memo assignment example

Purdue Online Writing Lab Purdue OWL® College of Liberal Arts

Sample Memo

Welcome to the Purdue OWL

This page is brought to you by the OWL at Purdue University. When printing this page, you must include the entire legal notice.

Copyright ©1995-2018 by The Writing Lab & The OWL at Purdue and Purdue University. All rights reserved. This material may not be published, reproduced, broadcast, rewritten, or redistributed without permission. Use of this site constitutes acceptance of our terms and conditions of fair use.

TO: Kelly Anderson, Marketing Executive

FROM: Jonathon Fitzgerald, Market Research Assistant

DATE: June 14, 2007

SUBJECT: Fall Clothes Line Promotion

Market research and analysis show that the proposed advertising media for the new fall lines need to be reprioritized and changed. Findings from focus groups and surveys have made it apparent that we need to update our advertising efforts to align them with the styles and trends of young adults today. No longer are young adults interested in sitcoms as they watch reality televisions shows. Also, it has become increasingly important to use the internet as a tool to communicate with our target audience to show our dominance in the clothing industry.

Internet Advertising

XYZ Company needs to focus advertising on internet sites that appeal to young people. According to surveys, 72% of our target market uses the internet for five hours or more per week. The following list shows in order of popularity the most frequented sites:

Shifting our efforts from our other media sources such as radio and magazine to these popular internet sites will more effectively promote our product sales. Young adults are spending more and more time on the internet downloading music, communicating and researching for homework and less and less time reading paper magazines and listening to the radio. As the trend for cultural icons to go digital, so must our marketing plans.

Television Advertising

It used to be common to advertise for our products on shows like Friends and Seinfeld for our target audience, but even the face of television is changing. Young adults are tuning into reality television shows for their entertainment. Results from the focus group show that our target audience is most interested in shows like American Idol ,  The Apprentice , and America's Next Top Model . The only non-reality television show to be ranked in the top ten most commonly watched shows by males and females 18-25 is Desperate Housewives . At Blue Incorporated, we need to focus our advertising budget on reality television shows and reduce the amount of advertising spent on other programs.

By refocusing our advertising efforts of our new line of clothing we will be able to maximize the exposure of our product to our target market and therefore increase our sales. Tapping into the trends of young adults will help us gain market share and sales through effective advertising.

Attachments: Focus Group Results, January- May 2007; Survey Findings, January - April 2007

This is a sample memo; facts and statistics used are fictional.

5 Templates and 7 Examples: How to Write a Memo

By Status.net Editorial Team on December 22, 2023 — 16 minutes to read

• Essential Elements of a Memo Part 1
• Drafting a Professional Memo Part 2
• Standard Memo Template Part 3
• Standard Memo Example Part 4
• Update Memo Template Part 5
• Example of a Project Update Memo Part 6
• Example of a Policy Change Memo Part 7
• Request Memo Template Part 8
• Example of a Request Memo Part 9
• Steps for creating an HR Memo Part 10
• HR Memo Template Part 11
• Example of an HR Memo Part 12
• Writing a Communication-Focused Memo Part 13
• How To Tailor a Memo for Students or Academic Purposes Part 14
• Academic Memo Template Part 15
• Academic Memo Example Part 16
• Tips for Effective Memo Writing Part 17

Memos, short for memorandums, are a way of communicating information within an organization. They often have a specific goal in mind, like providing updates, outlining policies, or assigning tasks. Knowing how to craft a well-written memo is a valuable skill in today’s workplace: it can help streamline workflows and effectively convey your message.

Part 1 Essential Elements of a Memo

The header is the first part of your memo and includes necessary information like the recipient’s name, your name, the date, and the subject.

For example: To: All Employees From: (Your Name), (Your Position) Date: November 15, 2024 Subject: Updated Vacation Policy

The body of your memo should be concise and to the point. Start by providing context to the reader about why the memo is essential. Then, present the main points with clear headings and bullet points for easy reading.

For example: Dear Team,

Our company has recently revised its vacation policy to better align with industry standards. Please review the key changes outlined below:

* Annual leave increased from 10 days to 15 days * Carryover limit of 5 unused days per year * New approval process via Employee Portal

These changes will take effect on January 1, 2025. Ensure you familiarize yourself with the updated policy and follow the new procedures.

End your memo with any essential action items or reminders necessary for the reader. If you expect a reply or want the recipient to take action, kindly state your expectations. Also, provide your contact information for any further questions or discussion.

For example: Please submit your updated vacation requests for 2025 using the new approval process on the Employee Portal by December 1, 2024. If you have any questions or concerns, feel free to reach out to me at [email protected] or extension 123.

Best regards, (Name) (Position)

Part 2 Drafting a Professional Memo

What are some key elements to include in a memo.

When writing a memo, make sure to include these key elements:

• A clear and informative subject line
• The date, sender’s name, and recipient’s name
• A concise introduction stating the memo’s purpose
• Well-organized information, using bullet points or numbered lists if necessary
• Appropriate call-to-action (if needed)
• Polite and professional language.

How can I make a memo clear and concise?

• Use short sentences and paragraphs
• Use clear, straightforward language
• Stick to the main points and eliminate unnecessary information
• Structure your memo logically, with headings and subheadings
• Proofread and edit to remove any errors or ambiguity.

Part 3 Standard Memo Template

A basic memo format typically includes a header with “To”, “From”, “Date”, and “Subject” followed by the body text. Here’s an outline to get you started:

To: [Recipient] From: [Your Name] Date: [Date] Subject: [Subject]

[Opening statement or purpose of the memo]

[Provide relevant details, supporting information, or context]

[Summarize any key takeaways or actionable items]

Part 4 Standard Memo Example

To: All Staff From: (…), HR Manager Date: (…) Subject: Reminder of Company Dress Code

As we approach the warmer months, I’d like to take this opportunity to remind everyone of the company’s dress code policy.

Our dress code aims to balance professional attire with comfort, ensuring that all employees maintain a standard of appearance that is appropriate for our work environment. Please refer to the employee handbook for the full dress code policy, but here are some key points to remember:

– Clothing should be clean, pressed, and not show excessive wear. – Business casual attire is acceptable Monday through Thursday, with casual attire permitted on Fridays. – Items such as flip-flops, tank tops, and shorts are not considered appropriate office wear. – Any clothing displaying offensive or inappropriate language or imagery is strictly prohibited.

Please keep these guidelines in mind when selecting your attire for work. It’s important that we all contribute to a workplace environment that is comfortable and professional.

If you have any questions about the dress code or need clarification on specific attire, please do not hesitate to contact the HR department.

Thank you for your cooperation and attention to this matter.

Best regards, Jane Smith

Part 5 Update Memo Template

An update memo is explicitly used to provide updates or progress on a project, task, or situation. This template outlines what you need to include:

[Summary of the update or progress of the project/task]

[Bullet or numbered list of key updates, achievements, or milestones]

1. [Update 1] 2. [Update 2] 3. [Update 3]

[Describe any challenges, obstacles, or concerns]

[Detail next steps, action items, or plans]

[Close with any additional information or reminders]

Part 6 Example of a Project Update Memo

When you need to inform your team about the progress of a project, use a project update memo. Start by briefly stating the project’s purpose, and then provide the current status of the project. Include important updates, such as milestones reached, achievements, or challenges faced. Share any changes to the project timeline or budget. Be sure to highlight specific team members’ contributions and express gratitude for their efforts.

To: [Project Team Members] From: [Your Name] Date: [Current Date] Subject: Update on [Project Name]

I am writing to provide you with the latest updates on the progress of our [Project Name], which aims to [briefly state the project’s purpose].

As of today, I am pleased to report that we have successfully reached several key milestones, including [list milestones reached]. These achievements reflect the hard work and dedication of every team member involved.

However, we have encountered a few challenges, namely [describe challenges faced]. We are actively working on addressing these issues and remain committed to keeping the project on track.

Please note that there have been some adjustments to our project timeline [and/or budget]. [Detail any changes, such as extensions or additional costs, and the reasons for these changes].

I would like to extend a special thanks to [specific team members] for their exceptional contributions [describe contributions]. Your efforts have not gone unnoticed and are greatly appreciated.

Looking ahead, we are focusing on [next steps or upcoming milestones], and I am confident that we will continue to make significant progress.

Thank you all for your continued hard work and dedication to the success of [Project Name].

Best regards, [Your Name]

Part 7 Example of a Policy Change Memo

For announcing a policy change within your organization, a policy change memo is necessary. Start by stating the purpose of the memo and clearly mention the policy being updated or replaced. Describe the reasoning behind the change and outline the new policy. Provide a timeline for when the new policy will be effective and whether there will be a transition period. If necessary, include any additional resources, such as training materials or contact information for employees with questions about the change. Be sure to thank your employees for their understanding and cooperation.

To: [All Employees] From: [Your Name] Date: [Current Date] Subject: Important Policy Change Announcement

This memo serves to inform you of an upcoming change to our company’s policy regarding [mention the topic of the policy being updated or replaced]. This change is part of our ongoing efforts to [briefly describe the reasoning behind the change].

Effective [effective date], the new policy will [outline the new policy in detail]. This update is designed to [explain the benefits or purpose of the new policy].

