing as purposeful and aimed at a particular audience. A detailed instructional memo about memo writing—a "metamemo," if you will—follows.

DATE : August 9, 2008 TO : Users of Style for Students Online FROM : Joe Schall SUBJECT : Writing Memos for your Classes

This memo provides you with tips on writing memos for your classes, with special attention to a memo’s audience, format, organization, content, tone, and style. Because my advice comes in the form of a memo, you can use this document as a model for writing your own memos.

The Audience for a Memo It is useful to begin by considering that a memo is essentially a one-on-one communication between writer and reader. Although a memo may be written to a group of people or with various audiences in mind, usually it is a highly goal-oriented communication between two people who need to share information. When you write a memo to a professor in the classroom setting, you are much like the employee who has been assigned to investigate a problem and report back to a supervisor. Therefore, you are expected to provide concrete information, even information that the supervisor might already know, in a form that clarifies ideas and puts them into context. Finally, a memo enjoys a broader context than an essay; hence, you might refer to other related memos as you write, or you might respond to specific requests made by the audience in your text, in effect, carrying on a professional conversation.

Typical Memo Format The overall format of a memo can be broken down into the heading, the body, and the closing notations. What follows is a brief description of each component.

The Heading The heading has two parts: part one includes two centered lines at the top of page 1, identifying the name of the company or institution on the first line, with the word "memorandum" on the second line; part two includes the "DATE," "TO," "FROM," and "SUBJECT" lines at the left margin, filled in appropriately.

The Body The body of the memo follows the Introduction, and it is usually presented in single-spaced paragraphs with a line skipped between each paragraph. The first lines of new paragraphs can appear at the left margin or they can be indented five spaces.

The Closing Notations The closing notations, used to identify such things as attachments, appear at the left margin two lines below the text of the final paragraph. By simply typing the word "Attachment" as a closing notation, you automatically refer the reader to any attachment, such as a map, a set of calculations, spreadsheets, or a References page.

How Memos are Organized The general organization of a memo mirrors that of an essay: an introduction, followed by body paragraphs, followed by a conclusion. However, the first paragraph of a memo is typically used as a forecasting device. Note how the opening paragraph of this memo defines the memo’s function and reflects its organization. It is sensible to open memos for your classes in the same way, first directly stating the memo’s purpose, then setting forth the organization and noting how the memo can be used.

Organization in the body of a memo is typically characterized by the use of section headings and short paragraphs. Paragraphs should not be too bulky—five or six per page is usually ideal. On the sentence level, you should take full advantage of the same organizational tools that you employ when you write an essay: meaningful topic sentences; carefully selected transition words; focused section headings; indented blocks of cited text; a bulleted series of examples; powerful punctuation marks such as the colon, semicolon, and dash.

Selection and Citation of Content A memo’s content, of course, is guided by the assignment and the research required. It is important to remember as you present the content that selectivity and relevance matter greatly. Your job is to select and present the most pertinent, most current information available to you. Do not hesitate, of course, to let your memo’s content be heavily informed by your research, but also provide your own interpretation and organization of this research.

As in any essay, you must document the sources of your information so that your reader could find the original source of the information if desired. If your memo uses sources, provide the bibliographic information related to your sources on a References page as an attachment at the end of the memo—just as I have in this memo.

A Memo’s Tone and Style Memos for your classes require a highly informative and straightforward tone, but allow for a slightly informal style compared to essays. As in this memo, "I" and "you" are handy because they provide a straightforward way of communicating, but you must be careful not to overuse these terms. Stylish prose is key to good memo writing, and you should not hesitate to use active, interpretive adverbs and verbs and concrete, carefully chosen adjectives and nouns.

A memo need not be written in a dry, dull fashion; rather, it should emulate the same stylistic standards that good prose has always embraced. These standards are summed up neatly in the popular style guide, The Elements Of Style, as follows:

A sentence should contain no unnecessary words, a paragraph no unnecessary sentences, for the same reason that a drawing should have no unnecessary lines and a machine no unnecessary parts (Strunk and White 1979).

As this quote suggests, good prose can achieve elegance by its clarity, efficiency, and sense of purpose.

Conclusion The conclusion of a memo should not simply provide a summary of the memo’s entire contents, but it should be a true conclusion—that is, an articulated conviction arrived at on the basis of the evidence presented. The closing paragraph is the place to spell out the bottom line to the reader. Therefore, I close with my bottom line about writing memos for your classes:

• Study and use standard memo format to present your text;
• Use internal organizational tools such as section headings, topic sentences, transition words, and powerful punctuation marks to enhance the flow of ideas;
• Write with the same clarity, grace, and efficiency expected of you in any essay.

Strunk, William Jr and White, E.B., 1979: The Elements of Style. Macmillan Publishing Company, Inc., New York, 92 pp.

For more information on memo writing, chase down these two websites:

Advice on writing memos from the Writing Center at Rennselaer Polytechnic Institute

Advice on memo writing from The Ohio University College of Business

Advisory boards aren’t only for executives. Join the LogRocket Content Advisory Board today →

• Product Management
• Solve User-Reported Issues
• Find Issues Faster
• Optimize Conversion and Adoption

How to write an effective memo: Format with examples

If you have to communicate something to your colleague, boss, or a group of people in your work environment, what do you do? Think!! Many ways, right?

Maybe you call them. You might send a letter, an email, or a text. What about a Skype chat, Slack, or WhatsApp? You might even drop a sticky note at their desk!

Well, all these ways fall under any of the two categories of communication — formal and informal. Sometimes, informal communication is referred to as casual communication.

Let’s only talk about the formal category. An email, letter, or formal invite and convey of a message. There is one method that’s been used way back from the 1800s era of business — a memo !

Have you heard of it? Definitely in one way or another. But what is it? When do you use one? What should be in it? And how effectively can we use it as a powerful tool for formal communication? Let’s learn in-depth here…

What is a memo?

Memo is short for “memorandum.” In Latin, memorandum means “that to be remembered.”

In business, you might need to send many messages — to your team, to stakeholders , to customer groups, etc. — that need to be remembered. You might also receive important information from your HR department, the finance team, executives, the board of directors, etc.

These messages can also be urgent. At the end of the day, they’re all nothing but memos. Let’s define what that means:

A memo is a brief, formal document usually shared with an internal group of people to convey information, bringing it to the group’s immediate attention, effective immediately.

A memo can be any information you want your group to remember and act on. Maybe it’s an update to the operational process, an update for a financial reimbursement policy, a delay in the project timeline, a risk that is occurring and unforeseen, etc.

You see, all this information needs to be remembered by the audience you are sharing with and needs to be acted upon accordingly. In law, you would see MOUs or MOAs. They’re actually external documents, whereas, in business, a memo is mostly used for internal groups.

Different types of memos

If you search for this online or talk to a few old-time leaders in the organization, you’ll probably see or hear about the following types of memos:

• Meeting minutes or summary memos
• Reporting memos
• Incident or root-cause memos
• Inquiry or response memos
• Directives or procedure memos
• Progress or status memos
• Warning or notice memos

They’re self-explanatory. If you try to categorize your memos, you will definitely have the above ones on your list (and maybe more).

Writing a memo is an art rather than a standard.

No standards need to be followed. Rather, you should know when to write a memo and what to include in your memo. Let’s talk about that now.

Over 200k developers and product managers use LogRocket to create better digital experiences

When to write a memo

You should write a memo when

• Information should be brought to the immediate attention of the audience/group
• Information needs to be acted upon

You might be thinking, is this not why we have “for your information,” “for your reference,” or “for immediate action” emails that we send and receive? A short thought for modern-day communication would be yes. But, a memo has much more to that because it’s more formal.

All the types of memos mentioned above fall in one or both of the scenarios we mentioned here.

What does a good memo have?

Now that we know when to write a memo, a very important next step is to learn how to write one and what should be there in it to call it a good memo. You might be thinking that there should be some format to write a memo, and yes, there is one. But that doesn’t limit you to follow the same.

Let’s write an example memo to see how exactly it can look and cover our bases of a popular format for you to start with:

The above is the memo I wrote to my sales team sometime back. I edited it to remove actual feature names and call them just Features A and B, changed the actual dates to current ones, and added marker text in bold for you to identify each section. I also added headers to show you more formal information, even though it was an email I sent to the sales department.

Do you think I wrote a good memo? 🙂

Well, not so important. The important part is its different sections. Let’s look at them one by one:

When you write a hard copy on paper or in a PDF document, you’ll probably see it more evident. But in an email, you might not notice it.

More great articles from LogRocket:

• How to implement issue management to improve your product
• 8 ways to reduce cycle time and build a better product
• What is a PERT chart and how to make one
• Discover how to use behavioral analytics to create a great product experience
• Explore six tried and true product management frameworks you should know
• Advisory boards aren’t just for executives. Join LogRocket’s Content Advisory Board. You’ll help inform the type of content we create and get access to exclusive meetups, social accreditation, and swag.

The header is the first part of the memo. It has the following:

• Date — a date when it is sent or when it will be effective unless mentioned otherwise
• To — a recipient; usually, a group to whom the information or action applies to
• From — yourself usually. It is the person, well-defined group, or entity sending the memo
• Subject — a line that tells most of the information in the memo. It actually previews what the memo is all about

Purpose/introduction

The name says it all. It is a brief explanation of what we are about to cover in the entire memo. This is the most powerful part of a memo. It gives the reader an objective and clear understanding. A good memo ensures that this section covers:

• A clear purpose of the writing
• An objective of the writing that can also become actionable

Background/context

This section of the memo is subjective to the kind of memo you are writing. Most of the time, you need the audience to have a certain background or context to understand the memo.

Maybe in a case where you are sending information to your own team about a line item that they already know, you skip it and that’s absolutely fine. But a good memo always gives a background and sets the context for the reader before publishing its story and action.

Actual message

Anything you call it, it is the main part of the memo — the actual message you are conveying to the audience.

In my above example, I have it clubbed in the background paragraph and that’s absolutely fine. The intent is to ensure the intent is conveyed to the audience.

There may or may not be any action(s) for the audience to take. But if there is, you should always convey it as a separate section (paragraph) in your memo.

Wrapping it up/conclusion

Always conclude your write-up. The two main reasons to write a conclusion are:

• To summarize — this ensures the message is repeated and is remembered well. It’s also so the reader knows the important steps that need to be taken or remembered from this memo
• To lighten up — this ensures the message is perceived in the right way and got the message across without leaving panic or worry

In the above example, I have written the “cover” style conclusion rather than the summary. This is because the news I shared is not positive and there was a need for me to reduce the panic of it. What to conclude with is on you, but a good memo always finishes with the right message to the audience.

Tips for writing a good memo

You can use all the creativity you have, templates you find online or from Microsoft Office, and think “I have written it the best way possible.” And, of course, it may be the best for you. But, it may not be the best for the audience. Maybe they don’t take it well and have questions. What do you think the best memo is? To put it simply, what is a good memo?

You can find many tips online to keep it simple, to write the main point only, not to use emotional words, etc.

I don’t think these are bad, but these are subjective and contextual. These tips are good to know but better to decide based on your context.

Let’s learn what I have always followed. My personal tips on writing good memos are:

• Never forget to write the purpose at the beginning. The purpose always gives a clear objective to the reader about your intent to write this memo
• Never detail your subject line. I have seen lengthy subject lines telling it all. Some feel it’s easy and readers may not feel like they even need to open the letter/email. That’s bad. Ensure your subject line summarizes the memo in one line. It should encourage the reader to open up your letter/email and read, rather than having a thought that they already know what’s in the email and that they can skip over it
• You can skip certain sections depending on the context, but never exclude the conclusion of your memo. This is an important section where the reader needs to know what it means for them
• Never forget the situation in which you are writing the memo. The situation you are addressing has a lot of importance in how you direct your words. This is important, you are addressing a group of people and they have to receive it with the correct intent
• Never write a story that goes on for pages. In my entire career, there was no need for me to write more than a page. Your memo should be brief and only communicates the actual message and actions

And then there are certain tips that are common and must be followed. You should ensure:

• That you are addressing the correct group of people (audience)
• That you have dated it correctly. Also, be explicit if the date is effective as of (insert date)
• That you have a subject line. Some people really do miss this part
• That you understand the objections after reading your message and address those in your memo upfront
• That you have formatted the memo correctly and cleanly

Can you write just anything in a memo?

Once my colleague from another team wrote a memo of appreciation to my team members. I never thought MOA could also stand for this 🙂

There was no action to take and there was no information that needed immediate attention.

An appreciation is an email or a letter, but it cannot be a memo. Likewise, people often confuse themselves when they are addressing a group with a piece of information. Not everything can fit in a memo even though you are writing it to a group.

An appreciation, a request, a call-out, a vacation plan, etc. don’t become a memo. You have to understand that a memo is for an audience to remember in the foregoing contexts and to take action accordingly. Use a memo as a tool only when you have that kind of information to publish.

When do product managers need memos?

If you are a product manager and thinking “why does a product manager need to write a memo?” I do and have been using memos to communicate for many years.

Likewise, product managers have many cases where they communicate status, progress, and risks to stakeholders, administrative groups, executive groups, customer groups, and more. And all these have actions that need to be communicated.

A memo written in a good format helps PMs communicate the intent correctly and provide the right set of actions to their audience. A memo becomes a powerful tool for a product manager when they learn to write them effectively and know when to use them properly.

Let’s wrap up. You have read it till now and say you have understood the art of the memo! A memo is a document that helps you write key information that needs immediate attention.

It is a powerful tool if you know how and when to use it. You are not limited to writing in a specific format, but a good memo that can clearly give out the message you want to convey and meet your objective(s). It should have a header, purpose, background, actual message, action, and conclusion. Remember:

Hence, write about your situation to convey your message rather than following or copying a template.

Signing off for now…thank you!

Featured image source: IconScout

LogRocket generates product insights that lead to meaningful action

Get your teams on the same page — try LogRocket today.

Share this:

• Click to share on Twitter (Opens in new window)
• Click to share on Reddit (Opens in new window)
• Click to share on LinkedIn (Opens in new window)
• Click to share on Facebook (Opens in new window)
• #project management

Stop guessing about your digital experience with LogRocket

Recent posts:.

DSDM: The dynamic systems development method

The dynamic system development method (DSDM) was first released in 1994 as a software development method to provide some discipline to RAD.

Leader Spotlight: Enabling a vision-led product mindset, with David Krell

David Krell, VP of Product at Going, talks about the fallacy that PMs have to be in a position of authority to do vision-led work.

Examples of successful product-led growth

Think of product-led growth as a self-sufficient user experience that leads to business growth by providing value to your users.

Leader Spotlight: Developing horizon-spotting skills, with Jennifer Musser Metz

Jennifer Musser Metz, VP Product Management — Core Platforms & Expansion at Paramount+, talks about the importance of horizon spotting.

One Reply to "How to write an effective memo: Format with examples"

Please write a memo on an accident vehicle the total sum of 2550us but my company is asking to pay the money in four installment but how to write it help me

Leave a Reply Cancel reply

• Product overview
• All features
• App integrations

CAPABILITIES

• project icon Project management
• Project views
• Custom fields
• Status updates
• goal icon Goals and reporting
• Reporting dashboards
• workflow icon Workflows and automation
• portfolio icon Resource management
• Time tracking
• my-task icon Admin and security
• Admin console
• asana-intelligence icon Asana Intelligence
• list icon Personal
• premium icon Starter
• briefcase icon Advanced
• Goal management
• Organizational planning
• Campaign management
• Creative production
• Marketing strategic planning
• Request tracking
• Resource planning
• Project intake
• View all uses arrow-right icon
• Project plans
• Team goals & objectives
• Team continuity
• Meeting agenda
• View all templates arrow-right icon
• Work management resources Discover best practices, watch webinars, get insights
• What's new Learn about the latest and greatest from Asana
• Customer stories See how the world's best organizations drive work innovation with Asana
• Help Center Get lots of tips, tricks, and advice to get the most from Asana
• Asana Academy Sign up for interactive courses and webinars to learn Asana
• Developers Learn more about building apps on the Asana platform
• Community programs Connect with and learn from Asana customers around the world
• Events Find out about upcoming events near you
• Partners Learn more about our partner programs
• Support Need help? Contact the Asana support team
• Asana for nonprofits Get more information on our nonprofit discount program, and apply.

Featured Reads

• Project management |
• How to write a memo for effective commu ...

How to write a memo for effective communication (with template)

A memo is a document or message sent to an entire team, department, or organization to inform teams about what is happening in the company. Memos are great for notifying employees about new policies or best practices, requesting project feedback , summarizing action plans, and more. Learn how to create an effective memo and when to use one.

Effective communication is super important. But you also want to make sure it's easy to digest. Having a templatized way to do that can not only make it easier to create communication—but also for your employees to digest it.

Our guide covers what a memo is, when to send one, how to create the format, and tips for writing a memo effectively. Then, use our free memo template to give you a roadmap to success.

What is a memo?

A memo, also known as a memorandum, communicates information throughout an organization. Unlike a one-on-one message, memos usually have a larger audience.

This letter is usually sent to an entire team , department, or organization to inform employees about things happening in the company. A memo can be about any important topic with wide-scale relevance, from a policy change to new clients to budget cuts.

This type of communication can be created and sent electronically or printed as a physical handout. Even if you know everyone in your chain of communication, keeping these documents polite and professional is important. When in doubt, omit the emojis, texting language, and abbreviations to make your message come across more professional.

Reasons to send a memo

There are many reasons someone would send out a memo instead of a regular email. While an email is a casual form of communication, a memo is more official and becomes part of the company record. 

Employees take memos more seriously. As a result, memos tend to be much more effective with cross-organizational communication. We’ve outlined some of the most common reasons below.

A memo can:

Explain policy changes

Announce upcoming meeting agendas or events

Announce budget cuts

Summarize action plans

Describe the onboarding of new clients

Detail minutes from a meeting

Request recommendations or feedback

Notify employees of a company problem or solution

Sending an electronic memo to groups of employees is beneficial because it gives them a centralized location to view company details. Everyone receives the same information at the same time instead of hearing it through the grapevine.

How to format a memo

There are several ways to structure a memo, but most memos have the same formatting elements. Feel free to customize your memo template to match the tone and content of the message you want to send.

First things first: get off on the right foot by starting your memorandum with a great subject line. The best memo subject lines should be as specific as possible.

For example, instead of labeling your memo letter as “Company Event,” make the subject line “Annual Holiday Party: Date and Details.”

