Working in a company often involves writing a lot of emails. However, you may also find yourself in a position where you need to write a particularly special kind of email—a kind of email that is needed to deliver important information as effectively as possible. A situation like this calls for the memo.
But what is a memo and why would you need to write one? Most crucially of all, how do you write an effective memo? You won’t need to file a request to your supervisor because we have all the answers you’re looking for right here!
What is a memo?
The word memo, short for memorandum, most often refers to a written communication between people who work at the same company or business. In the past, memos were often written on office paper or company stationery, but almost all memos today appear in the form of emails.
When do you write a memo?
In general, memos are used in business to communicate about events, issues, or problems and how they are going to be handled. Business associates, coworkers, and employees use memos to professionally request and give information to one another. Some situations that may warrant someone to write a memo could include:
- Company-wide announcements
- A change in company management
- Policy changes at the company
- Price changes for the company’s products and services
- Implementation of new software at the company
- Employees being assigned to a project
- Scheduling a team meeting
- A request for funding for a new project
These are just some of the many reasons a person may have for writing a memo. Memos are usually written to inform readers about something, but they may also be written as a call to action or in an attempt to persuade someone to do something. The purpose and audience of the memo will often determine how it is written.
How does a memo differ from an email or a letter?
Today’s memos often take the form of emails, but they may still appear in written form. However, memos have several differences that separate them from more general emails and letters.
- A memo is typically written using formal, serious language. An email may use informal or even conversational language. The tone of a letter will depend on the relationship between the sender and the receiver.
- A memo tends to be at least several paragraphs long. An email can be as short as one sentence or a sentence fragment. A letter is often very long and may consist of multiple pages.
- A memo almost always includes important or urgent information. Emails may simply ask questions or include less serious topics unrelated to work. A letter could be about any topic and may or may not contain serious information.
- Memos are used as intracompany communication between people employed at the same business. Emails and letters are often used outside of the business world for a wider variety of purposes.
- Memos typically don’t use greetings, signatures, or sendoffs. Emails usually do. Letters almost always include a greeting and are typically signed by the person sending them.
Parts of a memo
A company or individual may have a specific format or template that they use when writing a memo. Most of the time, though, memos are written using the same general format. Let’s look at each part of a memo in the order that it would typically appear.
Heading
The heading of the memo may include the name and address of the company. In written form, this typically already appears at the top of the company letterhead or stationery. The word memorandum (or less commonly, memo) may appear capitalized by itself at the top of the page to inform readers of the importance of the message.
Receiver’s name
A memo will typically indicate the receiver in the form of “To: [Receiver’s Name].” If sent to a single person, their full name and title will typically be stated. If sent to many people, a general term that describes all of the recipients such as “All Company Staff” will often be used in place of individual names.
Sender’s name
The sender of the memo will typically identify themselves in the form of “From: [Sender’s Name].” Typically, the sender will include their full name and title.
Date
The date that the memo was sent will be identified in the form of “Date: [Month, Day, Year].”
Subject
The subject of the memo will be listed in the form “Subject: [Subject].” Typically, the subject is written to be as short as possible while describing the main topic of the memo.
Body
The body of the memo is where most of the information is found. Typically, the introductory paragraph(s) of the memo quickly gets to what the memo is about, especially the reason behind the memo, what the sender hopes to accomplish, and what actions they want others to take. After the introduction, the memo will include necessary context or background information needed to understand the goal of the memo. Finally, a memo will typically end with a concluding statement that clearly expresses what task the sender wants the recipient to perform or what actions they want them to take. Every section of the body of the memo should quickly provide only the most essential information that a reader needs. A memo should be informative and efficient.
Optional attachments
A memo may include attached files, such as PDFs, that a recipient needs in order to accomplish whatever tasks are assigned to them by the memo itself.
Examples of memos
The following examples show memos written for two different situations.
Example 1
BOXMART INDUSTRIES INC.
MEMORANDUM
To: All Employees
From: Albert Boxworthy Jr., President
Date: July 1, 2037
Subject: BoxGo name change
As outlined in the company newsletter and prior communications and announcements, the name of the Boxmart mobile application will be changed from BoxGo to BoxDash effective July 23. The rename was finalized to avoid customer confusion and mistaken association with FoxGo or the Foxes in Boxes family of companies. The brand name BoxGo is no longer to be used in internal or external Boxmart communications.
All company logos and marketing materials have already been updated to reflect this change. Members of the marketing and graphic design teams will receive further instructions on how best to implement changes to existing and future Boxmart merchandise, products, and press releases. All employees are instructed to only use the name BoxDash when referring to the Boxmart mobile application going forward.
Oh no! Is it time to avoid these words in your work emails?
Example 2
Memorandum
To: Jeff Jeffreys
From: Jen Jennings
Date: December 12, 2012
Subject: Holiday party date
After checking with the venue, the two possible dates for the planned staff holiday party are December 20 and December 23. The earlier date will allow for more vegan options while the later date will allow for a larger event space. I would like your input on which date would work best.
On December 20, more culinary staff will be available to accommodate members of staff with dietary needs. Several events will be occurring simultaneously elsewhere in the hotel, so the party would be limited to one room. On December 23, most of the hotel staff will have already left for the holiday, so meal options will be more limited. The staff party would be the only event scheduled for that date, so the entire hotel space would be available for party guests.
Based on the large number of RSVPs thus far, I think December 23 would be the preferred date but I am reaching out to all the executive staff for input. I would appreciate a prompt reply at your earliest convenience.
Thank you for your time.