To ensure a smooth transition, we have established a grace period until [end of transition period], during which we will provide [additional resources, such as training materials or contact information].

We understand that changes can require adjustments, and we want to thank you in advance for your understanding and cooperation as we implement this new policy.

If you have any questions or require further clarification, please do not hesitate to reach out to [contact person or department].

Thank you for your continued commitment to our company’s values and standards.

Sincerely, [Your Name]

Part 8 Request Memo Template

[Explain the purpose of your request and any necessary background information]

[Describe your request, being clear about what action you’d like the recipient to take]

[Explain the benefits or reasons for the request, including any potential impacts or implications]

[Specify any deadlines or priority levels]

[Thank the recipient for their time and consideration]

Part 9 Example of a Request Memo

When making a request within your company, whether for resources, approvals, or assistance, a request memo can help you communicate professionally. Start your memo by clearly stating the purpose of your request and providing any necessary background information. Outline what you need and explain why it’s important to the success of the project or task. If applicable, include a timeline or deadline for your request. Be courteous and express gratitude for any consideration given to your request.

To: [Recipient’s Name or Department] From: [Your Name] Date: [Current Date] Subject: Request for [Resources/Approvals/Assistance]

Dear [Recipient’s Name or Department],

I am writing to formally request [briefly state your request] in order to [explain the purpose and importance of the request to the project or task].

The background of this request is [provide any necessary background information]. This is crucial for [explain why the request is important for the success of the project or task].

To meet our project goals, we would need [outline what you need] by [state the timeline or deadline for your request].

Your support in this matter is greatly appreciated, and I am confident that with your assistance, we can achieve [describe the positive outcome expected from fulfilling the request].

Thank you for considering this request. Please let me know if you require any further information or if there is any way I can assist in facilitating this process.

Part 10 Steps for creating an HR Memo

For an HR memo, follow these steps:

• Choose a specific purpose or topic related to HR (e.g., new policy, reminders, updates).
• Write a clear and informative subject line.
• Address the memo to the appropriate recipients.
• Begin with an introduction that states the purpose.
• Organize the information in a logical and easy-to-follow manner.
• Offer any necessary instructions or actions required from the recipients.
• Maintain a professional and respectful tone.
• End with your contact information for any follow-up questions.

Part 11 HR Memo Template

To: [Recipient(s)] From: [Your Name/Position] Date: [Date] Subject: [Clear and Informative Subject Line]

[Introduction]

Begin with a greeting and a concise introduction that immediately informs the reader of the memo’s purpose. This section sets the stage for the details to follow and should be clear and direct.

[Purpose or Topic]

Clearly state the specific HR-related purpose or topic of the memo. This could be about a new policy, a reminder about existing policies, updates to HR procedures, or any other HR-related announcement.

[Information Organization]

Organize the main content of your memo in a way that is logical and easy for the recipients to understand. Use headings, bullet points, or numbered lists to break up the text and make it more readable.

[Instructions or Actions Required]

If the memo requires recipients to take specific actions, outline these steps clearly. Provide a clear explanation of what is expected, how to accomplish it, and the deadline for completion.

[Additional Resources or Contact Information]

Include any additional resources that might be helpful, such as links to forms, policy documents, or FAQs. Provide contact information for the HR department or the person responsible for the topic at hand for further questions or follow-up.

End with a brief summary of the main points or a restatement of the most critical action items. Thank the recipients for their attention to the memo and their cooperation.

Include a professional sign-off with your full name, position, and contact information.

Part 12 Example of an HR Memo

To: All Department Managers From: Lisa Chang, Director of Human Resources Date: April 10, 2023 Subject: Implementation of New Time-Off Request Procedure

Dear Managers,

I am writing to inform you of a new procedure for submitting time-off requests that will be effective starting May 1, 2024.

The new procedure is designed to streamline our time-off request process and ensure accurate tracking of employee leave balances.

– All time-off requests must now be submitted through the online HR portal. – Requests should be made at least two weeks in advance for non-emergency leave. – Managers are responsible for reviewing and approving requests within 48 hours of submission.

Please ensure that all team members are informed of this change and understand how to use the online HR portal for their requests. A training session on the new system will be held on April 20 at 3:00 PM in the conference room. Attendance is mandatory for all managers.

For detailed instructions on the new process, please refer to the Time-Off Request Guide attached to this memo. If you have any questions or encounter issues with the system, please contact the HR department at [email protected] or ext. 234.

Thank you for your prompt attention to this matter and for assisting in the smooth transition to the new procedure.

Best regards, Lisa Smith Director of Human Resources Email: [email protected] Phone: (555) 987-6543

When creating your HR memo, adjust the content to fit the specific situation and ensure that the tone remains professional, respectful, and in line with your company’s culture.

Part 13 Writing a Communication-Focused Memo

For a communication-focused memo, keep these tips in mind:

• Start with a clear and specific subject line
• Be concise and stick to the main points
• Highlight any important information or deadlines
• Create an easy-to-follow structure, using headings or bullet points if necessary
• Encourage feedback or questions from your recipients by providing your contact information.

Here’s an example outline for a communication-focused memo:

To: [Recipient(s)] From: [Your Name] Date: [Date] Subject: [Insert Subject]

This section should clearly state the reason for the memo and its importance to the recipients. For example, it could introduce a new communication tool or address a communication issue that has been identified.

In this section, provide any necessary background information that helps explain the communication topic being addressed. If a new tool is being introduced, describe what it is and why it’s being implemented. If the memo is about communication best practices, outline what those are and how they can be applied.

[Summarize key takeaways or actionable items]

Conclude with a summary of the main points and any actions that need to be taken by the recipients. If training sessions are required for a new communication tool, include the schedule and instructions for signing up. If the memo is a reminder about communication policies, reiterate the importance of adhering to these guidelines.

Part 14 How To Tailor a Memo for Students or Academic Purposes

When writing a memo for students or academic purposes, make sure to:

• Use an appropriate tone and language that is easy for students to understand
• Clearly state the message’s purpose and relevance to the academic setting
• Include any necessary details, such as dates, deadlines, or resources
• Structure the memo logically and use headings to guide the reader
• Provide clear instructions if the memo requires any action from the students.

Part 15 Academic Memo Template

To: [Recipient(s)] From: [Your Name/Position] Date: [Date] Subject: [Clear and Concise Subject Line]

[Opening Statement]

Begin with a greeting and a brief introduction that outlines the purpose of the memo. This should be straightforward and inform the reader about the main topic or action required.

[Background or Context]

If necessary, provide any background information that helps the recipients understand the context of the memo. This might include a brief overview of relevant events, policies, or previous communications that relate to the subject at hand.

[Details and Specific Information]

This section should contain the bulk of the information you need to convey. Include specific details such as dates, deadlines, locations, and any other pertinent data. Use bullet points or numbered lists for clarity if you are presenting multiple pieces of information.

[Instructions or Action Required]

Clearly state any actions that the recipients need to take. Be specific about what is required, how to do it, and the deadline for completion. If the memo is informational only and no action is required, you can state that as well.

Provide information about where students can find additional help or resources if needed. This could include websites, contact emails, phone numbers, or physical locations on campus.

[Closing Remarks]

End with a brief summary of the key points or a restatement of the most critical action items. Offer thanks or express your appreciation for the readers’ attention to the memo.

Include a sign-off with your name and position. You may also include your contact information if it’s not already provided in the memo header.

Part 16 Academic Memo Example

To: All Undergraduate Students From: Dr. Emily Johnson, Dean of Student Affairs Date: April 10, 2024 Subject: Upcoming Academic Advising Week and Registration Deadlines

Dear Students,

I hope this message finds you well as we approach the midpoint of the semester. I am writing to remind you of the upcoming Academic Advising Week and to inform you about important deadlines for course registration for the next semester.

Academic Advising Week will take place from April 24 to April 28. This is a valuable opportunity for you to meet with your academic advisors, discuss your progress, and plan your course schedule for the following semester. Advisors are here to help you make informed decisions about your academic journey, so please take full advantage of this time.

Key Dates and Deadlines: – Academic Advising Week: April 24 – April 28 – Priority Registration Begins: May 1 – Final Registration Deadline: May 15

Please make sure to schedule an appointment with your advisor before April 20 to ensure availability. Appointments can be booked through the student portal or by contacting the advising office directly.

Additionally, I encourage you to review the course offerings for the next semester and prepare a list of questions or topics to discuss with your advisor. Resources such as degree checklists and sample schedules can be found on the university website under the ‘Academic Resources’ section.

If you have any holds on your account that may prevent registration, please resolve them promptly by contacting the appropriate department. Financial aid, library fines, and academic holds are common issues that can be addressed ahead of time.

Remember, planning early helps to ensure a smooth registration process and can contribute to your academic success. Should you have any questions or need further assistance, please do not hesitate to reach out to the advising office at [email protected] or (123) 456-7890.

Thank you for your attention to these important dates, and I wish you all the best in your academic endeavors.

Warm regards, (Name) (Position)

Part 17 Tips for Effective Memo Writing

When writing a memo, get straight to the point. Start by stating your main message clearly and concisely. Your colleagues will appreciate your effort to make the memo simple to understand, which will increase the chances of your message getting across effectively.

