How to Write a Memo: Format, Template and Examples
To write a memo, start with a standard header (To, From, Date, Subject), then state your main point or request in the first one or two sentences. Follow with the context the reader needs, the details or options, and a clear closing that says what happens next or what you need from them. Keep it to one page where possible, use short paragraphs, and write a subject line specific enough that someone could act on it without opening the memo.
Memos are internal documents, so they are less formal than letters but more structured than a quick email. Here is how to get them right.
When to write a memo
A memo suits situations where you need to inform or instruct a group inside an organisation, and where a record matters:
- Announcing a policy or procedure change
- Summarising a decision and the reasons for it
- Requesting approval or resources
- Reporting on a project or incident
- Recommending a course of action to a manager
Many memos are now sent as emails or attached documents. The format still helps, because it forces you to be clear about who it is for and what it is about.
The memo header
Every memo starts with a block like this:
MEMORANDUM
To: All warehouse staff
From: Ruth Adeyemi, Operations Manager
Date: 5 November 2026
Subject: New loading bay schedule from 17 November
Some organisations add CC: for people who should see it but are not the main audience, and some put the company name or logo at the top.
Writing the subject line
The subject line does the most work in the header. Compare:
Vague: Schedule update
Specific: New loading bay schedule from 17 November
The specific version tells readers what changed and when. A good test: if someone saw only the subject line in a list, would they know whether it affects them?
The body
1. Opening: the main point first
Put your purpose in the first sentence or two. Busy readers may stop here, so make sure they leave with the essential information.
From Monday 17 November, all inbound deliveries will use loading bays 1 to 3 only, and bay 4 will be reserved for outbound orders.
If you need something from the reader, say so up front:
I'm requesting approval to hire two temporary packers for the December peak, at an estimated cost of £9,600.
2. Context: why this is happening
Give the background in a short paragraph. Explain only what the reader needs to understand the decision or request.
Over the last quarter, outbound trucks waited an average of 25 minutes for a free bay during the afternoon. Separating inbound and outbound traffic should remove most of that delay.
3. Details: what readers need to know or do
This is where specifics go: dates, steps, responsibilities, figures, options. Use headings, numbered steps or bullet points when there are several items, because people often scan memos.
- Inbound drivers will be directed to bays 1 to 3 at the gate.
- Shift leads will receive an updated bay plan by Thursday.
- Forklift routes will change; new floor markings will be in place by Friday.
4. Closing: next steps and contact
End with the action or the person to contact. Do not end with a summary of what you just said.
If you have questions about the new schedule, speak to your shift lead or contact me directly on extension 214.
Memos usually do not include a sign-off like "Sincerely," because the sender is named in the header. Some writers add their initials beside their name in the From line.
Memo template
MEMORANDUM
To: [Recipients or group]
From: [Your name, job title]
Date: [Date]
Subject: [Specific topic and key detail]
[Opening: one or two sentences stating the purpose, decision or request.]
[Context: why this is happening, in a short paragraph.]
[Details: what readers need to know or do, using a list or subheadings if helpful.]
[Closing: next step, deadline or contact person.]
Example: recommendation memo
MEMORANDUM
To: Daniel Ortiz, Head of Customer Service
From: Mei Lin, Team Lead
Date: 5 November 2026
Subject: Recommendation: extend live chat hours to 8 p.m. on weekdays
I recommend extending live chat support until 8 p.m. on weekdays, starting in January, using a staggered shift for two existing agents rather than new hires.
Over the past three months, roughly a third of chat requests have arrived after 5 p.m., when chat is offline and customers are sent to email. Email replies to those customers take until the next afternoon on average, and these tickets make up a large share of our negative satisfaction ratings.
Proposed approach
- Move two agents to an 11 a.m. to 8 p.m. shift, with volunteers first.
- Run the new hours as a three-month trial.
- Review chat volume and satisfaction scores at the end of March.
Cost: No additional headcount. A small evening shift allowance applies under our current agreement.
I'd like a decision by 20 November so we can confirm rotas for January. I'm happy to talk through the data before then.
Example: short announcement memo
To: All staff
From: Facilities
Date: 5 November 2026
Subject: Fire alarm test, Wednesday 12 November, 10:00
The fire alarm will be tested on Wednesday 12 November at 10:00. You do not need to evacuate. The alarm will sound for about one minute. If it continues longer than five minutes, follow normal evacuation procedures.
Tips for clear memos
- Know your reader. A memo to the finance team needs figures; a memo to all staff needs plain language and clear actions.
- One topic per memo. Two unrelated announcements in one memo means one gets missed.
- Keep the tone neutral and professional. Memos are often forwarded and filed. Write nothing you would not want a senior manager to read.
- Cut ruthlessly. If your draft runs onto a second page, a text shortener can suggest a tighter version, which you can then check for accuracy.
- Proofread names, dates and numbers. These are the details people act on.
For longer internal documents, such as a policy or procedure that a memo announces, an AI document generator can help you produce a first draft to review and adapt.
FAQ
What are the four parts of a memo header?
To, From, Date and Subject. Some memos add CC for secondary recipients. The header replaces the greeting and sign-off used in a letter.
How long should a memo be?
Most memos fit on one page. If you need more space, consider whether the detail belongs in an attached report, with the memo summarising the key points and action.
Is a memo the same as an email?
They overlap. Many memos are sent by email, but a memo has a defined structure and is usually written for a group or for the record. A casual one-to-one email does not need memo formatting.
Do you sign a memo?
Usually not. The sender is named in the From line. Some organisations ask writers to add their initials next to their name to show they approved the final version.