A clear subject line lets people know exactly what your memo describes before opening it. It also makes finding the memo easier because that means employees won’t have multiple memos with the same subject line in their inbox.

There are several key factors you should include in your memo heading. Always have the date, who you’re sending it to, and who the memo is from. This information will provide context about the message’s contents. 

Body message

The body of the memo captures the main purpose of the message. Use the opening paragraph to state precisely what the rest of the document will be about. Keep the beginning section short to get your message across most effectively. 

Paragraph 1 : Use statements such as “I am writing to inform you” and “I am requesting information on” at the beginning of this paragraph. This first paragraph should include the most important information in the memo. 

Paragraph 2 : The second paragraph will give you a chance to provide additional details and dive more into the topic.

Paragraph 3 : Your third paragraph is where you give your request. An example of this would be asking a department for feedback on a project , or to RSVP to a company event by a certain date.  

Some memos don’t have an ask associated with the information you present. If this is the case, then you can use that space as an opportunity to thank your colleagues for their time.

Before sending a memo to your coworkers, check your mass communication policy at your company. Some companies will require additional steps, such as adding your organization’s logo, company name, or having standardized font sizes. You might also need to get approval or permission before sending it out.

Tips for writing a memo

Now that you know what to include in your memo, it’s time to hone in on the correct tone and formatting. Below are some tips to keep in mind when writing an effective business memo.

Keep a professional tone : Always keep your tone professional, but feel free to tailor it to your audience and objective.

Avoid acronyms and abbreviations : Spell out acronyms and abbreviations so all recipients can understand your message.

Keep your memo to one page : Try to fit your copy into three paragraphs to briefly get your point across.

Use attachments when necessary : Feel free to add attachments or flyers to give additional context to your memo if needed.

Think about your target audience : Change the message of your email depending on who you’re writing to.

Keep formatting consistent : Maintain the same font, paragraph structure, punctuation, and grammar throughout the piece.

Stay clear and concise : Make your request or announcement at the beginning of the memo document.

Remain objective : Stick to the facts and refrain from personal bias when writing a business document.

By following these tips and knowing what to include, you can create a professional and concise memo time and time again.

Types of memos

There are three memo styles: suggestive, confirmation, and request. The general format and business writing style remain similar among the three types of memos. The difference lies in looking at your audience, tone, and object. 

Suggestive memo

Sending a suggestive memo is a great way to find solutions to company problems. They often encourage creative thinking , brainstorms , and group discussions. 

When you’re sending a suggestive memo, it’s best to use positive and encouraging language. This language will help to get your coworkers excited to find out-of-the-box ideas.

Example: Send a suggestive memo if you’re an advertising agency looking for a group discussion on new ideas for a brand campaign.

Confirmation memo

Use confirmation memos to confirm verbal agreements by putting them in writing. Make sure to highlight the important aspects of the agreement between the parties, so everyone has a clear understanding of the objectives.

End the memo document by asking the other party if they need additional clarification or need to change any details. This will help avoid any mix-ups or misunderstandings once the project begins.

Example : If you are a team lead of a marketing team, you may send a confirmation memo to your company’s DevOps team while collaborating on a project. It would cover the project deliverables , make sure all stakeholders understand the project scope , and ensure no one has any questions.

Request memo

A request memo is a document or email you can send your company when you have a request. Start this type of memo by justifying why you need a request completed.

Keep your tone professional and persuasive when you give your recommendations for how to solve the problem. While this type of language is always recommended in memos, it’s especially important in request memos.

Example: You would send a request memo if you are a human resources manager and are requesting employees to fill out their insurance information before a deadline.

Memo template

Use our memo template to organize your document and create a successful message each time. When you send out your memorandum, make sure to effectively fill out your subject line, header, and body message.

Project management tools and memos will help you streamline communication

Using a memo template will help you communicate with everybody in your company. Combining it with a project management tool can help you keep all of your memos in one place and allows you to easily send memos to lots of stakeholders and team members. You can even connect memos directly to action items to bring these to-dos and messages to life.

Related resources

How to choose project management software for your team

7 steps to complete a social media audit (with template)

3 visual project management layouts (and how to use them)

Grant management: A nonprofit’s guide

5 Templates and 7 Examples: How to Write a Memo

By Status.net Editorial Team on December 22, 2023 — 16 minutes to read

• Essential Elements of a Memo Part 1
• Drafting a Professional Memo Part 2
• Standard Memo Template Part 3
• Standard Memo Example Part 4
• Update Memo Template Part 5
• Example of a Project Update Memo Part 6
• Example of a Policy Change Memo Part 7
• Request Memo Template Part 8
• Example of a Request Memo Part 9
• Steps for creating an HR Memo Part 10
• HR Memo Template Part 11
• Example of an HR Memo Part 12
• Writing a Communication-Focused Memo Part 13
• How To Tailor a Memo for Students or Academic Purposes Part 14
• Academic Memo Template Part 15
• Academic Memo Example Part 16
• Tips for Effective Memo Writing Part 17

Memos, short for memorandums, are a way of communicating information within an organization. They often have a specific goal in mind, like providing updates, outlining policies, or assigning tasks. Knowing how to craft a well-written memo is a valuable skill in today’s workplace: it can help streamline workflows and effectively convey your message.

Part 1 Essential Elements of a Memo

The header is the first part of your memo and includes necessary information like the recipient’s name, your name, the date, and the subject.

For example: To: All Employees From: (Your Name), (Your Position) Date: November 15, 2024 Subject: Updated Vacation Policy

The body of your memo should be concise and to the point. Start by providing context to the reader about why the memo is essential. Then, present the main points with clear headings and bullet points for easy reading.

For example: Dear Team,

Our company has recently revised its vacation policy to better align with industry standards. Please review the key changes outlined below:

* Annual leave increased from 10 days to 15 days * Carryover limit of 5 unused days per year * New approval process via Employee Portal

These changes will take effect on January 1, 2025. Ensure you familiarize yourself with the updated policy and follow the new procedures.

End your memo with any essential action items or reminders necessary for the reader. If you expect a reply or want the recipient to take action, kindly state your expectations. Also, provide your contact information for any further questions or discussion.

For example: Please submit your updated vacation requests for 2025 using the new approval process on the Employee Portal by December 1, 2024. If you have any questions or concerns, feel free to reach out to me at [email protected] or extension 123.

Best regards, (Name) (Position)

Part 2 Drafting a Professional Memo

What are some key elements to include in a memo.

When writing a memo, make sure to include these key elements:

• A clear and informative subject line
• The date, sender’s name, and recipient’s name
• A concise introduction stating the memo’s purpose
• Well-organized information, using bullet points or numbered lists if necessary
• Appropriate call-to-action (if needed)
• Polite and professional language.

How can I make a memo clear and concise?

• Use short sentences and paragraphs
• Use clear, straightforward language
• Stick to the main points and eliminate unnecessary information
• Structure your memo logically, with headings and subheadings
• Proofread and edit to remove any errors or ambiguity.

Part 3 Standard Memo Template

A basic memo format typically includes a header with “To”, “From”, “Date”, and “Subject” followed by the body text. Here’s an outline to get you started:

To: [Recipient] From: [Your Name] Date: [Date] Subject: [Subject]

[Opening statement or purpose of the memo]

[Provide relevant details, supporting information, or context]

[Summarize any key takeaways or actionable items]

Part 4 Standard Memo Example

To: All Staff From: (…), HR Manager Date: (…) Subject: Reminder of Company Dress Code

As we approach the warmer months, I’d like to take this opportunity to remind everyone of the company’s dress code policy.

Our dress code aims to balance professional attire with comfort, ensuring that all employees maintain a standard of appearance that is appropriate for our work environment. Please refer to the employee handbook for the full dress code policy, but here are some key points to remember:

– Clothing should be clean, pressed, and not show excessive wear. – Business casual attire is acceptable Monday through Thursday, with casual attire permitted on Fridays. – Items such as flip-flops, tank tops, and shorts are not considered appropriate office wear. – Any clothing displaying offensive or inappropriate language or imagery is strictly prohibited.

Please keep these guidelines in mind when selecting your attire for work. It’s important that we all contribute to a workplace environment that is comfortable and professional.

If you have any questions about the dress code or need clarification on specific attire, please do not hesitate to contact the HR department.

Thank you for your cooperation and attention to this matter.

Best regards, Jane Smith

Part 5 Update Memo Template

An update memo is explicitly used to provide updates or progress on a project, task, or situation. This template outlines what you need to include:

[Summary of the update or progress of the project/task]

[Bullet or numbered list of key updates, achievements, or milestones]

1. [Update 1] 2. [Update 2] 3. [Update 3]

[Describe any challenges, obstacles, or concerns]

[Detail next steps, action items, or plans]

[Close with any additional information or reminders]

Part 6 Example of a Project Update Memo

When you need to inform your team about the progress of a project, use a project update memo. Start by briefly stating the project’s purpose, and then provide the current status of the project. Include important updates, such as milestones reached, achievements, or challenges faced. Share any changes to the project timeline or budget. Be sure to highlight specific team members’ contributions and express gratitude for their efforts.

To: [Project Team Members] From: [Your Name] Date: [Current Date] Subject: Update on [Project Name]

I am writing to provide you with the latest updates on the progress of our [Project Name], which aims to [briefly state the project’s purpose].

