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Sample Memo
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This handout will help you solve your memo-writing problems by discussing what a memo is, describing the parts of memos, and providing examples and explanations that will make your memos more effective.
TO: Kelly Anderson, Marketing Executive
FROM: Jonathon Fitzgerald, Market Research Assistant
DATE: June 14, 2007
SUBJECT: Fall Clothes Line Promotion
Market research and analysis show that the proposed advertising media for the new fall lines need to be reprioritized and changed. Findings from focus groups and surveys have made it apparent that we need to update our advertising efforts to align them with the styles and trends of young adults today. No longer are young adults interested in sitcoms as they watch reality televisions shows. Also, it has become increasingly important to use the internet as a tool to communicate with our target audience to show our dominance in the clothing industry.
Internet Advertising
XYZ Company needs to focus advertising on internet sites that appeal to young people. According to surveys, 72% of our target market uses the internet for five hours or more per week. The following list shows in order of popularity the most frequented sites:
Shifting our efforts from our other media sources such as radio and magazine to these popular internet sites will more effectively promote our product sales. Young adults are spending more and more time on the internet downloading music, communicating and researching for homework and less and less time reading paper magazines and listening to the radio. As the trend for cultural icons to go digital, so must our marketing plans.
Television Advertising
It used to be common to advertise for our products on shows like Friends and Seinfeld for our target audience, but even the face of television is changing. Young adults are tuning into reality television shows for their entertainment. Results from the focus group show that our target audience is most interested in shows like American Idol , The Apprentice , and America's Next Top Model . The only non-reality television show to be ranked in the top ten most commonly watched shows by males and females 18-25 is Desperate Housewives . At Blue Incorporated, we need to focus our advertising budget on reality television shows and reduce the amount of advertising spent on other programs.
By refocusing our advertising efforts of our new line of clothing we will be able to maximize the exposure of our product to our target market and therefore increase our sales. Tapping into the trends of young adults will help us gain market share and sales through effective advertising.
Attachments: Focus Group Results, January- May 2007; Survey Findings, January - April 2007
This is a sample memo; facts and statistics used are fictional.
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How to Write a Memo Assignment
A memorandum, or memo, is a short document distributed in hard copy (though electronic memos exist as well) throughout an organization to remind employees of meetings, deadlines and other special events. While writing a memo isn't difficult, there is a specific format that official memos follow. Learning how to format and phrase a memo properly can help ensure the message you want to get across to your employees comes across clearly and effectively.
Left justify, each on its own line:
To: From: Date: Subject:
This information tells who the memo goes to, who it's from, when the memo was written, and what the subject of the memo is. Bold each of these elements.
Write the memo in either first or third person. Either of these can be used, depending upon the purpose of the memo. Using first person can be an effective way for the head of the company to get on a more personal level with employees. For subjects that are more relaxed, such as announcing a company party of picnic, first person might be a better choice. A mandatory meeting might benefit from a third person point of view, written with a more formal tone.
Keep the memo as short as possible. Between three and five paragraphs, each with between three and five sentences, is appropriate for most memos. Memos are meant to be short reminders. Be direct in the body of the memo. Get right to the point. If there are any special instructions, try listing them as bullet points when possible. End the memo with contact information for those who may have further questions.
- English Language Center: How to Write a Memo
Carl Hose is the author of the anthology "Dead Horizon" and the the zombie novella "Dead Rising." His work has appeared in "Cold Storage," "Butcher Knives and Body Counts," "Writer's Journal," and "Lighthouse Digest.". He is editor of the "Dark Light" anthology to benefit Ronald McDonald House Charities.
ENGLISH 301: WRITING FOR THE PROFESSIONS Instructor: Bruce Matsunaga Class Line # 58498 Meets daily @ 7:40-9:20, ECG G319
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Memo Assignment #1
Assignment Description A memorandum (memo) is a short, informative piece of writing which succinctly conveys important information to one or more colleagues. For this assignment, write a brief memo to your instructors describing the field of study whose writing practices you wish to explore in this class. You might choose your major field of study, or you might opt to study another field or profession that interests you.
Purpose The purpose of the memo assignment is two-fold: to help you practice this common form of professional writing, and to encourage you to start thinking about your topic for your final project.
Format Follow the email and memo format guidelines on pages 74-79 & 494-498 in TC . Your memo should not be longer than one page.
Content In the text of the memo, identify and describe the field of study you will explore during this class. Explain how much you know about the writing practices of this field already, and try to identify what you will need to learn. As you write, you might consider the following questions: What are the major publications in this field? What types of writing are being done in the field? What writing strategies will you need to practice as you prepare to enter this field? What aspect of your field are you interested in professionally (For example, if you are interested in business, are you interested in Accounting? Management? Marketing?)?
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How to Write a Memo [Template & Examples]
Published: November 17, 2022
A memo (also known as a memorandum, or "reminder") is used for internal communications regarding procedures or official business within an organization.
Unlike an email, a memo is a message you send to a large group of employees, like your entire department or everyone at the company. You might need to write a memo to inform staff of upcoming events or broadcast internal changes.
![→ Download Now: 4 Free Memo Templates [Free Resource]](https://no-cache.hubspot.com/cta/default/53/c28e97c9-b886-4dcc-841f-296c46f0df20.png "memo assignment")
If you need to inform your employees of official internal business, we’ll show you how to write a memo to better communicate your message. But before we break it down, let’s talk about the many purposes of memos.
What is a memorandum?
