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How to Write a Memo: A Checklist
A memo (a shortened term for memorandum) is a formal message or record for internal communication in organizational and business circles. Stakeholders use memos to offer information on the topic or to present analysis of a problem. This guide draws from communication best practices on how to write a memo in corporate and academic settings.
Memo Writing
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Suggested Structure of a memo
According to Purdue Online Writing Lab, the structure of a memo does not change significantly. Thus, consider our memo writing checklist valid in any type of a memo. The following elements must be in your memo: header, message, and recommendations.
Header of the Memo
Every memo includes a header section listing the recipients, author, date, and subject line of the memo. Following a structured and standardized header ensure clarity, ease of navigation, and professional presentation. The focus of the header is to help readers to quickly identify the purpose and relevance of the memo. The parts of the memo include the following:
- List of recipients, author, date, and subject of the memo
- Details in the header in capital letters (“TO:”, “FROM:”, “DATE:”, and “SUBJECT:”). For instance:
TO: All Department Heads
FROM: Dan Smith, COO
DATE: April 5, 2025
SUBJECT: Q3 Budget Adjustments
- Spelling the date in a way that avoids ambiguity (April 5, 2025). Avoid numeric spelling such as 4/5/2025 that can be interpreted differently.
- Including the subject of the memo in the title case
Message paragraphs in the memo
- First paragraph introduces the issue or problem. It should clearly state the reason of the memo and what it seeks to achieve. Keep the opening paragraph under 4 sentences and ensure it includes the problem, its impact, and the memo’s purpose.
- The following paragraph(s) should include background information for the reader to understand the issue. The information includes problem development, its effects, and its significance.
- Cover the consequences to ensue if the issue is unaddressed. Any data, facts, or examples are welcome to support your points. Subheadings and bullet points help to organize details for easier reading.
Closing/Recommendations in the memo
- Offer solutions: Present one or more recommendations to resolve the issue. These should be specific and actionable.
- Support suggestions: Justify recommendations with evidence. Provide data, trends, or feasibility to show how the proposal will address the issue effectively.
- Positive summary/tone: End the memo with a warm, confident, and professional message. Reinforce collaboration and progress.
- The conclusion should be an articulated conviction based on presented evidence.
✅Dos When Writing a Memo
- Skip Formal Salutations
Memos are direct and functional. You should not begin with greetings like “Dear Mrs. Smith” or “To Whom It May Concern.” They start with a header instead. - Use Clear, Straightforward Language
Conciseness and clarity are necessary in messages. You should avoid overly formal or complex wording. The goal is to inform or prompt action rather than impress with vocabulary. - Use Specific Headings for Organization
Longer memos benefit from breaking up content using clear, descriptive headings. The headings improve readability and ease the effort of locating key points quickly. Examples include: Background, Recommendations, Next Steps. - Ensure the Format is Correct: Single-Spaced Lines and Double-Spaced Paragraphs.
- Use single-spacing within paragraphs. Use double-spacing between paragraphs to clearly separate sections and improve visual flow.
❌ Don’ts When Writing a Memo
- Don’t Deviate from the Memo Objective
Remain focused on the main purpose throughout. Unnecessary background, side issues, or unrelated details risk confusing or overwhelming the reader. Avoid them. - Don’t Use Overly Sophisticated Language
Be simple, direct, and accessible to a wide audience by avoiding jargon, technical terms. Thoroughly explain any technical term in the memo. - Don’t Indent Paragraphs
You should not indent the first line of each paragraph. Instead, left-align all the paragraphs. Double-spaces between paragraphs help for clarity. - Don’t Include a Signature Line
Memos are different from letters. They do not require the authors to sign off with “Sincerely,” or include their names at the end. The name appearing in the FROM line of the header is sufficient.
🛑 Common Mistakes in Memo Writing – and How to Fix Them
Even when the structure is correct, certain stylistic, formatting, or clarity errors can reduce the effectiveness of a memo. Here are some frequent issues and how to resolve the mistakes:
- Using a Greeting or Sign-Off
Mistake:
Starting with “Dear Team,” or ending with “Sincerely, John”
Why It’s a Problem:
Memos are internal business documents and do not follow letter conventions.
Fix:
Start with the memo header (TO, FROM, DATE, SUBJECT), and end with a professional tone—no signature or salutation needed.
- Overloading with Background or Irrelevant Details
Mistake:
Including unrelated history, excessive explanation, or tangents in the message section.
Why It’s a Problem:
Memos should be clear and concise. The author should assume the recipient is familiar with internal operations. Too much detail can distract from the main purpose.
Fix:
Stick to essential information. Use headings, short paragraphs, or bullet points to organize your thoughts.