Stay Focused

Focus on one topic per memo. Avoid digressing or going off on tangents. It’s helpful to outline your memo’s content before you begin writing, ensuring that the information remains organized and easy to follow. A clear structure will allow your colleagues to grasp your message quickly.

Proofread Your Memo

Take the time to proofread your memo. This means checking for spelling, grammar, and punctuation errors. Also, make sure that your information is accurate and complete. A well-written and polished memo will not only make you look more professional but also increase the likelihood that your message will be taken seriously. If possible, ask a colleague to review your memo—it always helps to have a fresh pair of eyes.

• 5 Exact Examples: How to Write a Strong Self-Evaluation
• 30 Examples - Email Greetings To Use at Work
• 20 Examples: How to Answer the Phone Professionally
• 3 Examples: How to Write a Customer Service Resume Summary
• 42 Communication Skills Self Evaluation Comments Examples
• Effective Nonverbal Communication in the Workplace (Examples)

• FRONT MATTER
• TABLE OF CONTENTS

In many courses, you are asked to submit your writing in memo form, and in some cases your assignments are given to you as memos. This not only gives you practice in writing a professional document, it invites you to see your writing as purposeful and aimed at a particular audience. A detailed instructional memo about memo writing—a "metamemo," if you will—follows.

DATE : August 9, 2008 TO : Users of Style for Students Online FROM : Joe Schall SUBJECT : Writing Memos for your Classes

This memo provides you with tips on writing memos for your classes, with special attention to a memo’s audience, format, organization, content, tone, and style. Because my advice comes in the form of a memo, you can use this document as a model for writing your own memos.

The Audience for a Memo It is useful to begin by considering that a memo is essentially a one-on-one communication between writer and reader. Although a memo may be written to a group of people or with various audiences in mind, usually it is a highly goal-oriented communication between two people who need to share information. When you write a memo to a professor in the classroom setting, you are much like the employee who has been assigned to investigate a problem and report back to a supervisor. Therefore, you are expected to provide concrete information, even information that the supervisor might already know, in a form that clarifies ideas and puts them into context. Finally, a memo enjoys a broader context than an essay; hence, you might refer to other related memos as you write, or you might respond to specific requests made by the audience in your text, in effect, carrying on a professional conversation.

Typical Memo Format The overall format of a memo can be broken down into the heading, the body, and the closing notations. What follows is a brief description of each component.

The Heading The heading has two parts: part one includes two centered lines at the top of page 1, identifying the name of the company or institution on the first line, with the word "memorandum" on the second line; part two includes the "DATE," "TO," "FROM," and "SUBJECT" lines at the left margin, filled in appropriately.

The Body The body of the memo follows the Introduction, and it is usually presented in single-spaced paragraphs with a line skipped between each paragraph. The first lines of new paragraphs can appear at the left margin or they can be indented five spaces.

The Closing Notations The closing notations, used to identify such things as attachments, appear at the left margin two lines below the text of the final paragraph. By simply typing the word "Attachment" as a closing notation, you automatically refer the reader to any attachment, such as a map, a set of calculations, spreadsheets, or a References page.

How Memos are Organized The general organization of a memo mirrors that of an essay: an introduction, followed by body paragraphs, followed by a conclusion. However, the first paragraph of a memo is typically used as a forecasting device. Note how the opening paragraph of this memo defines the memo’s function and reflects its organization. It is sensible to open memos for your classes in the same way, first directly stating the memo’s purpose, then setting forth the organization and noting how the memo can be used.

Organization in the body of a memo is typically characterized by the use of section headings and short paragraphs. Paragraphs should not be too bulky—five or six per page is usually ideal. On the sentence level, you should take full advantage of the same organizational tools that you employ when you write an essay: meaningful topic sentences; carefully selected transition words; focused section headings; indented blocks of cited text; a bulleted series of examples; powerful punctuation marks such as the colon, semicolon, and dash.

Selection and Citation of Content A memo’s content, of course, is guided by the assignment and the research required. It is important to remember as you present the content that selectivity and relevance matter greatly. Your job is to select and present the most pertinent, most current information available to you. Do not hesitate, of course, to let your memo’s content be heavily informed by your research, but also provide your own interpretation and organization of this research.

As in any essay, you must document the sources of your information so that your reader could find the original source of the information if desired. If your memo uses sources, provide the bibliographic information related to your sources on a References page as an attachment at the end of the memo—just as I have in this memo.

A Memo’s Tone and Style Memos for your classes require a highly informative and straightforward tone, but allow for a slightly informal style compared to essays. As in this memo, "I" and "you" are handy because they provide a straightforward way of communicating, but you must be careful not to overuse these terms. Stylish prose is key to good memo writing, and you should not hesitate to use active, interpretive adverbs and verbs and concrete, carefully chosen adjectives and nouns.

A memo need not be written in a dry, dull fashion; rather, it should emulate the same stylistic standards that good prose has always embraced. These standards are summed up neatly in the popular style guide, The Elements Of Style, as follows:

A sentence should contain no unnecessary words, a paragraph no unnecessary sentences, for the same reason that a drawing should have no unnecessary lines and a machine no unnecessary parts (Strunk and White 1979).

As this quote suggests, good prose can achieve elegance by its clarity, efficiency, and sense of purpose.

Conclusion The conclusion of a memo should not simply provide a summary of the memo’s entire contents, but it should be a true conclusion—that is, an articulated conviction arrived at on the basis of the evidence presented. The closing paragraph is the place to spell out the bottom line to the reader. Therefore, I close with my bottom line about writing memos for your classes:

• Study and use standard memo format to present your text;
• Use internal organizational tools such as section headings, topic sentences, transition words, and powerful punctuation marks to enhance the flow of ideas;
• Write with the same clarity, grace, and efficiency expected of you in any essay.

Strunk, William Jr and White, E.B., 1979: The Elements of Style. Macmillan Publishing Company, Inc., New York, 92 pp.

For more information on memo writing, chase down these two websites:

Advice on writing memos from the Writing Center at Rennselaer Polytechnic Institute

Advice on memo writing from The Ohio University College of Business

How it works

Transform your enterprise with the scalable mindsets, skills, & behavior change that drive performance.

Explore how BetterUp connects to your core business systems.

We pair AI with the latest in human-centered coaching to drive powerful, lasting learning and behavior change.

Build leaders that accelerate team performance and engagement.

Unlock performance potential at scale with AI-powered curated growth journeys.

Build resilience, well-being and agility to drive performance across your entire enterprise.

Transform your business, starting with your sales leaders.

Unlock business impact from the top with executive coaching.

Foster a culture of inclusion and belonging.

Accelerate the performance and potential of your agencies and employees.

See how innovative organizations use BetterUp to build a thriving workforce.

Discover how BetterUp measurably impacts key business outcomes for organizations like yours.

A demo is the first step to transforming your business. Meet with us to develop a plan for attaining your goals.

• What is coaching?

Learn how 1:1 coaching works, who its for, and if it's right for you.

Accelerate your personal and professional growth with the expert guidance of a BetterUp Coach.

Types of Coaching

Navigate career transitions, accelerate your professional growth, and achieve your career goals with expert coaching.

Enhance your communication skills for better personal and professional relationships, with tailored coaching that focuses on your needs.

Find balance, resilience, and well-being in all areas of your life with holistic coaching designed to empower you.

Discover your perfect match : Take our 5-minute assessment and let us pair you with one of our top Coaches tailored just for you.

Research, expert insights, and resources to develop courageous leaders within your organization.

Best practices, research, and tools to fuel individual and business growth.

View on-demand BetterUp events and learn about upcoming live discussions.

The latest insights and ideas for building a high-performing workplace.

• BetterUp Briefing

The online magazine that helps you understand tomorrow's workforce trends, today.

Innovative research featured in peer-reviewed journals, press, and more.

Founded in 2022 to deepen the understanding of the intersection of well-being, purpose, and performance

We're on a mission to help everyone live with clarity, purpose, and passion.

Join us and create impactful change.

Read the buzz about BetterUp.

Meet the leadership that's passionate about empowering your workforce.

For Business

For Individuals

How to write a memo: 8 steps with examples

Jump to section

What’s a memorandum?

How to write a business memo in 8 steps, when to write a memo, 5 examples of memos, unleashing the power of effective memos.

Whether you’re planning a meeting or working on a project with dozens of moving parts, effective communication is the key to success. 

But it’s hard to keep everyone in the loop all the time. You can’t always host a 1:1 meeting or talk to coworkers face-to-face when new information arises. Sometimes, all you need is a short notification that alerts everyone at the same time — and does so quickly.

Memos provide a streamlined channel for internal communication. In a short space, you can share vital information with clarity and impact. Here’s the step-by-step process of how to write a memo with specific examples, from crafting a compelling header to including action plans and timelines.

A memorandum, also known as a memo, is a concise written message that quickly and efficiently shares vital information. This could come in the form of an email, Slack announcement, or a piece of paper on a bulletin board, depending on the workplace.

A well-structured memo offers lots of information in a short space. It does everything from announcing changes in company policy to providing vital project updates, all without wasting readers’ time. Anyone can write an email, but memo-writing is a learned skill that takes time to truly perfect.

To create a succinct and comprehensive memo, formatting is key. Just like a professional email , every piece of information plays a role in making the memo easily digestible and actionable — from subject line to salutation . 

