How to Write a Business Memo Like a Pro? (Template and Examples Provided)

Effective communication is crucial to our success in today's fast-paced business environment. One essential tool for efficient communication within dynamic organizations is the business memo. 

This article will cover business memos' importance, characteristics, and how to write them effectively. It includes templates, professional samples that you can edit and use when you need.

Why Business Memos are Important at Work?

Business memos play a vital role in streamlining communication within the organization. Business memos share crucial information, updates, or decisions with relevant stakeholders, especially decision-makers – CEOs, board members, directors, or team leaders.

These memos document key points and discussions for future reference, such as a new policy or an upcoming acquisition. 

It's also important to say that memos are written communication that facilitates collaboration and decision-making, especially with a specific action request. 

“The reason writing a 'good' four page memo is harder than 'writing' a 20-page PowerPoint is because the narrative structure of a good memo forces better thought and better understanding of what's more important than what.” - Jeff Bezos.

What is a Business Memo?

A business memo (short for memorandum) is a concise, formal document used to communicate important information within an organization. Memos are typically written by managers, supervisors, or team leaders and addressed to employees, colleagues, or other stakeholders. They are used to convey updates, policy changes, announcements, or requests for action.

How to Format a Business Memo?

When writing a business memo, you want to ensure the reader understands your message by being clear and succinct. A business memo follows a standard format, including:

  • To: Provide recipient's information. If you're writing to multiple persons, let's say a team, a department, or the entire organization.
  • Cc (optional): If you intend to send to someone else this email (someone from a different department, a superior, or an external contact relevant to the topic)
  • From: Your name, you, the sender, followed by your job title 
  • Date: The date of the memo
  • Subjectline: A phrase that summarizes the memo's idea.
  • Introduction: Briefly state the purpose of the memo
  • Body: Concisely summarize what you want to say. The body is organized with headings and bullet points for clarity.
  • Conclusion: Summarize key points and any necessary action items.

Tip: Avoid greetings such as Dear, Greetings, or closings such as Sincerely, Best regards to make it more direct and easier to follow.

Key Steps in Writing a Memo

Writing a business memo that is clear, concise, and confident might sound like a hard job; however, it should not be this way. In the following steps, we're providing the key steps to convey your memo like a professional:

1.    Identify your purpose. Determine the primary reason for writing the memo and the message you want to convey. The purpose is usually part of the introductory paragraph of the memo.

2.    Know your audience. Understand who will read the memo and tailor your language, tone, and content accordingly.

3.    Organize your thoughts. Outline the main objectives you want to communicate and the order in which they should appear.

4.    Write a clear, concise subject line. Create a subject line that reflects the memo's purpose and captures the reader's attention.

5.    Use a professional tone. Write clearly, directly, and formally to maintain professionalism. Avoid jargon and negative language.

6.    To arrange information, use headers and bullet points. As part of the body of the memo, if you have multiple ideas you want to share, it is more effective to create headings and bullet point lists to help the reader check the full details. 

7.    Provide context and background information when necessary. If the memo refers to a particular policy or press release, include a hyperlink or attach the document. Otherwise, outline the action items, a timeline, and deadlines if relevant

8.    Include a call to action, if applicable. Within the conclusion, if you have a specific request, i.e., fill out a survey template and plan summer vacations.

9.    Focus on clarity and brevity. Keep your sentences and paragraphs short, and avoid jargon or unnecessary details.

10.    Proofread and edit. Check for grammar, spelling, and punctuation errors, and ensure the memo is well-structured and easy to understand. Reviewing your memo before sending ensures you have a quality document; you eliminate unnecessary material, highlight key points, and remove possible errors. 

Once you have written your draft, consider the communication channel you want to send it. By default, it goes via email; however, depending on the urgency and style, you might like to send it via Slack or Microsoft Teams.

Writing effective memos will boost engagement and ensure team members feel they are part of the group.

Business Memo Template

Not sure how to start a business memo or what structure you should use? Well, you can use our template. The format is very common, so edit it to reflect your needs:

From: [Name, Title]

Date: [Month Day, Year]

To: [Name]

Subject: [Clear, Concise Subject Line]


[State the purpose of the memo and any relevant background information]


  • [Main Point 1]
  • [Supporting Detail 1]
  • [Supporting Detail 2]
  • [Main Point 2]
  • [Supporting Detail 1]
  • [Supporting Detail 2]


[Summarize key points, and specify any required actions, if applicable]

Business Memo Examples

You can use the following samples of business memo as models for your future communications:

Example of Product Launch Memo

Subject: Upcoming Product Launch - XYZ Widget

Introduction: We are excited to announce the upcoming launch of our new XYZ Widget on August 15th.


Product features

  • Innovative design
  • Energy-efficient technology

Launch details

  • Internal presentation on August 10th
  • The marketing campaign begins on August 12th

Conclusion: Let's make the XYZ Widget launch a success! Attend the internal presentation and familiarize yourself with the product.

Example for Retirement of a Colleague Memo

Subject: Retirement Celebration for Janet James

Introduction: After 30 years of dedicated service, Janet James will retire on July 31st.


Retirement party details

  • Date: July 29th
  • Location: Company cafeteria
  • Time: 3:00 PM - 5:00 PM

Conclusion: Please join us in celebrating Janet's career and wishing her well in her retirement. RSVP by July 25th.

Example of New Leave Management System:

Subject: New Leave Management System Implementation

Introduction: Effective August 1st, we are implementing a new leave management system to streamline leave requests and approvals.


System features:

  • User-friendly interface
  • Real-time leave balance tracking
  • Attendance calendar to help with planning
  • Streamlined approval emails to managers

System release 

  • Email invitations are to be sent on July 29th, together with a user guide. 

Conclusion: Activate your account and familiarize yourself with the new system before August 1st. Contact HR with any questions.

Example of New Remote Work Policy Memo

Subject: New Remote Work Policy Announcement

Introduction: In light of recent workplace trends and employee feedback, we are introducing a new remote work policy effective September 1st.


Policy highlights

  • Eligible employees can work remotely up to 3 days per week
  • The direct supervisor must approve remote work requests
  • Mandatory in-office days for team meetings and collaboration

Implementation details

  • Review the full remote work policy on the company intranet
  • Discuss remote work arrangements with your supervisor by August 15th

Conclusion: We believe this new policy will support work-life balance and encourage collaboration. Review the procedure and discuss your remote work options with your supervisor.

Andy Jassy Memo as New CEO of Amazon

After Jeff Bezos, Andy Jassy became the new CEO. In this image you can find his communication masterprice, an internal memo he shared with his colleagues, emphasizing his vision, and the importance ofcompany culture. Colors highlighted represent brand (orange), working toghether (red), speed (blue), customers (yellow), we as a company (purple).

Key Takeaways for Writing a Business Memo Like a Pro

  1. Be clear and concise: Keep your message straightforward and to the point. Avoid using jargon and unnecessary details.
  2. Use a professional tone and format: Maintain a formal tone and follow the standard memo format to ensure your message is well-received.
  3. Organize your information: Use headings and bullet points to structure your memo, making it easy for readers to understand and follow the key points.

We hope these essential details and examples help you understand the importance and best practices for writing business memos. As businesses grow and evolve, clear and effective communication will remain crucial for success.

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