As of today, I am pleased to report that we have successfully reached several key milestones, including [list milestones reached]. These achievements reflect the hard work and dedication of every team member involved.

However, we have encountered a few challenges, namely [describe challenges faced]. We are actively working on addressing these issues and remain committed to keeping the project on track.

Please note that there have been some adjustments to our project timeline [and/or budget]. [Detail any changes, such as extensions or additional costs, and the reasons for these changes].

I would like to extend a special thanks to [specific team members] for their exceptional contributions [describe contributions]. Your efforts have not gone unnoticed and are greatly appreciated.

Looking ahead, we are focusing on [next steps or upcoming milestones], and I am confident that we will continue to make significant progress.

Thank you all for your continued hard work and dedication to the success of [Project Name].

Best regards, [Your Name]

Part 7 Example of a Policy Change Memo

For announcing a policy change within your organization, a policy change memo is necessary. Start by stating the purpose of the memo and clearly mention the policy being updated or replaced. Describe the reasoning behind the change and outline the new policy. Provide a timeline for when the new policy will be effective and whether there will be a transition period. If necessary, include any additional resources, such as training materials or contact information for employees with questions about the change. Be sure to thank your employees for their understanding and cooperation.

To: [All Employees] From: [Your Name] Date: [Current Date] Subject: Important Policy Change Announcement

This memo serves to inform you of an upcoming change to our company’s policy regarding [mention the topic of the policy being updated or replaced]. This change is part of our ongoing efforts to [briefly describe the reasoning behind the change].

Effective [effective date], the new policy will [outline the new policy in detail]. This update is designed to [explain the benefits or purpose of the new policy].

To ensure a smooth transition, we have established a grace period until [end of transition period], during which we will provide [additional resources, such as training materials or contact information].

We understand that changes can require adjustments, and we want to thank you in advance for your understanding and cooperation as we implement this new policy.

If you have any questions or require further clarification, please do not hesitate to reach out to [contact person or department].

Thank you for your continued commitment to our company’s values and standards.

Sincerely, [Your Name]

Part 8 Request Memo Template

[Explain the purpose of your request and any necessary background information]

[Describe your request, being clear about what action you’d like the recipient to take]

[Explain the benefits or reasons for the request, including any potential impacts or implications]

[Specify any deadlines or priority levels]

[Thank the recipient for their time and consideration]

Part 9 Example of a Request Memo

When making a request within your company, whether for resources, approvals, or assistance, a request memo can help you communicate professionally. Start your memo by clearly stating the purpose of your request and providing any necessary background information. Outline what you need and explain why it’s important to the success of the project or task. If applicable, include a timeline or deadline for your request. Be courteous and express gratitude for any consideration given to your request.

To: [Recipient’s Name or Department] From: [Your Name] Date: [Current Date] Subject: Request for [Resources/Approvals/Assistance]

Dear [Recipient’s Name or Department],

I am writing to formally request [briefly state your request] in order to [explain the purpose and importance of the request to the project or task].

The background of this request is [provide any necessary background information]. This is crucial for [explain why the request is important for the success of the project or task].

To meet our project goals, we would need [outline what you need] by [state the timeline or deadline for your request].

Your support in this matter is greatly appreciated, and I am confident that with your assistance, we can achieve [describe the positive outcome expected from fulfilling the request].

Thank you for considering this request. Please let me know if you require any further information or if there is any way I can assist in facilitating this process.

Part 10 Steps for creating an HR Memo

For an HR memo, follow these steps:

• Choose a specific purpose or topic related to HR (e.g., new policy, reminders, updates).
• Write a clear and informative subject line.
• Address the memo to the appropriate recipients.
• Begin with an introduction that states the purpose.
• Organize the information in a logical and easy-to-follow manner.
• Offer any necessary instructions or actions required from the recipients.
• Maintain a professional and respectful tone.
• End with your contact information for any follow-up questions.

Part 11 HR Memo Template

To: [Recipient(s)] From: [Your Name/Position] Date: [Date] Subject: [Clear and Informative Subject Line]

[Introduction]

Begin with a greeting and a concise introduction that immediately informs the reader of the memo’s purpose. This section sets the stage for the details to follow and should be clear and direct.

[Purpose or Topic]

Clearly state the specific HR-related purpose or topic of the memo. This could be about a new policy, a reminder about existing policies, updates to HR procedures, or any other HR-related announcement.

[Information Organization]

Organize the main content of your memo in a way that is logical and easy for the recipients to understand. Use headings, bullet points, or numbered lists to break up the text and make it more readable.

[Instructions or Actions Required]

If the memo requires recipients to take specific actions, outline these steps clearly. Provide a clear explanation of what is expected, how to accomplish it, and the deadline for completion.

[Additional Resources or Contact Information]

Include any additional resources that might be helpful, such as links to forms, policy documents, or FAQs. Provide contact information for the HR department or the person responsible for the topic at hand for further questions or follow-up.

End with a brief summary of the main points or a restatement of the most critical action items. Thank the recipients for their attention to the memo and their cooperation.

Include a professional sign-off with your full name, position, and contact information.

Part 12 Example of an HR Memo

To: All Department Managers From: Lisa Chang, Director of Human Resources Date: April 10, 2023 Subject: Implementation of New Time-Off Request Procedure

Dear Managers,

I am writing to inform you of a new procedure for submitting time-off requests that will be effective starting May 1, 2024.

The new procedure is designed to streamline our time-off request process and ensure accurate tracking of employee leave balances.

– All time-off requests must now be submitted through the online HR portal. – Requests should be made at least two weeks in advance for non-emergency leave. – Managers are responsible for reviewing and approving requests within 48 hours of submission.

Please ensure that all team members are informed of this change and understand how to use the online HR portal for their requests. A training session on the new system will be held on April 20 at 3:00 PM in the conference room. Attendance is mandatory for all managers.

For detailed instructions on the new process, please refer to the Time-Off Request Guide attached to this memo. If you have any questions or encounter issues with the system, please contact the HR department at [email protected] or ext. 234.

Thank you for your prompt attention to this matter and for assisting in the smooth transition to the new procedure.

Best regards, Lisa Smith Director of Human Resources Email: [email protected] Phone: (555) 987-6543

When creating your HR memo, adjust the content to fit the specific situation and ensure that the tone remains professional, respectful, and in line with your company’s culture.

Part 13 Writing a Communication-Focused Memo

For a communication-focused memo, keep these tips in mind:

• Start with a clear and specific subject line
• Be concise and stick to the main points
• Highlight any important information or deadlines
• Create an easy-to-follow structure, using headings or bullet points if necessary
• Encourage feedback or questions from your recipients by providing your contact information.

Here’s an example outline for a communication-focused memo:

To: [Recipient(s)] From: [Your Name] Date: [Date] Subject: [Insert Subject]

This section should clearly state the reason for the memo and its importance to the recipients. For example, it could introduce a new communication tool or address a communication issue that has been identified.

In this section, provide any necessary background information that helps explain the communication topic being addressed. If a new tool is being introduced, describe what it is and why it’s being implemented. If the memo is about communication best practices, outline what those are and how they can be applied.

[Summarize key takeaways or actionable items]

Conclude with a summary of the main points and any actions that need to be taken by the recipients. If training sessions are required for a new communication tool, include the schedule and instructions for signing up. If the memo is a reminder about communication policies, reiterate the importance of adhering to these guidelines.

Part 14 How To Tailor a Memo for Students or Academic Purposes

When writing a memo for students or academic purposes, make sure to:

• Use an appropriate tone and language that is easy for students to understand
• Clearly state the message’s purpose and relevance to the academic setting
• Include any necessary details, such as dates, deadlines, or resources
• Structure the memo logically and use headings to guide the reader
• Provide clear instructions if the memo requires any action from the students.

Part 15 Academic Memo Template

To: [Recipient(s)] From: [Your Name/Position] Date: [Date] Subject: [Clear and Concise Subject Line]

[Opening Statement]

Begin with a greeting and a brief introduction that outlines the purpose of the memo. This should be straightforward and inform the reader about the main topic or action required.

[Background or Context]

If necessary, provide any background information that helps the recipients understand the context of the memo. This might include a brief overview of relevant events, policies, or previous communications that relate to the subject at hand.

[Details and Specific Information]

This section should contain the bulk of the information you need to convey. Include specific details such as dates, deadlines, locations, and any other pertinent data. Use bullet points or numbered lists for clarity if you are presenting multiple pieces of information.

[Instructions or Action Required]

Clearly state any actions that the recipients need to take. Be specific about what is required, how to do it, and the deadline for completion. If the memo is informational only and no action is required, you can state that as well.

Provide information about where students can find additional help or resources if needed. This could include websites, contact emails, phone numbers, or physical locations on campus.

[Closing Remarks]

End with a brief summary of the key points or a restatement of the most critical action items. Offer thanks or express your appreciation for the readers’ attention to the memo.

Include a sign-off with your name and position. You may also include your contact information if it’s not already provided in the memo header.

Part 16 Academic Memo Example

To: All Undergraduate Students From: Dr. Emily Johnson, Dean of Student Affairs Date: April 10, 2024 Subject: Upcoming Academic Advising Week and Registration Deadlines

Dear Students,

I hope this message finds you well as we approach the midpoint of the semester. I am writing to remind you of the upcoming Academic Advising Week and to inform you about important deadlines for course registration for the next semester.

