Explained: How to Write a Memo

Considering how widespread memos are in the modern world, knowing how to write an effective memo is a crucial skill. Memos are a form of technical formatting and writing that standardize the communication process, and this is the primary reason that memos are still essential in workplace and academic environments. 

The Header

The most ubiquitous part of a memo is its header. Memos utilize streamlined headers to draw attention to relevant logistical details in the same manner as an email. The difference between a memo and an email, however, is the formality and intentionality. Any organization that makes use of memos will have a header convention for internal memos, and these conventions are designed to facilitate organization and consistency. Generally, a memo header has the following parts:

• Title: this will appear center-justified at the top of the page. The title could be of a company, academic course, or department. Though some standards have “memo” in the actual title, in practice, this is not always necessary [1]. This may be letterhead for especially official memos.

• To: Address the memo to the specific, official recipient. One of the functionalities of a memo is that it is designed to be viewed by more than just the written recipient. This is one of the aspects of a memo that differs from an email. While you may write a memo to your boss or professor, you should expect the memo to be viewed by other colleagues, organizational leaders, or even whole departments [2].

• From: You should fill in the “FROM:” line with whatever group or individual(s) contributed to the memo. When teams or groups write a memo, it is effective to have the team or group in the line rather than the individuals, as this suggests that the memo is a collective work.

• Date: Avoid writing the date in a condensed form, such as 1/1/2001. Rather, it is often preferred to write “January 1, 2001” or “1 January 2001.” Again, your organization will likely have guidelines regarding these details. The date of a memo should be the date it was delivered or submitted.

• Subject: A memo subject line is almost exactly like an email subject line. Yet, when writing a memo, ensure that the subject line includes enough detail for the intended recipient as well as other readers to immediately understand the context. 

The bullet point organization above is a typical header pattern. The header should place more important information near the top, such as the “TO:” line, while less vital information falls to the bottom, such as the “DATE:” line. Depending on organizational conventions, job or position titles may be appropriate to add next to individuals’ names, but this is an example of a formatting nuance that, if expected, your organization will make you aware of [3].

The Body

In journalism, writers are taught to front-load information, which means that the most important information is available in the beginning [4]. From the header of a memo, the reader should learn immediately why the memo was sent. A memo’s purpose must be abundantly clear. The first several sentences should be dedicated to giving a streamlined overview of additional context that is needed to help the memo feel relevant [5]. These sentences should not be redundant: if your memo subject is “Analysis of Office Electricity Use,” your first line should not say something such as, “This memo is about the electricity use of our office,” because this is needless and redundant. Instead, start directly with the finding or directive: “Excessive peak electricity usage last quarter cost the department $7,500 more than budgeted.”

A memo should be brief and information-dense. It should not address the recipient like an email does (“Dear Mrs. Jones”) nor include greetings (“How are you doing?”). A memo - notice it has the same root as “memory” - should simply comprise all necessary information on a topic and nothing more. Memos tend to be more formal than emails (so avoid contractions, such as “don’t”) and yet rarely flowery or artistic like some essays may be. Include summaries if the memo is long and attach charts or results if applicable [2]. At the end, it may also be appropriate to add your contact information

Memos, as with most forms of writing, can be categorized by their purpose. If you are writing a memo to those you lead, you will likely write a directive, which is a memo that provides directions or requests. Other memos are updates and reports. Finally, there are memos that are written in direct response to an assignment or task [1]. This latter form of memo requires less contextual explanation because the person who is expecting the memo is already aware of what it concerns.

Things to Remember

Do not forget that your memo may be printed and distributed to colleagues in meetings as a resource or evidence, so you should always write with the idea in mind that the audience is likely much larger than you would expect [5]. As such, make sure to proofread your memo! Typos and poor grammar will distract from your overall purpose [6].

One of the most common issues with a memo is its lack of specific examples and insightful information. Almost every topic discussed in a memo should be supported with statistics, quotations, actual observations, and relevant examples. General or abstract statements do not belong in a memo. Every claim should be paired with proof.

Examples

The following are memo formatting examples, but remember to use your organization’s particular formatting [7 - 10].

Takeaways

Follow your organization’s conventions when writing a memo. Frontload the important information and describe it with precise vocabulary without employing unnecessary words. Avoid complex grammar or rhetorical structures that would be used in persuasive writing. Provide context when needed, but get straight to the point.

References

[1] "How to Write a Memo." BuildFire. https://www.google.com/search?q=buildfire.com/how-to-write-a-memo/.

[2] "Memo Format: How to Write a Professional Memo." Indeed Career Advice. https://www.google.com/search?q=indeed.com/career-advice/career-development/memo-format.

[3] "Parts of a Memo." Purdue Online Writing Lab. owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/memos/parts_of_a_memo.html.

[4] "Inverted Pyramid." Nielsen Norman Group. https://www.google.com/search?q=nngroup.com/articles/inverted-pyramid/.

[5] "How to Write a Memo." Grammarly. https://www.google.com/search?q=grammarly.com/blog/business-writing/how-to-write-memo/.

[6] "How to Write a Killer Memo: 7 Quick Tips." Namely. https://www.google.com/search?q=namely.com/blog/how-to-write-a-killer-memo-7-quick-tips/.

[7] "Student Memo Examples & Templates." Examples.com. examples.com/business/student-memo.html.

[8] "Management Memo Examples & Templates." Examples.com. https://www.google.com/search?q=examples.com/business/management-memo.html.

[9] "Sample Memo (PDF File)." Appropedia. appropedia.org/File:Sample_memo.pdf.

[10] "Memo Templates." Canva. https://www.google.com/search?q=canva.com/memos/templates/.

To cite this article:
Conover, Dylan. “Explained: How to Write a Memo.” The BYU Design Review, 5 November 2025, https://www.designreview.byu.edu/collections/explained-how-to-write-a-memo.