- Writing in Vague or Overly Formal Language
Mistake:
Using phrases like “It has come to our attention” or “Pursuant to prior discussions…”
Why It’s a Problem:
This sounds impersonal or confusing. Memos work best when they’re direct and accessible.
Fix:
Use plain language:
✔️ “We’ve noticed an increase in report delays.”
❌ “It has been observed that the timeliness of submitted documentation has waned.”
- Improper Formatting (Indentation, Spacing, Capitalization)
Mistake:
- Indenting paragraphs
- Using inconsistent spacing
- Not capitalizing header labels
Why It’s a Problem:
These small errors make a memo look unprofessional or hard to read.
Fix:
- Use single-spacing within paragraphs and double-spacing between them.
- Don’t indent paragraphs.
- Capitalize memo labels (TO:, FROM:, DATE:, SUBJECT:).
- Use Title Case for the subject line.
- Lack of Clear Purpose or Action
Mistake:
Failing to explain what the reader should do after reading the memo.
Why It’s a Problem:
Memos should be actionable. Without a clear takeaway, the reader can ignore or misunderstand the message.
Fix:
Always end with a clear recommendation, request, or next step. Use a positive, collaborative tone in your closing.
✔️ “Please begin using the new report template starting next Monday.”
❌ “This concludes the memo.”
✅ Key Differences Between a Memo and a Letter
Feature | Memo | Letter |
Audience | Internal | External or formal |
Purpose | Share information, updates, or instructions | Communicate formally with clients, partners, or officials. |
Tone | Direct, concise, businesslike. | Polished, sometimes more formal or courteous. |
Salutation | None (“TO:”, “FROM:” used instead). | Includes greeting (e.g., “Dear Mr. Andrew”). |
Sign-off | None (no “Sincerely,”) | Ends with a complimentary close. |
Format | Block format; includes headers: TO, FROM, DATE, SUBJECT | Traditional letter format with heading, body, closing. |
Length | Short and focused; usually one page. | Can be short or long depending on purpose. |
Distribution | Printed or emailed within an organization. | Printed or formally emailed outside the organization. |
Example of a Memo
This memo format sample helps learn how to write a memo using fictional facts and statistics.
TO: All Team Managers
FROM: John Dean, Chief Operations Manager
DATE: April 5, 2025
SUBJECT: Delays in Weekly Report Submissions
Recent delays in submitting weekly team reports are disrupting our ability to compile department-wide performance updates. This memo seeks to outline the issue, provide context, and propose immediate steps for improvement.
Over the past two months, most teams submitted their reports past the Monday 10 a.m. deadline. The trend has led to delays in analytics review and executive reporting. Timely submission is essential to maintain data accuracy and operational efficiency.
Implications of Late Submissions:
- Postponement of weekly executive summaries by 24–48 hours.
- Increased error rate from the rushed compilation of incomplete data.
- Metrics are outdated during departmental planning meetings.
- Compromised leadership’s confidence in reporting.
Evidence from the last four weeks shows that, on average, 40% of teams submitted their reports late. You should address this issue promptly to avoid further disruption.
Recommendations:
To ensure your team submits reports on time and maintains workflow efficiency, I recommend the following actions:
- Set Calendar Reminders: All team leads will receive automated reminders every Friday at 3 p.m. to begin preparing reports.
- Implement a Submission Tracker: The company will introduce a shared tracker to monitor submission status in real time. This will promote accountability and allow follow-up where needed.
- Provide Reporting Templates: The company will distribute a standardized template to streamline the report creation and submission processes and reduce time spent formatting data.
These solutions promise to minimize delays without adding unnecessary burden to team managers. A pilot test last quarter in the Marketing team resulted in a 90% on-time submission rate using similar tools.
We appreciate everyone’s efforts in maintaining high reporting standards. With a few small changes, we can strengthen our communication and improve our overall performance. Please reach out with any questions or suggestions.
Conclusion
Memos are internal brief and formal written messages that help bring attention to problems and solutions to solve the problems. It is recommendable to practice how to write a memo to gain familiarity. Memos should connect the purpose of the writer with readers’ needs or interests. For ease in organization, memos adopt a standard segmented structure and should be concise and easy to read.
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References
Boise State University. (2023, October 7). Memo Guide. https://www.boisestate.edu/writingcenter/memo-guide/
Pennsylvania State University. (n.d.). Writing memos for your classes. https://www.e-education.psu.edu/styleforstudents/sites/www.e-education.psu.edu.styleforstudents/files/file/Memos.pdf
Purdue University. (n.d.). Format. https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/memos/format.html