What is a memo and what kinds of messages does it convey?

What is a memo? A memo, also called a memorandum, is a written document used in everyday business practices. One person typically creates the memo and sends it to one or more people in the office, depending on who needs the information. Memos typically convey one of two points: 1) informational messages regarding changes to workplace procedures and new employee announcements or 2) persuasive messages to encourage employees to do something, such as organize their files alphabetically or participate in a workplace seminar.

Different sections included in a memo

Office memos are written for a variety of reasons, but they usually follow the same general format. Here are the different sections typically included in a memo:

Heading

The heading section of your memo should include the title “Memo” to help define the type of document it is. Under this, you should include the following:

To: 

From:

Date:

Subject:

This is important even if you choose to use a paper format instead of email because it helps define who the memo applies to, who wrote the memo, how current it is and what information it contains.

Salutation

This is an optional section, but you may include a salutation statement to introduce the memo. “Happy Holidays,” “Greetings” or “Dear staff” are examples of potential salutations.

Opening statement

Your opening statement should summarize the purpose of the memo. It alerts recipients to what they’ll learn from the document. When someone reads the opening statement, they should get the most important information right away. 

Background information

The background section provides the reasoning for the situation addressed in the opening statement. Think of it as the supporting details for the opening statement. It allows you to give more facts, detailed procedures or other additional information. 

Closing statement

The closing statement is used to highlight more specific details that the rest of the office memo did not mention. It may also be used to outline what employees can expect in the coming weeks or months.

Customizable memo template

There are a few common formats that prove simple and effective for writing office memos. Below is one example of a template:

Memo:

To: [Recipient name(s), department name, all employees]

From: [Sender(s) names, titles]

Date: [Month, Day, Year]

Subject: [Define the purpose of the memo here in one sentence or less.]

Greetings! 

[One to two sentence paragraph that immediately states the situation at hand.]

[A few sentences explaining the reason (background) that caused the situation or need for the situation]

[A few sentences acknowledging the recipients’ rights to ask questions or state concerns, who to contact about concerns and clickable attachments to resources (if it’s a digital memo)]

[One to two sentence conclusion stating the next steps or reiterating your main point]

Thank you [you may add an additional statement depending on the situation, e.g. for your cooperation, for your patience, for your hard work].

Memo Template for PDF & Word

Check out our business memo template to help you spread information in a brief, effective memo format.

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*Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and none of these documents reflects current labor or employment regulations.

Memo examples

Using the above template as a guide, here are some examples of memoranda for different situations to help you gain a better understanding of how to write your own:

Example 1

This example of office memo formatting aims to inform employees about an office renovation project and how it will affect their workspace:

“Memo:

To: All employees

From: Jordan Smith – Office Manager

Date: August 29, 2022

Subject: Deep clean for the office suite

Greetings! 

In one week, our office suite will undergo a deep clean from a professional cleaning crew followed by a visit from an exterminator. This means that no one will be allowed into the office for 3 days. 

As you may know, in our effort to enhance workplace safety standards, we uncovered the potential conditions for black mold and discovered termite damage. For this reason, we need to bring in professionals to make our workspace safe and enjoyable for all.

We understand that some employees may not feel comfortable working in the office up until the cleaning. You may fill out a telecommute request form if you wish. Be sure to communicate with your manager before you start telecommuting. 

We’ll allocate the last hour of work on Tuesday, September 6 to allow employees to transfer items to our temporary office suite. On Wednesday, September 7, employees are to report at their regular start time to suite 202 on the second floor. From Wednesday the 7th through Friday the 9th, employees will conduct their work in suite 202. On the following Monday, we’ll be allowed back into our office suite on the first floor.

Thank you in advance for your cooperation.”

Example 2

This memo example aims to congratulate a department on a recent accomplishment and future planning:

“Memo:

To: Marketing Team

From: Casey Myers – Marketing Director

Date: January 18, 2022

Subject: Campaign results and next steps

Greetings, 

I am writing to inform you that we have surpassed our goals for our ‘Clothe a Friend’ campaign! Due to its success, upper management wants us to begin preparation for the campaign ‘Clothe a Friend’ 2.0.

In August of 2021, our talented marketing specialist, Jen, accompanied by our marketing coordinator, Sam, and our team of gifted content creators developed the ‘Clothe a Friend’ campaign to help promote our brand and increase sales by 15% by January of 2022. I’m proud to report that the percentage has surpassed our expectations by a whopping 30%!

If you have any questions, feel free to stop by my office. You can access the full report and campaign data here. If you want to review content from the campaign, click here.

We will begin work on part two of the campaign on Monday, February 13, 2022.

Great work, everyone!”

Office memo best practices

Following a standard memo format and reviewing examples of memoranda helps you write customized memos for your team. These office memo best practices can help you hone your writing skills even more:

• Incorporate formatting features: Using headings, bullet points and other formatting features can help readers get the details they need. These features make it easier to scan the document and get questions answered quickly.
• Make a specific point: A memo should focus on one specific topic. Be clear on your purpose and ensure all the content supports that purpose. 
• Keep the audience in mind: While some memos will go out to everyone, others will only go to a few people. Adjust your phrasing based on who will receive the memo. Avoid using technical jargon that some recipients might not understand. For example, if you’re sending a memo to the company about an IT issue, explain things in a way that people outside of the IT department will understand. 
• Proofread well: Review the memo multiple times before printing or sending it. Having a colleague review it can also help you catch typos. 
• Remove posted memos: If you post a physical copy of your memos around the office, don’t forget to take them down when they’re no longer relevant. 

FAQs about memos

What are the different types of memos?

Here are the common types of memos businesses use:

• Report memos: Update recipients on the state of a current project
• Request memos: Ask recipients to do something specific, such as compile a report or stay late on a Friday
• Confirmation memos: Seek to confirm an agreement between the sender and the recipient
• Suggestion memos: Ask recipients to provide their insights, ideas or opinions on a workplace issue

How should employees receive memos?

You may need to provide memos in multiple formats to get the attention of your staff about an important topic. Some companies email memos to employees in a digital format for them to review. They may post paper copies in common spaces, such as break rooms or hallways, for employees to read on their breaks. Employers may also print paper copies for department heads to distribute to each employee’s desk.

Why are memos used in the office?

Memos are used in the office to provide employees with important information in a brief and readable format. Further, memos convey a sense of importance that gains the attention of staff and promotes clarity about company operations and news.

Should a memo be signed?

Memos don’t necessarily need to be signed since they aim to provide a brief statement to employees. However, if a memo addresses a sensitive topic about the state of the company or aims to congratulate the company on its success, an employer’s signature helps add sincerity.