Here’s a step-by-step approach to ensure your messages are both effective and clear:

1. Start with a header

To set the stage, always start with a comprehensive header. The header should include the date and the general subject, along with who the memo is to and from. These elements offer context and ensure that readers quickly grasp the basic premise, aiding quick decision-making about the action they need to take.

2. Craft a clear objective statement

The first paragraph of your memo should directly express its purpose in an objective statement or problem statement . This not only helps the recipients understand the memo's relevance, but also ensures they grasp its intent swiftly.

Think of a cover letter . The first line is usually something like “I am writing to…” A memo should have the same clarity so readers immediately know what they’re looking at and why.

3. Provide a comprehensive body paragraph

The body of the memo is where you'll develop your main points, so it should be as comprehensive as possible despite the short space. Always start with critical details as early as possible, then move towards less significant but still pertinent information. 

To enhance readability, structure the body using bullet points or numbered lists. And remember to stay away from unnecessary jargon that may confuse your readers. A memo’s goal is brevity, so make sure it’s easy to understand.

4. Provide background information

If your memo references previous events, circumstances, or memos, include a brief background section. This provides context, orients your readers, and ties your current communication to past events or actions, offering a holistic understanding of the situation at hand.

5. Include action items and timelines

Memos often need to include a call to action that tells readers what to do next, whether that’s to acknowledge receipt or find a meeting room ASAP. Clearly define the steps they need to take, identify the parties responsible, and specify the deadlines for these tasks.

By doing so, you encourage accountability and create a shared understanding of expectations, fostering a more organized and efficient work environment .

6. Add a summary

If your memo tackles a complex issue or is particularly lengthy, add a short conclusion to summarize the most important points. In the absence of face-to-face cues, reiterating the main points through a brief summary reinforces the essential elements of your message, aiding comprehension.

7. Include your contact information

As hard as you may try, communication isn’t always clear. People might have questions about what to do next, and failing to provide a clear path toward those answers could add unnecessary hurdles. 

To avoid this, always add your contact information at the end of your memo, whether that’s your desk location or your Slack handle. This lets your colleagues reach out if they have questions or need further clarification on any points.

8. Add attachments if necessary

If you reference other documents, graphs, or materials, either attach them or provide accessible links. This ensures that your readers have all the resources at their disposal to fully understand and act upon the memo. Linking out also keeps you from adding too much information to the memo itself.

According to Gallup’s 2022 State of the Global Workplace Report, 41% of employees wish they could change their company’s engagement or culture . And communication falls into that category. Meetings, emails, and effective memos all support the interactions that uplift strong culture .

Knowing when to write a memo helps you choose the right type of communication for the situation and avoid information silos . Here are some scenarios where memos shine:

Inform about company policies or changes: If your organization is undergoing changes in policies, procedures, or strategies, a memo is an excellent way to update staff. It ensures uniform understanding and gives everyone the chance to ask questions as soon as possible, saving time and stunting the spread of misinformation.

Raise awareness about an issue: If a significant issue is impacting your organization's functioning, a memo brings it to everyone's attention. In this situation, a memo is also vital for overall engagement and the employee experience because it keeps people in the loop on important issues and reinforces the value of their contributions.

Provide updates on a project: Memos are a great tool for informing stakeholders about a project's progress, timeline adjustments, or resource requirements. Informing everyone of all the project's deadlines and ongoing developments prevents roadblocks and helps projects run smoothly.

Make a request: A memo effectively communicates formal requests, including those for resources, approvals, or feedback . By clearly articulating the reasons and potential benefits of your request, a memo acts as a persuasive tool for support or approval. It can also anticipate and address possible questions.

Recognize employee achievement: Memos are also a method for acknowledging outstanding employee performance a nd achievements like a promotion . This has the multipurpose effect of expressing recognition for hard work while emphasizing company values , boosting morale , and fostering a positive work environment.

To help you better visualize how to write a good memo, here are five memo examples for different situations:

1. Change in policy memo 

This example not only outlines changes in company policy, but also explains the reasons behind the change. It encourages questions and tells readers exactly where to go for more information, offering transparency and support.

To: [person or department name]

From: [person or department name]

Date: [insert date]

Subject: [subject] Policy Change

I'm writing to inform you of an important update regarding [policy]. Effective [date], we will be implementing changes to [specific details of the policy changes].

The purpose of this change is to [explain the rationale behind the change and its benefits]. We believe that these adjustments will contribute to [goal].

Please take the time to review the attached document outlining the updated policy in detail. Should you have any questions or concerns, feel free to reach out to [contact person or department].

Thank you for your attention to this matter.

Best regards,

2. Project update memo

An update memo keeps everyone informed about a project's progress, any changes to the original plan, or any challenges along the way. This ongoing communication helps preempt problems and ensures everyone is working towards the same goals.

Subject: [project name] Update

Here’s an update on the progress of [project name]. Here are the key developments since our last update:

• [a summary of tasks and milestones]
• [any challenges or issues and how they were resolved]
• [any adjustments to the project timeline or scope, if applicable]

Overall, we’re making steady progress and remain on track to meet our goals. Please stay vigilant and continue to give your best effort to ensure the successful completion of this project.

If you have any questions or need further clarification, please don't hesitate to reach out to me. Let's keep up the excellent work!

3. Issue alert memo

This type of memo raises awareness about a specific issue affecting the company, a department, or a specific project. Besides highlighting the problem, it may also suggest potential steps to address it, encouraging proactive problem-solving within the organization.

Subject: [subject] Issue

I'm writing to bring your attention to an issue with [subject]. It has come to our attention that [describe the issue and its impact on the company or employees].

We understand the potential challenges that this may pose and are actively working on resolving the situation. In the meantime, we encourage everyone to [provide any necessary instructions or precautions].

Rest assured that we’re taking this matter seriously, and we will keep you updated on any progress or further instructions. If you have any insights or suggestions related to this issue, please share them with [contact person or department].

Thank you for your understanding and cooperation.

4. Request memo 

A request memo formalizes a need for resources, feedback, or approval. By clearly outlining the reasons behind the request, you effectively communicate the need for these items and the impact they could have on the team.

Subject: [specific request]

Hi [person or department name],

I hope this message finds you well. I'm writing to formally request [specific request]. This is because [provide a concise explanation of the request, including its importance and potential benefits for the company].

I’ve attached a detailed proposal outlining the specifics of the request, including [details, supporting data, and relevant information]. 

Should you have any questions or require further information, please don't hesitate to reach out to me. I appreciate your attention.

5. Employee recognition memo

According to data from Gallup, employees who don’t experience enough recognition are twice as likely to say they’ll quit in the next year .

A memo is a quick way to give kudos and celebrate an employee's achievement or contribution to the company. Not only does it express appreciation for hard work , but it also boosts morale and fosters a healthy environment for everyone.

Subject: Quick kudos

Let’s all take a moment to appreciate [employee name] from [department/team]’s exceptional performance and dedication. They have consistently demonstrated [specific achievements, qualities, or contributions].

Their hard work and commitment to excellence have been truly remarkable and deserving of recognition. [employee name]’s efforts reflect positively on the entire team and contribute to our overall success as a company.

Please join me in congratulating [employee name] for their outstanding achievement. We appreciate their continued dedication and professionalism. Let's celebrate this milestone and continue to inspire and support one another in our respective roles.

Warmest congratulations once again!

Mastering how to write a memo is an essential skill in the corporate world because it lets you convey a message with clarity and simplicity.

Whether you're drafting a project update or learning how to write a memo to your boss, you can become a better communicator and break down silos. Never underestimate the power of a well-structured and purposeful memo.

Elevate your communication skills

Unlock the power of clear and persuasive communication. Our coaches can guide you to build strong relationships and succeed in both personal and professional life.

Elizabeth Perry, ACC

Elizabeth Perry is a Coach Community Manager at BetterUp. She uses strategic engagement strategies to cultivate a learning community across a global network of Coaches through in-person and virtual experiences, technology-enabled platforms, and strategic coaching industry partnerships. With over 3 years of coaching experience and a certification in transformative leadership and life coaching from Sofia University, Elizabeth leverages transpersonal psychology expertise to help coaches and clients gain awareness of their behavioral and thought patterns, discover their purpose and passions, and elevate their potential. She is a lifelong student of psychology, personal growth, and human potential as well as an ICF-certified ACC transpersonal life and leadership Coach.

How improving your concentration helps your memory

Learn what process mapping is and how to create one (+ examples), what is lateral thinking 7 techniques to encourage creative ideas, learn to let it go: how to deal with career disappointment, how to make a daily schedule: tips and examples, how to prioritize tasks: 7 tips to perfect your workflow, how to create a work plan (with template), squirrel how to increase attention span so you get stuff done, curious wanting to learn more is key to career success, similar articles, how to write an exciting promotion announcement, how to write an executive summary in 10 steps, how to create a scope of work in 8 steps, write thank you letters after interviews to stand out as job applicant, how to call in sick and what to say (with examples), 8 tips on how to write a professional email (with examples), take the initiative: a how-to guide in 10 steps, write an intro email to a new team to start your job on the right foot, how to send a reminder email that’s professional and effective, stay connected with betterup, get our newsletter, event invites, plus product insights and research..

3100 E 5th Street, Suite 350 Austin, TX 78702

• Platform Overview
• Integrations
• Powered by AI
• BetterUp Lead™
• BetterUp Manage™
• BetterUp Care®
• Sales Performance
• Diversity & Inclusion
• Case Studies
• Why BetterUp?
• About Coaching
• Find your Coach
• Career Coaching
• Communication Coaching
• Life Coaching
• News and Press
• Leadership Team
• Become a BetterUp Coach
• BetterUp Labs
• Center for Purpose & Performance
• Leadership Training
• Business Coaching
• Contact Support
• Contact Sales
• Privacy Policy
• Acceptable Use Policy
• Trust & Security
• Cookie Preferences

• Writing Center

Click here to download a .pdf of our Memo Guide !

Last updated : October 7, 2023

Consider keeping a printed copy to have when writing and revising your resume!  If you have any additional questions, make an appointment or email us at [email protected] !

Writing a Memo

Memos have a twofold purpose: they bring attention to problems, and they solve problems. They are used to relay day-to-day communication within organizations. Memos are used to convey decisions, meeting agendas, policies, internal reports, and short proposals. Though there are conventions that memos generally follow, the formatting and layout of a memo may vary per country, organization, audience, and message. The following depicts a sample memo and a quick guide to writing an effective memo.

Quick Guide to Memos

1. format your memo using block format..

• Heading – Include the “Date:”, “To:”, “From:”, and “Subject:” lines. A title of “Memo” or “Memorandum” may be requested at the top of the memo, center aligned, with or without capital letters.
• Date: (month day, year) e.g. July 3, 2023
• To: (readers’ names and job titles) e.g. Boise State University Students
• From: (your name and job title) e.g. Boise State University Writing Center
• Subject: (what the memo is about) e.g. How to format your memo heading!
• Opening segment – In the opening paragraph, state the purpose of communication, overview of message, context & problem, and or specific assignment & task.
• Block formatting – Memos typically follow block formatting rules: the entire message is left justified, single spaced except for an added space between paragraphs, with no extra indentation for paragraphs.

2. Choose an appropriate tone for your audience.

• Memos circulating within an organization reflect that organization’s work culture. Compared to formal communication outside an organization, these memos may be more semi-formal to informal.
• Audiences who are more “traditional” (the word is used loosely here) may necessitate higher formality. Friendly communications between co-workers is likely to be semi-formal. Informal, colloquial language is best reserved for talking to well-known associates or colleagues.
• Audience is very important when it comes to tone. Tone needs to be based around what the audience knows, needs to know, and what action should be taken.
• An effective memo is both detailed and concise. Things needs to be described accurately and well enough to understand, but not filled with unnecessary information

3. When and why to write a memo.

• Ensure that each of the memo’s recipients needs the information it contains. To whom is it relevant?
• Ensure that a memo is the appropriate genre and medium to communicate the message. Would it be more appropriate to communicate the information via a phone call, web call, or in-person?
• Memos are most effectively used when sent to a small to moderate number of people to communicate company or job objectives.

The Writing Center

• Product overview
• All features
• App integrations

CAPABILITIES

• project icon Project management
• Project views
• Custom fields
• Status updates
• goal icon Goals and reporting
• Reporting dashboards
• workflow icon Workflows and automation
• portfolio icon Resource management
• Time tracking
• my-task icon Admin and security
• Admin console
• asana-intelligence icon Asana Intelligence
• list icon Personal
• premium icon Starter
• briefcase icon Advanced
• Goal management
• Organizational planning
• Campaign management
• Creative production
• Content calendars
• Marketing strategic planning
• Resource planning
• Project intake
• Product launches
• Employee onboarding
• View all uses arrow-right icon
• Project plans
• Team goals & objectives
• Team continuity
• Meeting agenda
• View all templates arrow-right icon
• Work management resources Discover best practices, watch webinars, get insights
• What's new Learn about the latest and greatest from Asana
• Customer stories See how the world's best organizations drive work innovation with Asana
• Help Center Get lots of tips, tricks, and advice to get the most from Asana
• Asana Academy Sign up for interactive courses and webinars to learn Asana
• Developers Learn more about building apps on the Asana platform
• Community programs Connect with and learn from Asana customers around the world
• Events Find out about upcoming events near you
• Partners Learn more about our partner programs
• Support Need help? Contact the Asana support team
• Asana for nonprofits Get more information on our nonprofit discount program, and apply.

Featured Reads

• Project management |
• How to write a memo for effective commu ...

How to write a memo for effective communication (with template)

A memo is a document or message sent to an entire team, department, or organization to inform teams about what is happening in the company. Memos are great for notifying employees about new policies or best practices, requesting project feedback , summarizing action plans, and more. Learn how to create an effective memo and when to use one.

Effective communication is super important. But you also want to make sure it's easy to digest. Having a templatized way to do that can not only make it easier to create communication—but also for your employees to digest it.

Our guide covers what a memo is, when to send one, how to create the format, and tips for writing a memo effectively. Then, use our free memo template to give you a roadmap to success.

What is a memo?

A memo, also known as a memorandum, communicates information throughout an organization. Unlike a one-on-one message, memos usually have a larger audience.

This letter is usually sent to an entire team , department, or organization to inform employees about things happening in the company. A memo can be about any important topic with wide-scale relevance, from a policy change to new clients to budget cuts.

This type of communication can be created and sent electronically or printed as a physical handout. Even if you know everyone in your chain of communication, keeping these documents polite and professional is important. When in doubt, omit the emojis, texting language, and abbreviations to make your message come across more professional.

Reasons to send a memo

There are many reasons someone would send out a memo instead of a regular email. While an email is a casual form of communication, a memo is more official and becomes part of the company record. 

Employees take memos more seriously. As a result, memos tend to be much more effective with cross-organizational communication. We’ve outlined some of the most common reasons below.

A memo can:

Explain policy changes

Announce upcoming meeting agendas or events

Announce budget cuts

Summarize action plans

Describe the onboarding of new clients

Detail minutes from a meeting

Request recommendations or feedback

Notify employees of a company problem or solution

Sending an electronic memo to groups of employees is beneficial because it gives them a centralized location to view company details. Everyone receives the same information at the same time instead of hearing it through the grapevine.

How to format a memo

There are several ways to structure a memo, but most memos have the same formatting elements. Feel free to customize your memo template to match the tone and content of the message you want to send.

First things first: get off on the right foot by starting your memorandum with a great subject line. The best memo subject lines should be as specific as possible.

For example, instead of labeling your memo letter as “Company Event,” make the subject line “Annual Holiday Party: Date and Details.”

A clear subject line lets people know exactly what your memo describes before opening it. It also makes finding the memo easier because that means employees won’t have multiple memos with the same subject line in their inbox.

There are several key factors you should include in your memo heading. Always have the date, who you’re sending it to, and who the memo is from. This information will provide context about the message’s contents. 

Body message

The body of the memo captures the main purpose of the message. Use the opening paragraph to state precisely what the rest of the document will be about. Keep the beginning section short to get your message across most effectively. 

Paragraph 1 : Use statements such as “I am writing to inform you” and “I am requesting information on” at the beginning of this paragraph. This first paragraph should include the most important information in the memo. 

Paragraph 2 : The second paragraph will give you a chance to provide additional details and dive more into the topic.

Paragraph 3 : Your third paragraph is where you give your request. An example of this would be asking a department for feedback on a project , or to RSVP to a company event by a certain date.  

Some memos don’t have an ask associated with the information you present. If this is the case, then you can use that space as an opportunity to thank your colleagues for their time.

Before sending a memo to your coworkers, check your mass communication policy at your company. Some companies will require additional steps, such as adding your organization’s logo, company name, or having standardized font sizes. You might also need to get approval or permission before sending it out.

Tips for writing a memo

Now that you know what to include in your memo, it’s time to hone in on the correct tone and formatting. Below are some tips to keep in mind when writing an effective business memo.

Keep a professional tone : Always keep your tone professional, but feel free to tailor it to your audience and objective.

Avoid acronyms and abbreviations : Spell out acronyms and abbreviations so all recipients can understand your message.

Keep your memo to one page : Try to fit your copy into three paragraphs to briefly get your point across.

Use attachments when necessary : Feel free to add attachments or flyers to give additional context to your memo if needed.

Think about your target audience : Change the message of your email depending on who you’re writing to.

Keep formatting consistent : Maintain the same font, paragraph structure, punctuation, and grammar throughout the piece.

Stay clear and concise : Make your request or announcement at the beginning of the memo document.

Remain objective : Stick to the facts and refrain from personal bias when writing a business document.

By following these tips and knowing what to include, you can create a professional and concise memo time and time again.

Types of memos

There are three memo styles: suggestive, confirmation, and request. The general format and business writing style remain similar among the three types of memos. The difference lies in looking at your audience, tone, and object. 

Suggestive memo

Sending a suggestive memo is a great way to find solutions to company problems. They often encourage creative thinking , brainstorms , and group discussions. 

When you’re sending a suggestive memo, it’s best to use positive and encouraging language. This language will help to get your coworkers excited to find out-of-the-box ideas.

Example: Send a suggestive memo if you’re an advertising agency looking for a group discussion on new ideas for a brand campaign.

Confirmation memo

Use confirmation memos to confirm verbal agreements by putting them in writing. Make sure to highlight the important aspects of the agreement between the parties, so everyone has a clear understanding of the objectives.

End the memo document by asking the other party if they need additional clarification or need to change any details. This will help avoid any mix-ups or misunderstandings once the project begins.

Example : If you are a team lead of a marketing team, you may send a confirmation memo to your company’s DevOps team while collaborating on a project. It would cover the project deliverables , make sure all stakeholders understand the project scope , and ensure no one has any questions.

Request memo

A request memo is a document or email you can send your company when you have a request. Start this type of memo by justifying why you need a request completed.

Keep your tone professional and persuasive when you give your recommendations for how to solve the problem. While this type of language is always recommended in memos, it’s especially important in request memos.

Example: You would send a request memo if you are a human resources manager and are requesting employees to fill out their insurance information before a deadline.

Memo template

Use our memo template to organize your document and create a successful message each time. When you send out your memorandum, make sure to effectively fill out your subject line, header, and body message.

Project management tools and memos will help you streamline communication

Using a memo template will help you communicate with everybody in your company. Combining it with a project management tool can help you keep all of your memos in one place and allows you to easily send memos to lots of stakeholders and team members. You can even connect memos directly to action items to bring these to-dos and messages to life.

Related resources

What are story points? Six easy steps to estimate work in Agile

What is a flowchart? Symbols and types explained

How to choose project management software for your team

7 steps to complete a social media audit (with template)

Memo Examples

#scribendiinc

Written by  Scribendi

Like most forms of writing, memos come with so many rules, instructions, and suggestions that it's easy to forget a few. Since we've already addressed the dos and don'ts of how to write a memo , let's take a moment to look at these rules in practice using the below memorandum examples.

Features of a Memo

While reading over these memo writing examples, pay special attention to the key features of a memo. ask yourself the following questions:.

• Is it addressed to the right audience?
• Does the subject line accurately convey its contents?
• Does it anticipate and address potential objections?
• Is it formatted clearly and consistently?

Learn from Our Memo Format Example

When considering memo writing examples, pay close attention to the structure.

• The opening paragraph should restate the memo's purpose indicated in the subject line.
• Notice also how each of our memo examples' subsequent paragraphs build on this opening statement and explain the memo's purpose in detail.
• Unnecessary information should be removed, and word choice should remain straightforward and professional.

If you are unsure what to include and what to omit from your memo, send it to Scribendi's five-star proofreading service . 

For an example of standard memo writing format, read on.

Memo Example 1: A General Office Memo

To: All Staff

From: The Manager

Date: May 27, 2021

Subject: Inappropriate use of time on Google Doodle games

It has come to my attention that many in the office have been spending time on the Google home page microgames. This memo is a reminder to use your work hours for work.

According to a recent article, the estimated daily cost of people collectively playing these games instead of working is over $120 million—which is calculated based on the daily average increased time spent on the Google home page (36 seconds).

If these estimates are applied to our 600 office employees, this results in a nearly $700 weekly loss.

This is a conservative estimate considering the extensive discussions that occur about beating the office's current high score. The extra cost quickly adds up.

Of course, we don't want you to view our organization as a place of drudgery and draconian rules. I encourage a fun and competitive environment, and I recognize that we certainly won't be profitable if you are unhappy or dissatisfied with your jobs. This is just a reminder to be careful with your use of company time.

The Manager

Wright, Tony. (2010). The Tragic Cost of Google Pac-Man – 4.82 million hours . Retrieved May 26, 2010 from: https://blog.rescuetime.com/the-tragic-cost-of-google-pac-man-4-82-million-hours/

Memo Example 2: A Departmental Memo

To: Computer Programming Division

From: Vice President Lumbergh

Date: February 19, 2021

Subject: Attaching cover sheets to TPS reports

This is to remind the division that, starting today, we are now filing all Testing Procedure Specification (TPS) reports with new cover sheets.

The reason for this change is simple. In addition to a new format, the cover sheets provide a summary of the report as well as the updated legal copy. The new cover sheets also include Initech's new logo.

Though this change may initially seem like a headache and an extra step, it is necessary to include the new cover sheets due to their updated information. Failing to do so will result in a confusing and inaccurate product being delivered to our customers.

Please be sure to follow this new procedure.

Best regards,

Vice President Lumbergh

Memo Example 3: A Memo Example to Students

To: All First-Year Psychology Students

From: Professor Jenkins

Date: October 23, 2021

Subject: Update to this week's assignment

Dear Students,

This is to let you know there is a mistake in the reading list for this week.

The literature list you all received is from last year and is outdated. We have since made changes, and these changes are outlined below.

Instead of reading Chapters 1–3 of The Science of Psychology , and Chapters 6–8 of Neurobiology , read Chapters 2–3 of The Science of Psychology  and Chapters 5–8 of Neurobiology .

Please be sure to follow these new instructions.

Professor Jenkins

By following these memorandum examples and our memo writing format and addressing your audience in clear, concise language, you'll make your correspondence more effective. 

If you're short for time or would like an expert to review your memo, try Scribendi's proofreading service . 

Polish Your Writing with Professional Proofreading

Try our business proofreading service , or get a free sample, about the author.

Scribendi's in-house editors work with writers from all over the globe to perfect their writing. They know that no piece of writing is complete without a professional edit, and they love to see a good piece of writing transformed into a great one. Scribendi's in-house editors are unrivaled in both experience and education, having collectively edited millions of words and obtained numerous degrees. They love consuming caffeinated beverages, reading books of various genres, and relaxing in quiet, dimly lit spaces.

Have You Read?

"The Complete Beginner's Guide to Academic Writing"

Related Posts

10 Reasons to Hire a Professional Editor

How to Write a Formal Letter: Professional Letter Format & Examples

How to Write a Memo

Upload your file(s) so we can calculate your word count, or enter your word count manually.

We will also recommend a service based on the file(s) you upload.

English is not my first language. I need English editing and proofreading so that I sound like a native speaker.

I need to have my journal article, dissertation, or term paper edited and proofread, or I need help with an admissions essay or proposal.

I have a novel, manuscript, play, or ebook. I need editing, copy editing, proofreading, a critique of my work, or a query package.

I need editing and proofreading for my white papers, reports, manuals, press releases, marketing materials, and other business documents.

I need to have my essay, project, assignment, or term paper edited and proofread.

I want to sound professional and to get hired. I have a resume, letter, email, or personal document that I need to have edited and proofread.

 Prices include your personal % discount.

 Prices include % sales tax ( ).

Business growth

Business tips

How to write a memo (and all the templates and examples you could need)

Memos are the unsung heroes of business communication and, ironically, a Hollywood tool used to patch over glaring plot holes that 12 writers in a room couldn't figure out. I'm no seasoned Hollywood critic, but "Didn't you get the memo?" must be one of the most overused catalyst phrases in cinematic history.

In business applications, memos are simple documents that briefly and accurately convey internal communications in a way that lengthy reports can't. The whole idea is to highlight important or urgent information in a digestible format.

Contrary to common belief, memos aren't always written on sticky notes and don't always fix bad screenwriting. But they do facilitate internal communication in a unique way that has kept them present in the business world for decades running.

Table of contents:

What is a memorandum (memo)?

A memo is a concise written message that communicates important information like directives, updates, announcements, or policy changes. While a report includes context, conclusions, and detailed information, a memo briefly highlights a specific point whenever you just need to hit the broad strokes quickly and get a head start on any urgent internal developments.

I like to think of sirens as the memo and the police officer at my window as the full report. The former does a great job of alerting me to my shortcomings as a driver, and the latter lets me know exactly how. 

How to write a memo

Pop culture would have you believe that you need sticky notes or tiny cards to write a memo. Giving credit where it's due, "The Office" managed to do its part to dispel the stereotype, and I'm sure all memo enthusiasts are ever thankful for the effort.

While there's no restriction on the size or color of the paper you use, the font, or background colors you feel are most soothing for urgent news, there's a memo format that helps this message provide all the information it's intended to deliver and remain brief at the same time. 

I'd like to demystify yet another business tool that Hollywood just decided to overwork for three decades and show you how to write a memo in four easy steps.

1. Write a clear and concise heading 

Your heading makes it clear who the memo is from, who it's for, and what it relates to, as well as the date of its distribution. A well-written heading identifies the parties the message is meant for and the main topic of conversation.

TO: Sales staff

FROM: John Daxler

DATE: 02/10/2024

SUBJECT: Shipping policy changes

2. Include a simple introduction

Your introduction should take up the first two or three sentences of the memo's body. This is where you provide context, summarizing the subject and pointing out the purpose of the message.

Considering the response we've received from customers regarding our shipping policies, we're making some changes to accommodate our users and facilitate future transactions. These policy changes will be implemented on 03/01/2024.

3. Write a body that accurately captures your message 

With the introduction providing just enough context for the reader to understand the point of the memo, it's time to focus on providing a bit more detail. 

Start by making a list of any resources, contact points, or action items that relate to the matter at hand. Outline these details in the body, so your team knows what to do next.

The policy changes include reduced shipping fees in most categories and a new order return process. We anticipate that with these changes, there will be more efforts to recruit sales personnel and expand our team.

