ACROBAT FOR BUSINESS | 6-MINUTE READ
Business memo format: How to format a memorandum.
Learn how to format a business memo and when to send one to your team.
Memos are documents that share official company correspondence, typically on a single subject. They offer a formal record for the company and signal to employees that the shared message is important and shouldn’t be ignored.
Memos present what’s happening in the business, why it’s happening, and what actions recipients need to take after reading them. They may be sent in a company-wide email, shared through a platform like Adobe Acrobat for business, or sent through an interoffice mail system. Although memos are an effective method of communication, memos sent too frequently will lose their importance and be ignored.
Memo format: 5 sections of a memorandum.
Now that you understand the answer to the question, “What is a memo?” learn how to follow the general structure and customize it to your business needs.
- Your memo should be one page in length, single-spaced, and left-aligned.
- Use subheadings to separate the sections of your memo.
- Body copy should be no more than a few paragraphs.
- Bullet points are an acceptable way to break up content for easier reading.
- You may incorporate company branding and style.
If your memo is already in PDF form and you need to adjust the formatting, use a PDF editor like Acrobat to directly edit the file. If you are editing in a non-PDF file, complete your formatting before exporting to a PDF.
If you are wondering how to format a memo, create and modify the sections below.
1. Heading.
The memo’s heading lets readers know what type of memo you are writing at a glance. The heading should include the following elements:
- To. List the audience intended for the memo, like All Employees or Accounting Department.
- From. The memo sender’s name and job title.
- Date. The date the memo will be sent.
- Subject. The topic of the memo. Be as specific as possible.
You do not need to include addresses in the heading because memos are for internal communication only.
2. Introduction.
This section summarizes the main topic of the memo. Common memo topics include upcoming meetings or events, personnel changes, policy updates, and product announcements. This section is typically a single paragraph, and the most important information in the memo goes here. Some readers may only read this part of the memo before moving on. You do not need to start with a salutation.
3. Background.
In a paragraph or two, provide additional background information and details that may help team members know more about the main topic. Depending on the memo’s purpose, the details you choose to share will vary.
- When making a general announcement, such as a personnel change or company-wide financial update, include background on the situation and explain what decisions were made and why.
- When addressing a business problem, share how the problem was discovered, what solutions have been put forth, and what actions will be taken.
- When updating an internal process, review the previous process, summarize the new process, and explain why the decision to update it was made.
- When sharing a project status, mention the timeline and upcoming deadlines. You can also define any risks or challenges the team should prepare for.
- When promoting events, share background information on the event and its purpose. List the date, time, location, and how team members can participate.
4. Call to action.
In this section, tell readers what you want them to do in response to the memo. You might ask them to review attachments, contact you with questions, RSVP for an event, or simply stand by for additional communications on the topic.
5. Conclusion.
The final section of the memo is a chance to close out your message courteously. You do not need to sign the memo. Instead, depending on the memo’s topic, you might congratulate a team or employee, encourage readers to participate, or thank team members for their patience and support. You do not need to include a closing phrase (e.g., Sincerely).
Business memo format FAQs.
What is the format of a business memo?
Your entire memo should fit in a one-page document. You can follow these general guidelines for how much copy to include in each section:
- Heading — ⅛ of the memo.
- Introduction — ¼ of the memo.
- Background — ½ of the memo.
- Call to action and conclusion — ⅛ of the memo.
What tone should I use in a memo?
While all memos are considered formal documents, the tone of your memo may vary depending on the topic. For instance, a memo inviting employees and their families to a company picnic will have a different tone than one explaining new parental leave policies. Avoid using slang or emojis. Do not include personal opinions, and strive to remain unbiased.
How do you write a short business memo?
Memos should be one page long or less. If you have additional information you feel would be helpful to your audience, you can use hyperlinks or attachments to direct them to more resources.
What type of organizations can use memos?
Memos can be used in any organization to share crucial internal information. They are most common in businesses, government agencies, community organizations, educational institutions, and non-profit organizations.
What is the difference between a business memo and a business letter?
A business memo is used for internal communications, while a business letter is used for external communications. Memos are also considered less formal than letters.
What is the difference between a business memo and a legal memo?
A business memo shares important information with all members of an organization. It is brief, usually only one page long, and can cover various topics, from event announcements to policy updates.
Attorneys use a legal memo to present relevant facts that support their cases. Legal memos summarize one side’s interpretations of the issues, facts, and laws involved in the case. They are commonly used during negotiations and arbitrations. They are lengthier than business memos and are usually addressed to a specific individual, like another attorney or judge.
How do I separate paragraphs in a business memo?
Standard memo format does not use indentation to separate paragraphs. Instead, skip a line between paragraphs, leaving all memo copy left-aligned.
When should I use a business memo?
Business memos align an organization and are an appropriate communication method for many occasions.
- Company-wide events and announcements. Use these memos to welcome new hires, congratulate an employee on a new baby, wish team members a happy birthday, or invite everyone to a company party.
- Policy updates and process changes. Human resources could use these memos to share information on new tax forms that must be completed. Managers could share a new way to request PTO. Or, maybe the executive team wants to share an update on the business’s insurance policy so employees can stay informed.
- Project updates. Use these memos to keep everyone on the same page. Share when goals or milestones are met in the project timeline or when a client sends feedback.
- Deadline reminders. Use these memos to remind employees of upcoming deadlines, essential paperwork, report due dates, or an RSVP for an upcoming conference.
- Company-wide requests. Let everyone know when you need help. Use these memos to ask for volunteers or solicit feedback from your team.
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