Academic Advising Week will take place from April 24 to April 28. This is a valuable opportunity for you to meet with your academic advisors, discuss your progress, and plan your course schedule for the following semester. Advisors are here to help you make informed decisions about your academic journey, so please take full advantage of this time.

Key Dates and Deadlines: – Academic Advising Week: April 24 – April 28 – Priority Registration Begins: May 1 – Final Registration Deadline: May 15

Please make sure to schedule an appointment with your advisor before April 20 to ensure availability. Appointments can be booked through the student portal or by contacting the advising office directly.

Additionally, I encourage you to review the course offerings for the next semester and prepare a list of questions or topics to discuss with your advisor. Resources such as degree checklists and sample schedules can be found on the university website under the ‘Academic Resources’ section.

If you have any holds on your account that may prevent registration, please resolve them promptly by contacting the appropriate department. Financial aid, library fines, and academic holds are common issues that can be addressed ahead of time.

Remember, planning early helps to ensure a smooth registration process and can contribute to your academic success. Should you have any questions or need further assistance, please do not hesitate to reach out to the advising office at [email protected] or (123) 456-7890.

Thank you for your attention to these important dates, and I wish you all the best in your academic endeavors.

Warm regards, (Name) (Position)

Part 17 Tips for Effective Memo Writing

When writing a memo, get straight to the point. Start by stating your main message clearly and concisely. Your colleagues will appreciate your effort to make the memo simple to understand, which will increase the chances of your message getting across effectively.

Stay Focused

Focus on one topic per memo. Avoid digressing or going off on tangents. It’s helpful to outline your memo’s content before you begin writing, ensuring that the information remains organized and easy to follow. A clear structure will allow your colleagues to grasp your message quickly.

Proofread Your Memo

Take the time to proofread your memo. This means checking for spelling, grammar, and punctuation errors. Also, make sure that your information is accurate and complete. A well-written and polished memo will not only make you look more professional but also increase the likelihood that your message will be taken seriously. If possible, ask a colleague to review your memo—it always helps to have a fresh pair of eyes.

• 5 Exact Examples: How to Write a Strong Self-Evaluation
• 30 Examples - Email Greetings To Use at Work
• 20 Examples: How to Answer the Phone Professionally
• 3 Examples: How to Write a Customer Service Resume Summary
• 42 Communication Skills Self Evaluation Comments Examples
• Effective Nonverbal Communication in the Workplace (Examples)

• Get started with computers
• Learn Microsoft Office
• Apply for a job
• Improve my work skills
• Design nice-looking docs
• Getting Started
• Smartphones & Tablets
• Typing Tutorial
• Online Learning
• Basic Internet Skills
• Online Safety
• Social Media
• Zoom Basics
• Google Docs
• Google Sheets
• Career Planning
• Resume Writing
• Cover Letters
• Job Search and Networking
• Business Communication
• Entrepreneurship 101
• Careers without College
• Job Hunt for Today
• 3D Printing
• Freelancing 101
• Personal Finance
• Sharing Economy
• Decision-Making
• Graphic Design
• Photography
• Image Editing
• Learning WordPress
• Language Learning
• Critical Thinking
• For Educators
• Translations
• Staff Picks
• English expand_more expand_less

Business Communication  - How to Write a Clear Business Memo

Business communication  -, how to write a clear business memo, business communication how to write a clear business memo.

Business Communication: How to Write a Clear Business Memo

Lesson 10: how to write a clear business memo.

/en/business-communication/how-to-write-an-effective-business-email/content/

How to write a clear business memo

When you need to update your colleagues on important information or make an announcement at your workplace, a business memo can be an ideal way to address a specific audience in a formal context.

Watch the video below to learn how to write a business memo.

The basics of a business memo

While business memos and emails may look similar at first, a memo has some key differences. Memos are usually more formal than emails and are often used when you need to give your message a more official look. They can also be printed and distributed wherever this message would have the most impact.

Memos can be addressed to a single person or a group, so tailor your message to reflect the concerns of your audience. As with any business document, always remain professional and polite, even if you have to address a negative topic. An official memo is no place to single someone out in a critical way, so focus on facts and constructive plans for the future.

Writing a business memo

Business memos usually begin with a header section that lists recipients and other details in the following format:

• To : Include each recipient’s name and job title (for example, Miranda Lawson, Director of Marketing). If you're addressing a designated group, however, simply state the name of the group (for example, Accounting Department).
• From : Include your name and title.
• Date : Write out the complete date (for example, June 30, 2017).
• Subject : Make the subject brief and descriptive.

Most business memos skip the greeting (such as “Greetings, Ms. Lawson”) and immediately go into the body text. Whenever you start a paragraph in a memo, always put the main point of that paragraph first, as this makes your writing direct and easy to follow.

Generally, memos don’t include a farewell (such as “Sincerely, Tonya”), but it may be appropriate depending on your message or your company’s style. If you do include a farewell, make it brief.

As discussed in the Business Writing Essentials lesson, revision is vital for any quality document. Read over your writing to cut unnecessary material, clarify your main points, and proofread for grammar and factual errors. And before you submit your memo to your audience, consider getting feedback from a colleague to ensure your message is effective and professional.

Examples of business memos

Let’s explore a few business memos to see this lesson in action. We'll start with an example of a poorly written memo.

The example above is not acceptable. The body is unclear and rambling, there’s no subject line, and the main point of each paragraph is difficult to find. The message itself is also incredibly unprofessional, especially because it calls out a single person in a negative way.

Now let’s look at a stronger example.

This is much better! The body is concise and clear, and the main point is the first sentence in each paragraph. There’s also a strong subject line, and the message stays professional despite sharing negative news.

Whether you’re detailing a new policy change or updating staff on a new procedure, business memos are a powerful way to distribute information among your colleagues. As you practice and study, your memos will become more efficient and polished.

/en/business-communication/how-to-format-a-business-document/content/

Resources: Discussions and Assignments

Module 2 assignment: writing in business: analyzing a memo.

Understanding the functions of interoffice memos is crucial when choosing the best communication channel in the workplace. Being able to analyze the audience and purpose of a scenario is an important skill to help you justify the necessity and effectiveness of a memo.

Download this memo, in which a university president addresses the employees at the university:

• Sample memo (.docx)
• Sample memo (PDF)

After reading the memo carefully answer the following questions:

• Based on what we have read on audience and purpose in this module, describe your thoughts on the memo content and format.
• Did the writer choose the best delivery channel for this message?
• Are there any places you believe the writer could be more clear?

Be prepared to share your answers and findings in class during a follow-up discussion.

Grading Rubric

• Writing in Business: Analyzing a Memo. Authored by : Lumen Learning. License : CC BY: Attribution

• Platform Overview All-in-one legal research and workflow software
• Legal Research Unmetered access to primary and secondary sources
• Workflow Tools AI-powered tools for smarter workflows
• News & Analysis Paywall-free premium Bloomberg news and coverage
• Practical Guidance Ready-to-use guidance for any legal task
• Contract Solutions New: Streamlined contract workflow platform
• Introducing Contract Solutions Experience contract simplicity
• Watch product demo
• Law Firms Find everything you need to serve your clients
• In-House Counsel Expand expertise, reduce cost, and save time
• Government Get unlimited access to state and federal coverage
• Law Schools Succeed in school and prepare for practice
• Customer Cost Savings and Benefits See why GCs and CLOs choose Bloomberg Law
• Getting Started Experience one platform, one price, and continuous innovation
• Our Initiatives Empower the next generation of lawyers
• Careers Explore alternative law careers and join our team
• Press Releases See our latest news and product updates
• DEI Framework Raising the bar for law firms
• Request Pricing

Master the Legal Memo Format

September 20, 2022

[Bloomberg Law’s Essential Career Toolkit can help you excel in class and jump-start your legal career to successfully transition from law student to lawyer.]

What is the legal memo assignment?

The legal memo is an objective memorandum that provides you the opportunity to review and research relevant case law, investigate relevant facts using available resources, analyze those facts under that law, and impartially assess the potential outcome of a matter. The legal memo is an assignment that law firm associates are frequently asked to provide to senior attorneys.

Far too often, however, the assigning attorney takes one look at the result and replies, “I knew this already.” To prevent this outcome, it’s important to write a legal memo with sufficient understanding of audience, scope, purpose, and format. With proper planning, law firm associates can maximize the odds of favorable reception at the outset.

Bloomberg Law can help you understand and apply legal issues to your legal memo assignment, so your final product addresses all relevant points right out of the gate.

What’s the difference between a closed legal memo and an open legal memo?

A closed legal memo is an assignment where you are given the case law or other primary law to be used in your writing. Far more challenging is an open legal memo, where you will need to research and identify the relevant law, investigate and analyze the most legally significant facts involving a particular client, and provide a critical assessment of how the court may apply the law to the matter.

By extension, unlike a court brief, the legal memo is not the place to wager a legal opinion or argue facts. The legal memorandum serves as an objective standalone document and identifies the risks and any unknown facts that need investigation. It should maintain an impartial tone, with no implied preference for one side or the other.

What’s the standard legal memo format?

Generally, a legal memorandum comprises six sections, with the following information:

1. Heading or caption

A section, titled, “Memorandum,” identifies the recipient (To: _______), the author (From: ____), the assignment submission date (typically in MMMM DD YYYY format), and subject of the memo (Re: __________).

