How to Write a Business Memo

A business memo, most often an email, is one of the primary ways you can communicate information to your organization or smaller groups within it. Memos are a fast and effective way of distributing information to a wide group of people, and they may include a bullet point summary that reviews the most important takeaways. These actions items are called an executive summary.

Business memos are generally used for internal communications and not meant for anyone outside of the organization. Examples of memos your business may send out include personnel changes, updates on company gatherings like holiday parties, or system-wide technology updates.

These steps outline what you need to do to write a business memo:

1. Write the purpose of the memo in the subject line of the email as well as the introductory paragraph.

Readers should be able to understand right away what you’re communicating by looking at the subject line of the memo. Restate the purpose of the memo in the opening paragraph before expanding on details about the decision-making or background. If employees need to take action in response to your memo, those requirements should also be highlighted in your introduction. (You can even literally highlight them or use other formatting for emphasis.) It is also a good idea to anticipate questions employees might have and to address them early, especially if the subject of your memo is sensitive.

2. Keep your tone positive and business-like.

Remember that you are writing this memo to colleagues and managers with whom you interact daily. Be sure to write in clear, concise sentences and to keep a professional and positive tone. Your writing skills can also make a positive impression with your coworkers.

3. Use the body paragraph and conclusion to break down your information.

If your email requires more than one paragraph, be sure to save more detailed information for the body paragraph. The body paragraph elaborates on your topic and how it affects each employee going forward. You may want to address potential feelings for employees, but you need to do it in a way that’s relatable to staff members. If you are a supervisor, it is always a good idea to express your gratitude for their hard work and your plan to work with employees to navigate any future changes.

4. Use headings to add structure to your memo.

Depending on the length or complexity of your business memo, you may want to add headings to improve your memo’s readability. A single line like “Why This Matters” (as we’ve used below in our sample) or “Next Steps” will help your coworkers navigate your communication. If someone needs to revisit your memo, this structure will help them find the information they’re looking for.

Example of a Business Memo: