Memo: Student Guide to Its Role and Writing

Memorandums or memos are an official means of communication used in many organizations. Basically, learning its structure and a content of each section is necessary for any individual to write an effective formal letter. As such, a detailed discussion concerning a typical format and content of such a document is presented with a focus on crucial aspects of memo writing. In this case, many students want to find answers to questions about what is a memo and how to write such a document. Moreover, they need to understand how to be effective in communicating with others. In turn, people write memorandums in organizations when they need to share specific ideas or concerns. They should also learn basic principles of writing such documents, including heading rules, body paragraphs, closing notations, and following the formal style. Therefore, this article answers a question of what is a memo, its format and structure, and other aspects with examples and recommendations.

What Is a Memo and Its Purpose

According to its definition, a memo, or so-called memorandum, is a concise and formal means of communication within an organization to share important information, make announcements, or provide updates. From its history, a memo, as a genre of written communication, occurred in the late nineteenth and early twentieth centuries in American business firms and developed from a letter as a practical response using new managerial methods (Yates, 1989). The main purpose of writing a memo is to ensure essential information is distributed efficiently and accurately to relevant stakeholders or recipients. Basically, such documents are often used to record procedures, report on meetings, outline policies, or notify employees of changes in company practices or schedules. Moreover, a typical structure of a memo includes a heading that identifies a sender, recipient, date, and subject, followed by a well-organized body that details specific information or instructions (Falon, 2020). Its structured format and formal tone help to maintain clarity and professionalism in business communication, ensuring that critical information is communicated effectively and can be easily referenced in the future. In terms of pages and words, the length of a memo depends on an academic level and a complexity of a particular content being communicated, while general guidelines are:

Format

Note: Some sections of a memo can be added, deleted, or combined with each other. In turn, a basic structure of a memorandum includes a heading (To, From, Date, Subject), an introduction stating its purpose, a main body with detailed information, and a conclusion or call to action.

Steps on How to Write a Memo

To write a memo, people clearly state its purpose, provide relevant background information, present its main points concisely, include any necessary actions or deadlines, and ensure a document is well-organized and free of errors.

• Identify a Specific Purpose: Determine a main reason for writing a memo and clearly understand what you want to communicate and to whom.
• Know a Target Audience: Identify particular recipients of a letter and tailor its content to their needs and level of understanding.
• Create a Heading: Include a recipient’s name, sender’s name, date, and subject in a heading section.
• Write a Clear and Concise Subject Line: Summarize a main document’s point in a subject line and give readers an idea of what to expect.
• Begin With a Purpose Statement: Start a memo with a brief introduction that states its purpose, which is to allow recipients to understand its context right away.
• Provide Background Information: If necessary, include any relevant background information that helps readers to understand a specific context or issue at hand.
• Present a Main Content: Clearly and logically present main points, instructions, or information and use bullet points or numbered lists if appropriate to enhance readability.
• Include a Summary or Conclusion: Summarize key points or provide a conclusion that reinforces a main message you want to share.
• Specify Any Required Actions: Clearly state any actions that need to be taken by recipients and provide specific instructions and deadlines if applicable.
• Proofread and Edit: Review a memo for clarity, conciseness, and accuracy, check for spelling and grammatical errors, and ensure a complete document is professional and polished before sending it out.

Structure Template

Basically, effective communication is an essential component of organizations. To start a memo, writers begin with a clear and concise purpose statement that outlines a main reason for its communication. For example, entry into formal employment sectors requires basic knowledge of techniques used for communication in this environment (Bardach & Patashnik, 2024). In turn, memorandums are specific types of papers that authors use as a means of communication in many organizations. As a result, writing employs a formal tone and follows a clear structure that comprises three segments: heading, body, and closing part.

Heading Segment

Heading segments are a first section in answering a question of what is a memo in its template. For instance, this segment consists of two distinct parts: company header, “Memorandum,” and descriptive information of target recipients (Falon, 2020). In this case, a company’s name is a first piece of information in a written template, as shown in a picture bellow. Moreover, it varies in position depending on company’s preferences. Then, the title, “Memo,” follows immediately after a header. In particular, writers identify audiences and authors by using “To,” “CC” (optional), and “From” tags. Further on, senders include dates in a descriptive info by using a “Date” tag. In turn, topics discussed in letters are presented through a “Subject” tag. Thus, a primary role of this part is displaying two parties.

Body Section

The most important section in any memorandum is a body part that has four main parts: introduction, statement of facts, argument, and conclusion. Firstly, an introduction explains issues or main ideas that are discussed in memorandums (Chametzky, 2023). Then, providing facts is a more elaborate presentation of topics. Basically, this part identifies specific areas of interest that authors intend to address. Moreover, writers provide arguments based on provided facts and explain personal perspectives on topics. Finally, a conclusion may either be a summary of a main topic or a call for action. In turn, the number of paragraphs is not constant but varies depending on different purposes of memos.

Introduction

An introductory paragraph plays an essential role in ensuring a clear understanding of what is a memo. For example, an introduction creates a unique context for a piece of communication by stating a specific subject and purpose of writing a memo in its template, identifying previous correspondence or critical dates and names, and a clear statement concerning its content (Williams et al., 2018). Hence, a particular content of an introduction allows recipients to know a topic of a letter. Additionally, it assists them in relating a new memorandum with prior communication on similar or identical issues. In turn, some examples of sentence starters for writing a memo include:

• I am writing to inform you about recent changes in our company policy regarding … .
• This memo aims to update you on a monthly progress of our current project and outline next steps we need to take … .
• Please be advised that, starting next month, there will be new procedures implemented for … .
• A particular purpose of this memorandum is to introduce a launch of our new initiative designed to improve … .
• We are pleased to inform you that, after careful consideration, our management has decided to … .
• I would like to bring to your attention some important updates concerning our department’s workflow and responsibilities … .
• In response to recent developments in our industry, we are planning to introduce several strategic changes aimed at … .
• This announcement is to provide clarity on upcoming changes to our organizational structure and how they will affect … .
• As part of our ongoing efforts to enhance our service quality, we are introducing a new training program that will … .
• Effective immediately, we are implementing new guidelines to ensure compliance with latest regulations on … .

Statements of Facts and Argument

A target audience must be provided with a detailed explanation regarding a subject of a memorandum in its template throughth multiple body paragraphs. For example, a body of a memo has two distinct sections: statement of facts and argument (Falon, 2020). Then, a statement of facts contains a discussion of a specific issue or subject based on some facts. Finally, this section is followed by an argument that explains an actual significance of these facts and possible rationales for a need for action.

Conclusion

A closing paragraph in writing a memo in its template is not a traditional conclusion. Basically, a concluding section of such a paper contains an invitation for a response or a call for action (Edmondson, 2019). This aspect depends on a content of a letter and a target audience. Besides, a conclusion does not contain an overview of a main point. Instead, it describes a way forward, which ascertains a resolution.

Closing Part

Memos end with closing notations that should follow a positive note and specific documents. For instance, writers use this segment to discern specific pieces of information, mentioning or referring to a body of memorandums (Bardach & Patashnik, 2024). In turn, the word “Attachment” is typically used as a closing part. It is placed two lines below a concluding paragraph and is aligned with a left margin. Besides, authors provide attachments so that readers can access them, for example, a reference list. As a result, a closing part allows senders to provide recipients with the necessary evidence required for a complete understanding of a memo’s content.

Writing Style

Typical memorandums employ a formal communication tone and writing style. In this case, such documents should be highly informative but concise. For example, to write a memo for a college class, students begin with a clear heading, state its purpose concisely, provide necessary details or instructions, and maintain a formal and organized structure (Falon, 2020). Moreover, they use a language in documents that should be formal and straightforward to ensure clarity in communication. On the other hand, wordy sentences and unnecessarily long paragraphs should be avoided.

Tone

People always employ a formal language in writing a memo as its template. However, an extent of formality and tone is dictated by a nature of a relationship between a sender and a recipient, including a sender’s perception of audience’s expectations or needs (Bardach & Patashnik, 2024). In this case, a particular use of slang and contractions should be avoided entirely. Hence, the style and tone that a sender chooses should be courteous, direct, and accommodating. In turn, it must effectively and communicate an entire message.

Paragraphing

Paragraphs in a memo and its template conform to a general rule where each paragraph presents a single complete idea. Basically, a length of each paragraph is kept to a minimum while ensuring its content communicates a specific aspect of a subject (Williams et al., 2018). Moreover, short paragraphs facilitate clear communication. In turn, it forces authors to break their contents into sizeable chunks, which are easy to comprehend. Therefore, long memorandums may have slightly lengthier paragraphs. On the other hand, an overall concept of reduced paragraph length is still applicable.

Other Features

Memorandums have unique formatting feautures that people should learn and follow. Firstly, a body spacing is typically single space, while paragraphs are separated by two single spaces. In this case, white spaces separating paragraphs increase an overall readability of a document and its template (Falon, 2020). Secondly, people should use headings and bullets or lists. In turn, a systematic presentation of information ensures a target audience can quickly follow and interpret a memo’s conent. Thus, formatting features are a vital aspect of memo writing due to its impact on an audience’s interaction with a shared text.

What to Include

Common Mistakes

• Lack of Clarity: Failing to clearly state a key purpose, leading to confusion.
• Being Too Vague: Using non-specific language that lacks detail.
• Overloading With Information: Including too much information, making a document overwhelming and hard to read.
• Ignoring an Intended Audience: Not tailoring content to recipients’ needs and understanding.
• Poor Organization: Presenting information in a disorganized manner.
• Neglecting a Heading: Omitting or improperly formatting a heading.
• Using Informal Language:  Writing in a casual or informal tone unsuitable for professional communication.
• Ignoring Grammar and Spelling: Overlooking grammatical and spelling errors.
• Lack of Actionable Items: Not specifying required actions or next steps.
• Forgetting to Attach Supporting Documents: Mentioning attachments but failing to include them.

Summing Up

Primary segments of what is a memo and its template are discussed exhaustively. In particular, a memorandum is a structured document, but unique variations may occur depending on a specific content and institutional restrictions. As such, memo writing is an essential skill that will assist any individual in communicating effectively within any organization. Then, a particular content of each section and basic paragraphing and formatting guidelines have been outlined above. In turn, this article provides explanations and acts as a template to follow. Therefore, students should adhere to this template when writing their documents and doing them correctly.

References

Bardach, E., & Patashnik, E. M. (2024). A practical guide for policy analysis: The eightfold path to more effective problem solving. Sage.

Chametzky, B. (2023). Writing memos: A vital classic grounded theory task. European Journal of Humanities and Social Sciences, 3(1), 39–43. https://doi.org/10.24018/ejsocial.2023.3.1.377

Edmondson, M. (2019). Strategic thinking and writing. Business Expert Press.

Falon, P. H. (2020). How to organize and write a legal memorandum. Wolters Kluwer.

Williams, J. A., Schutts, J., Gallamore, K., & Amaral, N. (2018). Assessment of memorandum writing in a quantitative business context. Business and Professional Communication Quarterly, 82(1), 38–52. https://doi.org/10.1177/2329490618798606

Yates, J. (1989). The emergence of the memo as a managerial genre. Management Communication Quarterly, 2(4), 485–510. https://doi.org/10.1177/0893318989002004003