For reference, see the detailed report of these policy changes as well as the new fee change guidelines attached.

4. Conclude with a professional closing statement

If you have any questions, feel free to reach out to me or Clarissa Jones via email or Zoom Chat. We're happy to support you however we can as the new policy goes into effect.

5 memo templates to get you started

Policy change memo.

This memo template contains a section dedicated to the policy change's most important details, like an outline of the previous policy, a brief description of the new policy, and the date that the change goes into effect. This information should always be shared first to clearly communicate the change.

The second section of the body contains the reason for the policy change and some context regarding the expected impact on employees and the next steps.

Tip: Outline the previous policy details in the memo, so readers can easily identify the changes.

Meeting agenda memo

This memo template focuses on breaking down a meeting into easily digestible bullet points that outline the structure of the meeting and briefly explain each topic of conversation. This helps keep your team aligned, organized, and focused, so the meeting can be as productive as possible.

Tip: Provide your team with a timeline for submissions ahead of the meeting to allow time for creative contributions.

Progress report memo

Progress report memos often come across as any report would. The difference is in the amount of detail and context included in the document. A progress report memo shouldn't delve too deep into the nitty-gritty of your hard-earned retainer—it should concisely highlight key achievements.

Tip: Use the "Challenges encountered" section to keep your team in the loop regarding difficulties that need to be considered for upcoming milestones or future progress report memos. 

Instructional memo

Instructional memos can be very helpful when a new process is implemented or when a new hire needs to be informed about how to accomplish a certain task. This memo is a step-by-step guide at its core.

Tip: Make sure to provide more detailed resources or training materials that further elaborate on the contents of the memo.

Request memo

Request memos are one of the most popular types of memos and are used for both internal and external communication. For example, an employee could use a request memo to seek additional resources for a project or approval to attend a training event. A business can also send a request memo to a supplier requesting a quote for services or goods.

Tip: Since it's a request, make sure your memo provides enough context and background information to be as persuasive as needed. 

Business memo examples in action

I realize that memos aren't the most cinematic item on anyone's mind, but I'm determined to go the extra mile that movies will not and show you what a memo looks like in practice.

Office closure memo

Depending on where you live, this might be a familiar sight. I've worked in tropical weather for the majority of my career, so this particular memo is just a bizarre mythical thing that I deny exists on Reddit threads.

If such a thing existed, it would efficiently highlight the issue, the solution, and most importantly, the dates it pertains to. In this example, the date in question is mentioned three times. 

Company event memo

Memos for team events and company picnics generally read like an invitation, with the event details highlighted at the very beginning of the document. This way, your team will already be putting together a plan to keep Matthew away from the grill 10 seconds into reading the memo.

PTO policy change memo

This example of a policy change memo is long compared to what you might expect, but given the topic, it's imperative to provide as much context as possible before people start banging on your door with pitchforks to talk about PTO.

The way it's presented reflects exactly what the change is about and shows employees it's a positive adjustment that warrants absolutely no pitchforks on company grounds.

Strategy meeting agenda memo

Tips for using memo templates effectively

While a template can help you write a well-structured memo, it's important to make it your own. Be it the writing style, the visual aspect, or the information itself, business communication is most effective when it's personalized.

Incorporate your brand: You can use your company logo and unique brand colors or themes.

Ensure consistency in memo writing: As memos become a part of your communication processes, it's important to be consistent in how they're written and presented.

Implement a review and revision process: Reduce the chances of errors and typos by having a reviewer proofread your memo and approve its contents.

I've always believed that seamless business communication isn't about copying and pasting a complex system that might not work for your company. It's more about making the most of available communication tools and channels until they naturally develop into a system that serves your needs.

Will you be annoyed every time a coworker says, "Did you get the memo?" Yes, you will be. Will it be time-consuming to keep up with this form of business communication? Also yes. But that's a give and take every business reaches in its own time. 

Related reading:

Get productivity tips delivered straight to your inbox

We’ll email you 1-3 times per week—and never share your information.

Hachem Ramki

Hachem is a writer and digital marketer from Montreal. After graduating with a degree in English, Hachem spent seven years traveling around the world before moving to Canada. When he's not writing, he enjoys Basketball, Dungeons and Dragons, and playing music for friends and family.

Related articles

How to start a successful side hustle

11 management styles, plus tips for applying each type

11 management styles, plus tips for applying...

Keep your company adaptable with automation

How to enrich lead data for personalized outreach

How to enrich lead data for personalized...

Improve your productivity automatically. Use Zapier to get your apps working together.

Advisory boards aren’t only for executives. Join the LogRocket Content Advisory Board today →

• Product Management
• Solve User-Reported Issues
• Find Issues Faster
• Optimize Conversion and Adoption

How to write an effective memo: Format with examples

If you have to communicate something to your colleague, boss, or a group of people in your work environment, what do you do? Think!! Many ways, right?

Maybe you call them. You might send a letter, an email, or a text. What about a Skype chat, Slack, or WhatsApp? You might even drop a sticky note at their desk!

Well, all these ways fall under any of the two categories of communication — formal and informal. Sometimes, informal communication is referred to as casual communication.

Let’s only talk about the formal category. An email, letter, or formal invite and convey of a message. There is one method that’s been used way back from the 1800s era of business — a memo !

Have you heard of it? Definitely in one way or another. But what is it? When do you use one? What should be in it? And how effectively can we use it as a powerful tool for formal communication? Let’s learn in-depth here…

What is a memo?

Memo is short for “memorandum.” In Latin, memorandum means “that to be remembered.”

In business, you might need to send many messages — to your team, to stakeholders , to customer groups, etc. — that need to be remembered. You might also receive important information from your HR department, the finance team, executives, the board of directors, etc.

These messages can also be urgent. At the end of the day, they’re all nothing but memos. Let’s define what that means:

A memo is a brief, formal document usually shared with an internal group of people to convey information, bringing it to the group’s immediate attention, effective immediately.

A memo can be any information you want your group to remember and act on. Maybe it’s an update to the operational process, an update for a financial reimbursement policy, a delay in the project timeline, a risk that is occurring and unforeseen, etc.

You see, all this information needs to be remembered by the audience you are sharing with and needs to be acted upon accordingly. In law, you would see MOUs or MOAs. They’re actually external documents, whereas, in business, a memo is mostly used for internal groups.

Different types of memos

If you search for this online or talk to a few old-time leaders in the organization, you’ll probably see or hear about the following types of memos:

• Meeting minutes or summary memos
• Reporting memos
• Incident or root-cause memos
• Inquiry or response memos
• Directives or procedure memos
• Progress or status memos
• Warning or notice memos

They’re self-explanatory. If you try to categorize your memos, you will definitely have the above ones on your list (and maybe more).

Writing a memo is an art rather than a standard.

No standards need to be followed. Rather, you should know when to write a memo and what to include in your memo. Let’s talk about that now.

Over 200k developers and product managers use LogRocket to create better digital experiences

When to write a memo

You should write a memo when

• Information should be brought to the immediate attention of the audience/group
• Information needs to be acted upon

You might be thinking, is this not why we have “for your information,” “for your reference,” or “for immediate action” emails that we send and receive? A short thought for modern-day communication would be yes. But, a memo has much more to that because it’s more formal.

All the types of memos mentioned above fall in one or both of the scenarios we mentioned here.

What does a good memo have?

Now that we know when to write a memo, a very important next step is to learn how to write one and what should be there in it to call it a good memo. You might be thinking that there should be some format to write a memo, and yes, there is one. But that doesn’t limit you to follow the same.

Let’s write an example memo to see how exactly it can look and cover our bases of a popular format for you to start with:

The above is the memo I wrote to my sales team sometime back. I edited it to remove actual feature names and call them just Features A and B, changed the actual dates to current ones, and added marker text in bold for you to identify each section. I also added headers to show you more formal information, even though it was an email I sent to the sales department.

Do you think I wrote a good memo? 🙂

Well, not so important. The important part is its different sections. Let’s look at them one by one:

When you write a hard copy on paper or in a PDF document, you’ll probably see it more evident. But in an email, you might not notice it.

More great articles from LogRocket:

• How to implement issue management to improve your product
• 8 ways to reduce cycle time and build a better product
• What is a PERT chart and how to make one
• Discover how to use behavioral analytics to create a great product experience
• Explore six tried and true product management frameworks you should know
• Advisory boards aren’t just for executives. Join LogRocket’s Content Advisory Board. You’ll help inform the type of content we create and get access to exclusive meetups, social accreditation, and swag.

The header is the first part of the memo. It has the following:

• Date — a date when it is sent or when it will be effective unless mentioned otherwise
• To — a recipient; usually, a group to whom the information or action applies to
• From — yourself usually. It is the person, well-defined group, or entity sending the memo
• Subject — a line that tells most of the information in the memo. It actually previews what the memo is all about

Purpose/introduction

The name says it all. It is a brief explanation of what we are about to cover in the entire memo. This is the most powerful part of a memo. It gives the reader an objective and clear understanding. A good memo ensures that this section covers:

• A clear purpose of the writing
• An objective of the writing that can also become actionable

Background/context

This section of the memo is subjective to the kind of memo you are writing. Most of the time, you need the audience to have a certain background or context to understand the memo.