2. Question presented

A brief one-sentence statement that defines how the law applies to the legal question at hand, and the jurisdiction where the matter will be decided. The question presented is specific and impartial and doesn’t assume a legal conclusion.

3. Brief answer

A quick-hit legal prediction to the question presented, based on a short (four to five sentences) explanation that references relevant law and facts.

4. Statement of facts

A concise, impartial statement of the facts that captures the heart of the legal matter, as well as current and past legal proceedings related to the issue. The facts can be chronological or grouped thematically, whichever format presents the facts in the clearest manner.

5. Discussion

Restates the main facts and delineates the overarching legal rule. Several paragraphs outline the various legal topics to be addressed in the case and provide an analysis of the legal issues, usually ordered in subsections.

6. Conclusion

The assigning attorney will likely read this section first. It predicts how the court will apply the law, and how confident you are in your prediction based on the data. With an impartial advisory tone, you identify next steps and propose a legal strategy to proceed.

How to write a legal memo

Legal research memos can come in many forms—from broad 50-state surveys to more nuanced research on a particular point of law—but whatever the format, it’s important that you fully understand the task entrusted to you before you start typing.

If you tackle your assignment by following the recommended approaches in the legal memo example below, you’ll be more likely to find an appreciative supervising attorney, deliver better work product, cut down on the number of drafts required to arrive at a final product, and, most importantly, please the client.

Learn the essentials of litigation writing, research, and document review with our Core Litigation Skills Practical Guidance Toolkit , available to Bloomberg Law subscribers.

Legal memorandum sample assignment

Assignment:  Prepare an open legal memo on whether, under the Fourteenth Amendment’s Due Process Clause, there is personal jurisdiction over a foreign car manufacturer involving a products liability case.

Step 1: Understand the legal issues

Review legal memo assignment materials.

In an open legal memo, you will be tasked with researching relevant primary and secondary resources, such as from national, single, or multiple state entities, as well as appeals circuits, to include in your analysis.

Locate secondary sources

Secondary sources, such as books, treatises, law reviews, legal analysis publications, and Practical Guidance are a great starting point to assist with your legal memo research. Although secondary sources are not binding on courts, meaning courts are not required to follow these sources, they are still helpful tools to use when you know little about a topic.

However, remember that while you may know little about a topic, the same may not hold true for your audience. Readers like law partners and assigning attorneys will already know general law. Identify your audience’s presumed level of knowledge, then the most mission-critical questions to address. These identified gaps will inform your fact-finding and research.

Use secondary resources to better fill in the main legal topics and issues as they relate to the facts in the legal memo assignment. Your legal research should help frame the issue and lead to other relevant materials, including cases and statutes.

Throughout, utilize legal memo space wisely. Remember, legal memo length varies by subject. Some topics require only a short summary, while others compel long-form treatment. For guidance, search your firm’s office document management system for previous legal memos.

Sample assignment – Step 1

Understand the legal issues:  Legal research depends on the right search terms. In the case, for example, you can use the keywords: (“personal jurisdiction” and manufacture!)) to locate relevant resources on the Bloomberg Law platform.

More broadly, while your search into secondary sources may span books and treatises, law review articles, and other legal analysis publications, make sure to vet all legal authorities for relevance.

[Research tip: It can be challenging to know all relevant keywords. Bloomberg Law provides a convenient search results page, where relevant article blurbs showcase additional keywords to explore. Based on targeted keywords, you can better gather the most relevant background information to assist with your analysis.]

Step 2: Develop a research plan

Identify primary law.

Primary sources can often be identified with research tools, such as court opinions searches for relevant case law. However, primary sources are not always apparent. In such cases, work your way backward. Reviewing secondary sources can help you identify a list of relevant primary law resources, like case law and related statutes. Keep your research organized and create a research plan to identify key resources. The research plan will list the relevant primary law and how the case or statute relates to your comprehensive legal analysis.

Stay organized

Save the relevant cases and statutes to a designated workspace. Bloomberg Law provides a streamlined and secure digital working area where you can add your notes as well as upload and store your drafts to keep organized.

Sample assignment – Step 2

Develop a research plan:  In the  assignment, some legal research may mention cases on what contacts a foreign defendant must have for the court to have personal jurisdiction over it, such as Ford Motor Co. v. Montana Eighth Judicial District Court .  Read through these articles to reveal additional relevant cases and statutes to support your analysis.

Step 3: Confirm your legal memo research

Once you have your research plan, you want to verify all your research to make sure you’re relying on the most current case law available. Bloomberg Law’s litigation tools like the BCite citator tool help you work smarter and faster to validate your case law research—specifically, to determine whether a citation still represents good law and can be relied upon—and helps you to conduct additional research to find more cases and resources that support your legal memo’s findings and conclusions.

Robust verification should ensure you know the following information:

• Composite analysis – the overall treatment of the cited case by other courts.
• Direct history – How a cited case has moved through the court system.
• Case analysis – Cases that have subsequently cited to the case.
• Authorities – Cases relied on by the court in the main case.
• Citing documents – Legal materials, such as court opinions, administrative decisions, and secondary sources that reference your case by citation.

Sample assignment – Step 3

Confirm your research:  To see whether  Ford Motor Co. v. Montana Eighth Judicial District Court  is still good law, you will of course need to pull up and review the case status. As part of this verification, you should review how other courts have treated the case. Once you have verified case status, you can better find additional secondary cases and other sources that cite to your case.

[Research tip: Carefully review whether case law citation can be relied on in your legal memo. While a legal memo is written for internal stakeholders like the assigning attorney, and not for the court system, it may nonetheless serve as a primer for future material.]

Attorneys may later incorporate any case law citations within the legal memo into court filings in support of their arguments. Given this broad potential reach, it’s imperative to verify all case law within your legal memo. Any unverified case law that later makes its way into public documents will result in an admonition from the court.

It is also important not to cherry-pick case citations. Remember the legal memo’s purpose is to inform, not to argue the facts. The legal memo must therefore provide an objective summary of all relevant case law and how it applies to the facts at hand. The omission of negative case law only compromises future legal strategy and heightens client legal exposure.

Step 4: Write an objective analysis

The legal memo showcases your critical legal thinking skills. Use your research plan and research materials to help organize your analysis. Remember to clearly state the law and the facts, in the active voice, and present your analysis in a logical manner.

Even with the IRAC legal memo format (Issue, Rule, Application, and Conclusion), it can be a challenge to write with precision. For example, it may not be clear which details to include in the statement of facts. Skilled legal memo writers often begin with the discussion. With complementary considerations of legal authority and factual criteria, this section clarifies the most legally significant facts and informs other earlier sections like the question presented and brief answer.

Across all stages, Bloomberg Law provides a vast trove of articles and resources to assist you in preparing your legal memo. Whether this is your first or fiftieth legal memo assignment, you can showcase clear and impartial legal analysis in your legal memo and other writing assignments in ways that establish you as a strong legal mind.

Reference Shelf

11 resume rules every law student should follow

Succeeding in the modern legal classroom

The right answers to law interview questions

Three things to know before starting your law career

Turn your passion for social justice into a law career

Recommended for you

See bloomberg law in action.

From live events to in-depth reports, discover singular thought leadership from Bloomberg Law. Our network of expert analysts is always on the case – so you can make yours. Request a demo to see it for yourself.

Organizing Your Social Sciences Research Assignments

• Annotated Bibliography
• Analyzing a Scholarly Journal Article
• Group Presentations
• Dealing with Nervousness
• Using Visual Aids
• Grading Someone Else's Paper
• Types of Structured Group Activities
• Group Project Survival Skills
• Leading a Class Discussion
• Multiple Book Review Essay
• Reviewing Collected Works
• Writing a Case Analysis Paper
• Writing a Case Study
• About Informed Consent
• Writing Field Notes
• Writing a Policy Memo
• Writing a Reflective Paper
• Writing a Research Proposal
• Generative AI and Writing
• Acknowledgments

A policy memo is a practical, professionally written document that can vary in length from one page to over twenty-five pages. It provides analysis and recommendations directed to a predetermined audience regarding a specific situation, topic, or issue. A well-written policy memo reflects attention to the policy problem. It is well organized and structured in a clear and concise style that assumes the reader possesses limited knowledge of, as well as little time to conduct research about, the topic of concern. There is no thesis statement or overall theoretical framework underpinning the document; the focus is on describing one or more specific policy recommendations and their supporting action items.

Bhasin, Tavishi and Charity Butcher. “Teaching Effective Policy Memo Writing and Infographics in a Policy Programme.” European Political Science 21 (2022): 1-17; Davis, Jennifer. Guide to Writing Effective Policy Memos. MIT OpenCourseWare, Water and Sanitation Infrastructure Planning in Developing Countries, Spring 2004; Judge, Andrew. "Designing and Implementing Policy Writing Assessments: A Practical Guide." Teaching Public Administration 39 (2021): 351-368; Pennock, Andrew. “The Case for Using Policy Writing in Undergraduate Political Science Courses.” PS: Political Science and Politics 44 (January 2011): 141-146.

