ACROBAT
How to write a memo in 5 steps (with a free memo template).
A memo is a great resource for conveying important internal information. Learn how to write an effective memo for streamlined eye-catching communication and ensure everyone is on the same page with a free memo template.
What is a memo?
Memo is short for memorandum, a concise message used primarily in work environments. Unlike emails, which tend to be more casual, memos are considered official company correspondence. However, they are not as formal as letters which tend to be addressed externally.
Memos can also be used to share timely information across non-profit institutions, community organisations, or government departments. They are a helpful tool for business operations in maintaining clear, efficient communication throughout an organization.
The purpose of a writing a professional memo is to convey a message in a concise format. It needs to explain what is happening and why, along with any required action items.
If you’ve worked in a professional setting, you’ve probably received (and may need to write) a memo yourself. Here are some top tips to help you write an effective one.
Reasons to write a memo.
Memos are written for a variety of topics, which is why businesses typically use a memo template that's easy to adjust and customise. Memos provide information or address a problem. They can also be used to request feedback on company services, programs, or projects.
Other reasons for writing a memo include:
- Changes of staff
- Upcoming events and meetings
- Policy or process changes
- Product or marketing announcements
- Financial updates
- General business news
How to write a memo in 5 steps
Memos need to maintain a professional, courteous tone. Focus on presenting factual information and outlining actionable steps in a straightforward way. Also, stay clear of emojis – keep it concise and formal.
- Create a meaningful heading.
The heading conveys the type of memo you’re writing. Even if you are sending via email, still include a title that clearly indicates who the memo is for and who sent it.
Keep these in mind when writing a header:
To — the target audience, like All Employees or a specific department
From — sender name and role within the company
Date — the date it’s sent
Subject — the topic of the memo
Be specific with the subject line. For example, in place of ‘Meeting Announcement’, use a more descriptive subject line such as ‘Mandatory Q4 Budget Review Meeting – October 27th 2025’. - Include the memo purpose in the introduction.
Explain why you’re sending the memo in the first few lines. Summarise the topic succinctly. This should give a snapshot of the most important information. - Provide relevant background details.
Provide the background and additional context as to why the memo is being sent. Depending on the memo’s purpose (e.g. announcements, problem-solving, updates, or event notices), the context section will differ. However, it usually includes:
Background or feedback about the situation
Supporting details about the problem (how the problem was discovered, additional evidence, etc)
Proposed solutions or actions
Dates and timelines
Summary of previous behavior or situation
Summary of new behavior or situation
Decisions made and why the decisions were made
Other key points - Define a call to action.
One of the most crucial steps in writing a memo is including a call to action or task statement. Depending on the memo type, the appropriate action can vary, you may want to invite the recipient to:
Contact you with questions
Discuss concerns with supervisor
Consult attached files or provided webpage
Submit task by deadline
Participate in the event
Await updates
If no direct action is required by the recipients, incorporate a supportive follow-up invitation within your conclusion. - Close with a courteous conclusion.
End your memo with a considerate conclusion. Think about how your memo will affect the recipient. Typically, memos usually finish with:
Congratulations
Thanks
Requests for feedback
Contact options
Reminders to look out for further updates
Signatures are unnecessary when writing a professional memo because the sender includes their information in the heading.
Free memo template and 6 memo examples
Writing a memo from scratch can be challenging. To help you get started, here is a general memo template and six common business examples that you can adapt to your specific needs.
General Memo.
Sample general memo — change to performance review date
To: All Team Members
From: Rebecca Smith, Managing Director
Date: 15th December 2025
Subject: Changes to 2026 performance review date
Effective 1st January 2026, performance reviews will be conducted in February instead of March.
This date change has been made to align all aspects of our personnel budget within the first quarter of business. However, no additional changes have been made to the performance review process.
Department managers will distribute the standard performance review preparation materials and the performance review timeline during the first week of January. All staff salary increases will be implemented by 29th March 2026.
Thank you for your continued commitment, and I wish you a rejuvenating holiday period. We look forward to celebrating your career achievements and learning about your goals for the upcoming year.
Sample general memo — notice of software breach
To: Finance department
From: Rebecca Smith, Managing Director
Date: 4th October 2025
Subject: Recent security breach and changes to software permissions
A security breach means we’ve needed to change access permissions on our financial systems.
The security breach occurred as part of a change to our firewall system. We uncovered this situation yesterday and have diligently worked with our IT department to discover the cause. Until the situation has been resolved, we have adjusted all permissions to financial systems. Only senior directors and the executive management team currently have access to these systems.
If you need immediate access to these systems, please contact James Smith. He will provide any requested reports as quickly as possible.
We apologise for the temporary inconvenience as we continue our investigation. I will provide more information as made available by our staff.
Project Memo.
Sample project memo — delay of product launch
To: All Team Members
From: Harry Butler, Product Manager
Date: 12th September 2025
Subject: Delay of Product ABC Launch to early 2026
Because of consumer testing and outstanding engineering concerns, the launch of Product ABC has been delayed from our original October 20th launch date to early 2026.
Consumer testing is a significant part of our go-to-market strategy. If testing proves beneficial, we delay our product launch for the general public. Additionally, our engineering team is still reviewing outstanding behaviours that also need to be resolved.