A memorandum, or memo, is a document shared with a group of people to disperse information on a task, project, event, or other. The purpose of a memo is to bring immediate attention to that information in a quick and brief manner.
Memorandums are shared to inform readers about new information and have applications for different communities and businesses.
Communities can use memos to tell people within it about public safety guidelines, promote various events, raise awareness on subjects that affect their lives.
Businesses can use memos to relay information involving newly updated policy, changes in procedure, or persuade employees to take an action, such as attend an upcoming meeting, convention, or a celebration for organizational milestones.
Next, we'll walk you through writing a memo of your own.
How to Write a Memo
- Write a heading.
- Write an introduction.
- Provide background on the issue
- Outline action items and timeline.
- Include a closing statement.
- Review and proofread before sending.
You can put together a memo in a few short steps. All memos should include the following:
1. Write a heading.
No matter what kind of memo you’re writing, you’ll need to include a heading. This section should include who the memo is for (whether an individual or department), the date, who the memo is from, and a subject line.
Your subject line should be, short, attention-grabbing, and give readers a general idea of what the memo is about.
2. Write an introduction.
Your introduction should summarize the purpose of your memo in two to three sentences. It should highlight the issue or problem and the solution you decided to move forward with.
3. Provide background on the issue.
In this section, explain the reasoning behind the memo. For example, it could be changes in the budget, a company restructuring, or a new rollout of procedures. This explanation should provide justification for the changes being implemented.
4. Outline action items and timeline (Optional).
Depending on the purpose of your memo, you may have action items for employees to complete or provide a timeline of when changes will take place. For example, they may need to complete a task or provide information by a certain deadline. This section should include the following:
- When employees can expect changes to go into effect
- What changes have already been made and what to expect in the future
- Deadlines they need to adhere to
If no action is needed on the employee’s behalf, you can leave this section out.
5. 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.
6. 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.
To begin making your own business memos, here's an easy-to-follow business memo template with examples of how to use them to serve different needs as guidance.
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.
4 Free Memo Templates
Fill out this form to get your templates., 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 is informing the company of an internal re-organization. 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.
Memo Examples
Different industries or situations will require slightly different memos. Certain ones will need to be longer or shorter, others may not have a timeline, and some will have extensive background information. The format of your memo should change to fit the message you want your employees to receive.
Launch Delay Memo
The objective of this memo is to announce that the launch of a product will be delayed. The introduction includes the new date, so a timeline or long overview isn’t necessary. This format of this memo could be applied to other situations where a simple, but important, change is occurring.
What We Like : The launch memo provides readers with insight behind product launch delays, which can alleviate some frustration that customers or employees may otherwise feel if they were not informed.
Other date changes, promotions, milestones, or product announcements could also utilize this format.
Building Update Memo
There are logistical aspects of a business that concern your employees, but don’t necessarily involve their work. This memo depicts an example of a kitchen remodel in the office. It’s a bit of an inconvenience but not one of a large magnitude.
What We Like : This memo demonstrates a business's understanding of the impact that renovations can have on employees and shows respect and consideration for their needs.
This memo format could be applied to other building updates, work-from-home days, or other widespread but minor announcements.
Community Memo
Celebrations, events, theme days, or other fun things for your employees can also be communicated through memos. Community memos like this example are generally shorter because they don’t require much background information or many details.
What We Like : This memo has clear directions on where to find the event taking place, something which would’ve been less effective if it only would’ve included the floor number.
Memos of this nature should include a summary, date, and location at minimum.
Persuasion Memo
Persuasion memos are used to encourage readers to take action regarding an event or proposition, like voting or petitioning.
What We Like : This persuasion memo prioritizes giving the reader information to learn on their own and make a decision based on their findings.
The main components of the persuasion memo should include an overview of the task at hand, context to learn more about it, and a call to action that emphasizes the impact the reader can potentially make.
Write Your Memos To the Point
The main difference between a memo and just an email is not the level of complexity, it’s the size of the audience. A memo can be simple or intricate, as long as it effectively communicates your message and is relevant to the receiving group of employees. And the message itself should be clear and concise, no matter which memo format you use.
Editor's note: This post was originally published in October 2018 and has been updated for comprehensiveness.
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Templates for an organizational change, financial update, problem-solving, or general business memorandum.
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
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TO: Kelly Anderson, Marketing Executive. FROM: Jonathon Fitzgerald, Market Research Assistant. DATE: June 14, 2007. SUBJECT: Fall Clothes Line Promotion.
Between three and five paragraphs, each with between three and five sentences, is appropriate for most memos. Memos are meant to be short reminders. Be direct
Assignment Type: Memorandum. What is it. A Memorandum, or memo, is a one or two page document that is used in both business and government, to communicate
The purpose of the memo assignment is two-fold: to help you practice this common form of professional writing, and to encourage you to start thinking about your
If you need to inform your employees of official internal business, here's an easy-to-follow business memo template with examples for
selected to complete this memo assignment. WRITING THE PAPER… A PROFESSIONAL MEMO: In this final assignment, students will write a 3-4 page.
Module 2 Assignment: Writing in Business: Analyzing a Memo. Understanding the functions of interoffice memos is crucial when choosing the best communication
In this memorandum, I discuss proper writing for your memo-format assignments. Specifically, I address distinct memo components and styles. I also make
A standard memo organizes the information to increase readability and achieve the writer's point. These paragraphs are clearly alienated by headings and
Great assignments for a business or technical writing class; the students are asked to first write a request memo, asking a manager to