How to Approach Writing a Policy Memo

Benefits of Writing a Policy Memo

Writing a policy memo is intended to support the following learning outcomes:

• Helps students learn how to write academically rigorous, persuasive papers about a specific “real-world” issue;
• Teaches how to choose and craft a document’s content based on the needs of a particular audience [rather than for a general readership];
• Prepares students to write an effective position paper in non-academic settings;
• Promotes researching, organizing, and writing a persuasive paper that emphasizes presenting evidence-based recommendations rather than simply reporting a study's findings;
• Teaches students to be client-oriented and to better anticipate the assumptions and concerns of their targeted readership;
• Encourages reflective thinking about the cause and consequential effect of a particular recommendation and to anticipate what questions stakeholder groups may have; and,
• Enables students to create original work that synthesizes policy-making research into a clearly written document advocating change and specific courses of action.

Do not approach writing a policy memo in the same way as you would an academic research paper . Yes, there are certain commonalities in how the content is presented [e.g., a well-written problem statement], but the overarching objective of a policy memo is not to discover or create new knowledge. It is focused on providing to a predetermined group of readers the rationale for choosing a particular policy alternative and/or specific courses of action leading to positive social and political change within society. In this sense, most policy memos possess a component of advocacy and advice intended to promote evidence-based dialog about an issue.

Essential Elements of an Effective Policy Memo Focus and Objectives The overall content of your memo should be strategically aimed at achieving the following goal: convincing your target audience about the accuracy of your analysis and, by extension, that your policy recommendations are valid. Avoid lengthy digressions and superfluous narration that can distract the reader from understanding the policy problem. Note that your target audience is defined in two ways: by the decision-makers who can advocate for or implement change and by individuals and groups most likely impacted by your policy recommendations should they be implemented. Professionally Written Always keep in mind that a policy memorandum is a tool for decision-making. Keep it professional and avoid hyperbole and clever or indeterminate language that could undermine the credibility of your document. The presentation and content of the memo should be polished, easy to understand, and free of jargon. Writing professionally does not imply that you can’t be passionate about your topic, but your policy recommendations should be evidence-based and grounded in solid reasoning and a succinct writing style. Evidence-based A policy memo is not an argumentative debate paper. The reader should expect your recommendations to be based upon evidence that the problem exists and understand the consequences [both good and bad] of adopting particular policy alternatives. To address this, policy memos should include a clear cost-benefit analysis that considers anticipated outcomes, the potential impact on stakeholder groups you have identified, clear and quantifiable performance goals, and how success will be measured. Accessibility A policy memo requires clear and simple language that avoids unnecessary jargon and concepts of an academic discipline. Do not skip around. Use one paragraph to develop one idea or argument and make that idea or argument explicit within the first one or two sentences. Your memo should have a straightforward, explicit organizational structure that provides well-explained arguments arranged within a logical sequence of reasoning [think in terms of an if/then logic model--if this policy recommendation, then this action; if this benefit, then this potential cost; if this group is allocated resources, then this group may be excluded]. Presentation Style The visual impact of your memo affects the reader’s ability to grasp your ideas quickly and easily. Include a table of contents and list of figures and charts, if necessary. Subdivide the text using clear and descriptive headings to guide the reader. Incorporate devices such as capitalization, bold text, and bulleted items, but be consistent, and don’t go crazy; the purpose is to facilitate access to specific sections of the paper for successive readings. If it is difficult to find information in your document, policy makers will not use it. Practical and Feasible Your memorandum should provide a set of actions based on what is actually happening in reality. Do not base your policy recommendations on future scenarios or hypothetical situations that could be interpreted as unlikely to occur or that do not appear possible because you have not adequately explained the circumstances supporting these scenarios. Here again, your cost-benefit analysis can be essential to validating the practicality and feasibility of your recommendations. Explicit Transparency Provide specific criteria to assess either the success or failure of the policies you are recommending. As much as possible, this criteria should be derived from your cost/benefit analysis. Do not hide or under-report information that does not support your policy recommendations. Just as you would note the limitations of your study in a research paper, a policy memo should describe issues of weakness of your analysis. Explain why they may arise and why your recommendations are still valid despite these issues. Be open and straightforward because doing so strengthens your arguments and it will help the reader assess the overall impact of recommended policy changes.

NOTE: Technically, it would not be wrong for your policy memo to argue for maintaining the status quo. However, the general objective of a policy memo assignment is to critically examine opportunities for transformative change and to highlight the risks of on-going complacency. If you choose to argue for maintaining the current policy trajectory, in whole or in part, be concise in identifying and systematically refuting all relevant policy options. Again, it must be rooted in an evidence-based cost/benefit analysis. Whether maintaining current policies is short-term or long-term [and these need to be clearly defined], you must explain concisely why each possible outcome of maintaining the status quo would be preferable to any alternative policy options and recommended courses of action. If your argument for maintaining the status quo is short-term, explain what factors in the future could trigger a policy-related course correction.

Herman, Luciana. Policy Memos. John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo. Student Learning Center. University of California, Berkeley; Policy Memo. Thompson Writing Program, Writing Studio. Duke University; Policy Memo Guidelines. Cornell Fellows Program. Cornell University; Memo: Audience and Purpose. The Writing Lab and The OWL. Purdue University; Policy Memo Requirements and Guidelines, 2012-2013 edition. Institute for Public Policy Studies. University of Denver; Thrall, A. Trevor. How to Write a Policy Memo. University of Michigan--Dearborn, 2006; Mastro, Oriana Skylar. "Teach What you Preach: A Comprehensive Guide to the Policy Memo as a Methods Teaching Tool." Journal of Political Science Education 17 (2021): 326-340; Writing Effective Memos. Electronic Hallway. Daniel J. Evans School of Public Affairs. University of Washington; Writing Effective Policy Memos. Water & Sanitation Infrastructure Planning syllabus. Spring 2004. Massachusetts Institute of Technology.

Structure and Writing Style

The contents of a policy memo can be organized in a variety of ways. Below is a general template adapted from the “Policy Memo Requirements and Guidelines, 2012-2013 edition” published by the Institute for Public Policy Studies at the University of Denver and from suggestions made in the book, A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving [Eugene Bardach. 4th edition. Thousand Oaks, CA: Sage, 2012] . Both sources provide useful approaches to writing a policy memo in the event your professor does not provide specific guidance. Overall, the tone of your writing should be formal but assertive. Note that the most important consideration in terms of writing style is professionalism, not creativity. I.  Cover Page Provide a complete and informative cover page that includes the document title, date, the full names and titles of the writer or writers [i.e., Joe Smith, Student, Department of Political Science, University of Southern California]. The title of the policy memo should be formally written and specific to the policy issue [e.g., “Charter Schools, Fair Housing, and Legal Standards: A Call for Equal Treatment”]. For longer memos, consider including a brief executive summary that highlights key findings and recommendations.

II.  Introduction and Problem Definition A policy memorandum should begin with a short summary introduction that defines the policy problem, provides important contextual background information, and explains what issues are being covered. This is followed by a short justification for writing the memo, why a decision needs to be made [answering the “So What?” question], and an outline of the recommendations you make or key themes the reader should keep in mind. Summarize your main points in a few sentences, then conclude with a description of how the remainder of the memo is organized.

III.  Methods This is usually where other research about the problem or issue of concern is summarized. Describe how you plan to identify and locate the information on which your policy memo is based. This may include peer-reviewed journals and books as well as possible professionals you interviewed, databases and websites you explored, or legislative histories or relevant case law that you used. Remember this is not intended to be a thorough literature review; only choose sources that persuasively support your position or that help lay a foundation for understanding why actions need to be taken.

IV.  Issue Analysis This section is where you explain in detail how you examined the issue and, by so doing, persuade the reader of the appropriateness of your analysis. This is followed by a description of how your analysis contributes to the current policy debate. It is important to demonstrate that the policy issue may be more complex than a basic pro versus con debate. Very few public policy debates can be reduced to this type of rhetorical dichotomy. Be sure your analysis is thorough and takes into account all factors that may influence possible strategies that could advance a recommended set of solutions.

V.  Proposed Solutions Write a brief review of the specific solutions you evaluated, noting the criteria by which you examined and compared different proposed policy alternatives. Identify the stakeholders impacted by the proposed solutions and describe in what ways they will benefit from your proposed solution. Focus on identifying solutions that have not been proposed or tested elsewhere. Offer a contrarian viewpoint that challenges the reader to take into account a new perspective on the research problem. Note that you can propose solutions that may be considered radical or unorthodox, but they must be realistic and politically feasible.

VI.  Strategic Recommendations Solutions are just opinions until you provide a path that delineates how to get from where you are to where you want to go. Describe what you believe are the best recommended courses of action [i.e., "action items"]. In writing this section, state the broad approach to be taken, with specific, practical steps or measures that should be implemented. Be sure to also state by whom and within what time frame these actions should be taken. Conclude by highlighting the consequences of maintaining the status quo [or if supporting the status quo, why change at this time would be detrimental]. Also, clearly explain why your strategic recommendations are best suited for addressing the current policy situation.

VI.  Limitations As in any academic paper, you must describe limitations to your analysis. In particular, ask yourself if each of your recommendations are realistic, feasible, and sustainable, and in particular, that they can be implemented within the current bureaucratic, economic, political, cultural, social, or other type of contextual climate in which they reside. If not, you should go back and clarify your recommendations and provide further evidence as to why the recommendation is most appropriate for addressing the issue. It does not necessarily undermine the overall recommendations of your study if the limitation cannot be overcome, but you must clearly acknowledge this. Place the limitation within the context of a critical issue that needs further study in concurrence with possible implementation [i.e., findings indicate service learning promotes civic engagement, but there is a lack of data on the types of service learning programs that exist among high schools in South Central Los Angeles].