Be assured that we will announce a launch date as soon as additional testing and feedback prove beneficial.
Thank you for your patience.
Feedback Memo.
Sample feedback memo — company benefits program
To: All Employees
From: Jessica Brown, HR Manager
Date: 5th August 2025
Subject: Feedback for 2026 Company Benefits Programme
We your feedback regarding our current benefits programme.
Our current benefits programme is up for renewal at the end of the year. We will be defining our 2026 programme according to the following timeline:
- August 16–30 — collect employee feedback
- September 5–15 — evaluate employee feedback
- September 18–29 — evaluate program gaps and research needs
- October 2–27 — conduct employee focus groups
- November 1–22 — finalize plan offerings
- November 27 — introduce new program along with open enrollment options
Please complete the included 2026 benefits survey by Friday 1st September.
Additionally, if you’re interested in participating in a focus group, please indicate appropriately within the benefits survey.
Thank you for your participation in improving our benefits programme!
Attachment: 2026 benefits survey
Event Memo.
Sample event memo — community day of service
To: All volunteers
From: Julia Jensen, Community Coordinator
Date: 28th August 2026
Subject: 9th September, Day of Service Activity
Our annual community day of service activity will be held on Saturday 9th September at Hyde Park, London.
We have coordinated this event with London’s Hyde Park community centre over the last several months and have committed to completing several maintenance projects.
Please help us support our community by attending this event:
- Meet at Hyde Park Corner at 9 am.
- Community members of all ages are welcome.
- All tools and supplies will be provided.
- Wear clothes that you don’t mind getting dirty.
Thank you for your interest and participation!
Sample event memo — annual summit
To: All employees
From: Alison Anderson, Business Manager
Date: 6th February 2026
Subject: 2026 Annual Summit Date and Agenda
Our annual summit will be hosted at the Dalesford Convention Centre on 17th May 2026.
This summit brings together the brightest minds in marketing and is an opportunity to workshop with like-minded individuals and colleagues.
The overall schedule is outlined as follows:
- 8:00 am — registration
- 9:00 am — keynote address
- 10:30 am — workshops
- Noon — lunch
- 1:30 pm — workshops
- 3:00 pm — workshops
- 5:00 pm — dinner
- 7:00 pm — happy hour & networking
Additional workshop details and our keynote speaker will be available in the next few weeks.
As posted on our website, early-bird registration will open on Thursday 12th February, and close on Friday 7th March.
A guide to writing memos.
Writing an effective, professional memo is a useful skill for clear communication in business. Straightforward memos are easy to understand, and act upon. However. writing communicating everything you need to in just a few words can be tricky. Some pro tips for crafting a clear, confident memo are:
State your purpose.
Start with why the memo is needed. Understanding the purpose will help you compose the memo context. The memo’s purpose should be brief and straightforward.
Whatever the purpose of the memo, it is important the organisation intends to reference it as an official document.
Determine the audience.
Identify who the memo is for. Use clear, concise language to write memos, with no slang or colloquialisms. Be sure to use correct grammar, avoiding emojis, abbreviations and complex words. When in doubt, use plain English.
Outline the memo.
Whether you use a template or start from scratch, outlining the structure of a memo is crucial. It should be clear and logical. Usually, there are common elements, like the heading, introduction, main topic, and conclusion. Categorising your memo into these separate parts can help keep it organised.
Finalise the design and formatting.
Try to keep memos to one page. If your content is longer, try to trim it down by removing any unnecessary information. If you need to attach a brochure, document, or other item to help clarify your message, you can reference the attachment in the content details section of your memo.
State your purpose.
Define why the memo needs to be written. Understanding the purpose will help you compose the memo context. The memo’s purpose should be brief and straightforward
However, any topic can be written for a memo if it is important to the organization and is intended to be referenced as an official company document.
Memo formatting and design.
Memos should be concise, one-page documents written in a few short paragraphs. A business memo follows a specific structure and is typically single-spaced and left-aligned.
If your context section is longer, use bullet points to separate ideas and make the information easier to scan.
Traditionally memos were printed and pinned to office noticeboards, memos are still used today, even as printed versions decline. With more people working remotely, memos are best placed directly in the body of an email, not sent as an attachment.
Memos don’t have to be dull, either. Include your organisation’s branding or tailor the design to suit the purpose, for example, when announcing a staff event or celebration.
Frequently asked questions
What are the 5 parts of a memo?
The five key components of a memo are:
- Heading
- Introduction
- Details
- Call to action
- Conclusion
What is the format for a memo?
Memos should be brief, one-page documents with single space paragraphs. Headings and bullet points improve readability, as readers tend to scan memos quickly.
Is there a memo template in Word?
Microsoft Word offers memo templates by searching "memo" when creating a new document. After completion, save the memo as a PDF, or use Adobe Acrobat's Word to PDF tool.
How long should a memo be?
A memo should ideally fit on one page, to ensure efficient communication. Keep it clear, short, and engaging to capture the reader's attention and communicate information quickly.
What are the four words used in a memo heading?
The four words used in a memo heading are To, From, Date, and Subject. These indicate:
- Who the sender and receiver are
- When it was written
- Some context on the topic of the memo.