VII.  Cost-Benefit Analysis This section may be optional but, in some cases, your professor may ask you to include an explicit summary analysis of the costs and benefits of each recommendation. If you are asked to include a separate cost-benefit analysis, be concise and brief. Since most policy memos do not have a formal conclusion, the cost-benefit analysis can act as your conclusion by summarizing the key differences among policy alternatives and recommended courses of action.

Bardach, Eugene. A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving . 4th edition. Thousand Oaks, CA: Sage, 2012; Herman, Luciana. Policy Memos. John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo. Student Learning Center. University of California, Berkeley; Policy Memo Guidelines. Cornell Fellows Program. Cornell University; Memo: Audience and Purpose. The Writing Lab and The OWL. Purdue University; Pennock, Andrew. “The Case for Using Policy Writing in Undergraduate Political Science Courses.” PS: Political Science and Politics 44 (January 2011): 141-146; Policy Memo Requirements and Guidelines, 2012-2013 edition. Institute for Public Policy Studies. University of Denver; Thrall, A. Trevor. How to Write a Policy Memo. University of Michigan--Dearborn, 2006; Sajedinejad, S., et al. From Research to Impact: A Toolkit for Developing Effective Policy Briefs . Toronto, Ontario: Policy Bench, Fraser Mustard Institute of Human Development, University of Toronto, 2021; What Are Policy Briefs. FAO Corporate Document Repository. United Nations; Writing Effective Memos. Electronic Hallway. Daniel J. Evans School of Public Affairs. University of Washington; Writing Effective Policy Memos. Water & Sanitation Infrastructure Planning syllabus. Spring 2004. Massachusetts Institute of Technology.

Proofreading the Memo

Problems to Avoid

The style and arrangement of an effectively written memo can differ because no two policies, nor their intended audience of readers, are exactly the same. Nevertheless, before you submit your policy memo, be sure you proofread the document so that you avoid these common problems. If you identify one or more of these problems, you should rewrite or re-organize the content accordingly.

1.  Acknowledge the Law of Unintended Consequences . No policy analysis is complete until you have identified for whom the policy actions are supposed to benefit and identify what groups may be impacted by the consequences of their implementation. Review your memo and make sure you have clearly delineated who could be helped and who could be potentially harmed or excluded from benefiting from your recommended policy actions. As noted by Wilcoxen, this is also important because describing who may or may not benefit can help you anticipate which stakeholder groups will support your policy recommendations and which groups will likely oppose it. Calculating potential "winners" and "losers" will help reveal how much it may cost to compensate those groups excluded from benefiting. By building this compensation into your policy recommendations, you are better able to show the reader how to reduce political obstacles.

2.  Anticipate the Reader's Questions . Examine your recommended courses of action and identify any open-ended, declarative, indeterminate, or ambiguous statements that could lead the reader to have to ask further questions. For example, you declare that the most important factor supporting school choice among parents is distance from home. Without clarification or additional information, this could lead the reader to ask numerous questions, such as, why or by what means do you know this, what distance is considered to be too far, what factors contribute to parent's decision about school choice and distance from schools, or what age group does this most apply to. Clarify these types of open-ended statements so that your policy recommendations can be more fully understood and accepted as valid.

3.  Be Concise . Being succinct in your writing does not relate to the overall length of the policy memo or the amount of words you use. It relates to your ability to provide a lot of information clearly and without superfluous detail. Strategies include r eviewing long paragraphs and breaking them up into parts, looking for long sentences and eliminating unnecessary qualifiers and modifiers, and deleting prepositional phrases in favor of adjectives or adverbs. The overarching goal is to be thorough and precise in how your ideas are presented and to avoid writing that uses too many words or excessively technical expressions.

4.  Focus on the Results . While it is important that your memo describe the methods by which you gathered and analyzed the data informing your policy recommendations, the content should focus on explaining the results of your analysis and the logic underpinning your recommendations. Remember your audience. The reader is presumably a decision-maker with limited knowledge of the issue and who has little time to contemplate the methods of analysis. The validity of your findings will be determined primarily by your reader's determination that your policy recommendations and supporting action items are realistic and rooted in sound reasoning. Review your memo and make sure the statement about how you gathered the data is brief and concise. If necessary, technical issues or raw data can be included in an appendix.

5.  Minimize Subjective Reasoning . Although the memo should be persuasive, avoid emphasizing your personal opinion about the topic. A policy memo should be written in a professional tone with recommendations based upon empirical reasoning while, at the same time, reflecting a level of passion about your topic. However, being passionate does not imply being opinionated. The memo should emphasize presenting all of the facts a reader would need to reach their own conclusions about the validity of your recommendations.

6.  Use of Non-textual Elements . Review all tables, charts, figures, graphs, or other non-textual elements and make sure they are labeled correctly. Examine each in relation to the text, making sure they are described adequately and that they relate to the overall content of your memo. If these elements are located in appendices, make sure references to them within the text are correct [i.e., reference to Figure 2 is actually the table you want the reader to look at].

Bardach, Eugene and Eric M. Pataschnik. A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving . 5th edition. Thousand Oaks, CA: Sage, 2016; Herman, Luciana. Policy Memos. John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo. Student Learning Center. University of California, Berkeley; Memo: Audience and Purpose. The Writing Lab and The OWL. Purdue University; Policy Memo Requirements and Guidelines, 2012-2013 edition. Institute for Public Policy Studies. University of Denver; Wilcoxen, Peter J. Tips on Writing a Policy Memo. PAI 723, Economics for Public Decisions Course Syllabus. Maxwell School of Citizenship and Public Affairs, Syracuse University.

Writing Tip

Difference Between a Policy Memo and a Policy Brief

A policy memo and a policy brief share much in common. They both describe the rationale for choosing particular policy alternatives or courses of action, they both contain persuasive language, and both documents are written for non-experts, such as, practitioners, politicians, non-governmental agency workers, lobbyists, and others who work on or regularly make decisions about the issue addressed in the document. Both documents are free of jargon or technical terminology and focus on communicating the practical implications of prior policy research to a specific audience based on available evidence.

Ironically, however, a policy memo is typically shorter in length than a policy “brief.” A policy memo usually ranges from one to twenty-five pages, while a policy brief can be anywhere from twenty to more than a hundred pages in length depending on the complexity of the topic. Therefore:

• A policy brief is commonly produced in response to a request from a decision-maker concerning an issue that requires more thorough information to address the underlying policy problem or they are produced by an advocacy group or organization for the purpose of influencing a specific policy, often in an urgent tone. Non-textual elements , such as, figures, charts, graphs, or diagrams, are often included.
• A policy memo is concisely written and presents information, ideas, and recommendations clearly so the reader can quickly scan the document for the most relevant points. Policy memos focus on brevity and often synthesize existing evidence in language that is direct, specific, and with minimal background information or historical context. Non-textual elements are only included if necessary.

Guide to Writing an Effective Policy Memo. Leadership for Educational Equity, New York; Policy Briefs. The Writing Center, University of North Carolina;  Policy Memo. Writing Studio, Duke University; Manny, Karoline. What is a Policy Brief/Memo? Grace Doherty Library, Centra College; Sajedinejad, S., et al. From Research to Impact: A Toolkit for Developing Effective Policy Briefs . Toronto, Ontario: Policy Bench. Fraser Mustard Institute of Human Development, University of Toronto, 2021.

Another Writing Tip

Citing Sources

Policy memos generally do not include extensive footnotes, endnotes, further readings, or a bibliography. However, if you use supporting information in a memo, cite the source in the text. For example, you may refer to a study that supported a specific assertion by referencing it in the following manner: "A study published in 2012 by the Eagleton Center for Public Interest Polling showed that public opinion towards China was....” However, some assignments may require a formal list of references. Before writing your memo, be sure you are clear about how your professor wants you to cite any sources referred to in your analysis.

Policy Memo. Thompson Writing Program, Writing Studio. Duke University.

Yet Another Writing Tip

Using Non-Textual Elements

Policy memos are not just text-based but frequently include numeric tables and charts or other non-textual elements, such as photographs, maps, and illustrations. However, it is important that you use non-textual elements judiciously and only in relation to supplementing and clarifying arguments made in the text so as not to distract the reader from the main points of your memo . As with any non-textual elements, describe what the reader is seeing and why the data is important to understanding the policy problem.

Still Yet Another Writing Tip

Including Appendices

The purpose of an appendix is to provide supplementary material that is not an essential part of the main text but which may be helpful in providing the reader with more complete information. If you have information that is vital to understanding an issue discussed in the memo, it can be included in one or more appendices. However, if you have a lot of information, don't write a five page memo and include twenty pages of appendices. Memos are intended to be  succinct and clearly expressed. If there is a lot of data, refer to the source and summarize it, or discuss with your professor how it should be included.

• << Previous: Writing Field Notes
• Next: Writing a Reflective Paper >>
• Last Updated: May 7, 2024 9:45 AM
• URL: https://libguides.usc.edu/writingguide/assignments

ONLY AVAILABLE FOR SUBSCRIBERS

The Tampa Bay Times e-Newspaper is a digital replica of the printed paper seven days a week that is available to read on desktop, mobile, and our app for subscribers only. To enjoy the e-Newspaper every day, please subscribe.