Maybe in a case where you are sending information to your own team about a line item that they already know, you skip it and that’s absolutely fine. But a good memo always gives a background and sets the context for the reader before publishing its story and action.

Actual message

Anything you call it, it is the main part of the memo — the actual message you are conveying to the audience.

In my above example, I have it clubbed in the background paragraph and that’s absolutely fine. The intent is to ensure the intent is conveyed to the audience.

There may or may not be any action(s) for the audience to take. But if there is, you should always convey it as a separate section (paragraph) in your memo.

Wrapping it up/conclusion

Always conclude your write-up. The two main reasons to write a conclusion are:

• To summarize — this ensures the message is repeated and is remembered well. It’s also so the reader knows the important steps that need to be taken or remembered from this memo
• To lighten up — this ensures the message is perceived in the right way and got the message across without leaving panic or worry

In the above example, I have written the “cover” style conclusion rather than the summary. This is because the news I shared is not positive and there was a need for me to reduce the panic of it. What to conclude with is on you, but a good memo always finishes with the right message to the audience.

Tips for writing a good memo

You can use all the creativity you have, templates you find online or from Microsoft Office, and think “I have written it the best way possible.” And, of course, it may be the best for you. But, it may not be the best for the audience. Maybe they don’t take it well and have questions. What do you think the best memo is? To put it simply, what is a good memo?

You can find many tips online to keep it simple, to write the main point only, not to use emotional words, etc.

I don’t think these are bad, but these are subjective and contextual. These tips are good to know but better to decide based on your context.

Let’s learn what I have always followed. My personal tips on writing good memos are:

• Never forget to write the purpose at the beginning. The purpose always gives a clear objective to the reader about your intent to write this memo
• Never detail your subject line. I have seen lengthy subject lines telling it all. Some feel it’s easy and readers may not feel like they even need to open the letter/email. That’s bad. Ensure your subject line summarizes the memo in one line. It should encourage the reader to open up your letter/email and read, rather than having a thought that they already know what’s in the email and that they can skip over it
• You can skip certain sections depending on the context, but never exclude the conclusion of your memo. This is an important section where the reader needs to know what it means for them
• Never forget the situation in which you are writing the memo. The situation you are addressing has a lot of importance in how you direct your words. This is important, you are addressing a group of people and they have to receive it with the correct intent
• Never write a story that goes on for pages. In my entire career, there was no need for me to write more than a page. Your memo should be brief and only communicates the actual message and actions

And then there are certain tips that are common and must be followed. You should ensure:

• That you are addressing the correct group of people (audience)
• That you have dated it correctly. Also, be explicit if the date is effective as of (insert date)
• That you have a subject line. Some people really do miss this part
• That you understand the objections after reading your message and address those in your memo upfront
• That you have formatted the memo correctly and cleanly

Can you write just anything in a memo?

Once my colleague from another team wrote a memo of appreciation to my team members. I never thought MOA could also stand for this 🙂

There was no action to take and there was no information that needed immediate attention.

An appreciation is an email or a letter, but it cannot be a memo. Likewise, people often confuse themselves when they are addressing a group with a piece of information. Not everything can fit in a memo even though you are writing it to a group.

An appreciation, a request, a call-out, a vacation plan, etc. don’t become a memo. You have to understand that a memo is for an audience to remember in the foregoing contexts and to take action accordingly. Use a memo as a tool only when you have that kind of information to publish.

When do product managers need memos?

If you are a product manager and thinking “why does a product manager need to write a memo?” I do and have been using memos to communicate for many years.

Likewise, product managers have many cases where they communicate status, progress, and risks to stakeholders, administrative groups, executive groups, customer groups, and more. And all these have actions that need to be communicated.

A memo written in a good format helps PMs communicate the intent correctly and provide the right set of actions to their audience. A memo becomes a powerful tool for a product manager when they learn to write them effectively and know when to use them properly.

Let’s wrap up. You have read it till now and say you have understood the art of the memo! A memo is a document that helps you write key information that needs immediate attention.

It is a powerful tool if you know how and when to use it. You are not limited to writing in a specific format, but a good memo that can clearly give out the message you want to convey and meet your objective(s). It should have a header, purpose, background, actual message, action, and conclusion. Remember:

Hence, write about your situation to convey your message rather than following or copying a template.

Signing off for now…thank you!

Featured image source: IconScout

LogRocket generates product insights that lead to meaningful action

Get your teams on the same page — try LogRocket today.

Share this:

• Click to share on Twitter (Opens in new window)
• Click to share on Reddit (Opens in new window)
• Click to share on LinkedIn (Opens in new window)
• Click to share on Facebook (Opens in new window)
• #project management

Stop guessing about your digital experience with LogRocket

Recent posts:.

Exploring augmented products: Beyond the core offering

The idea behind an augmented product is that it doesn’t replace the actual standard product, but rather increases the value for the customer.

Charting the product manager career path

The product management career path has opened up new opportunities for IC product managers and companies have begun hiring again.

The PR/FAQ method for product innovation

The PR/FAQ (press release/frequently asked questions) helps you to envision and define a new product before it’s developed.

Leader Spotlight: Transforming retail with GenAI, with Russell Goldman

Russell Goldman talks about the possibilities and challenges associated with bringing GenAI into a combined retail and software space.

One Reply to "How to write an effective memo: Format with examples"

Please write a memo on an accident vehicle the total sum of 2550us but my company is asking to pay the money in four installment but how to write it help me

Leave a Reply Cancel reply

Organizing Your Social Sciences Research Assignments

• Annotated Bibliography
• Analyzing a Scholarly Journal Article
• Group Presentations
• Dealing with Nervousness
• Using Visual Aids
• Grading Someone Else's Paper
• Types of Structured Group Activities
• Group Project Survival Skills
• Leading a Class Discussion
• Multiple Book Review Essay
• Reviewing Collected Works
• Writing a Case Analysis Paper
• Writing a Case Study
• About Informed Consent
• Writing Field Notes
• Writing a Policy Memo
• Writing a Reflective Paper
• Writing a Research Proposal
• Generative AI and Writing
• Acknowledgments

A policy memo is a practical, professionally written document that can vary in length from one page to over twenty-five pages. It provides analysis and recommendations directed to a predetermined audience regarding a specific situation, topic, or issue. A well-written policy memo reflects attention to the policy problem. It is well organized and structured in a clear and concise style that assumes the reader possesses limited knowledge of, as well as little time to conduct research about, the topic of concern. There is no thesis statement or overall theoretical framework underpinning the document; the focus is on describing one or more specific policy recommendations and their supporting action items.

Bhasin, Tavishi and Charity Butcher. “Teaching Effective Policy Memo Writing and Infographics in a Policy Programme.” European Political Science 21 (2022): 1-17; Davis, Jennifer. Guide to Writing Effective Policy Memos. MIT OpenCourseWare, Water and Sanitation Infrastructure Planning in Developing Countries, Spring 2004; Judge, Andrew. "Designing and Implementing Policy Writing Assessments: A Practical Guide." Teaching Public Administration 39 (2021): 351-368; Pennock, Andrew. “The Case for Using Policy Writing in Undergraduate Political Science Courses.” PS: Political Science and Politics 44 (January 2011): 141-146.

How to Approach Writing a Policy Memo

Benefits of Writing a Policy Memo

Writing a policy memo is intended to support the following learning outcomes:

• Helps students learn how to write academically rigorous, persuasive papers about a specific “real-world” issue;
• Teaches how to choose and craft a document’s content based on the needs of a particular audience [rather than for a general readership];
• Prepares students to write an effective position paper in non-academic settings;
• Promotes researching, organizing, and writing a persuasive paper that emphasizes presenting evidence-based recommendations rather than simply reporting a study's findings;
• Teaches students to be client-oriented and to better anticipate the assumptions and concerns of their targeted readership;
• Encourages reflective thinking about the cause and consequential effect of a particular recommendation and to anticipate what questions stakeholder groups may have; and,
• Enables students to create original work that synthesizes policy-making research into a clearly written document advocating change and specific courses of action.

Do not approach writing a policy memo in the same way as you would an academic research paper . Yes, there are certain commonalities in how the content is presented [e.g., a well-written problem statement], but the overarching objective of a policy memo is not to discover or create new knowledge. It is focused on providing to a predetermined group of readers the rationale for choosing a particular policy alternative and/or specific courses of action leading to positive social and political change within society. In this sense, most policy memos possess a component of advocacy and advice intended to promote evidence-based dialog about an issue.

Essential Elements of an Effective Policy Memo Focus and Objectives The overall content of your memo should be strategically aimed at achieving the following goal: convincing your target audience about the accuracy of your analysis and, by extension, that your policy recommendations are valid. Avoid lengthy digressions and superfluous narration that can distract the reader from understanding the policy problem. Note that your target audience is defined in two ways: by the decision-makers who can advocate for or implement change and by individuals and groups most likely impacted by your policy recommendations should they be implemented. Professionally Written Always keep in mind that a policy memorandum is a tool for decision-making. Keep it professional and avoid hyperbole and clever or indeterminate language that could undermine the credibility of your document. The presentation and content of the memo should be polished, easy to understand, and free of jargon. Writing professionally does not imply that you can’t be passionate about your topic, but your policy recommendations should be evidence-based and grounded in solid reasoning and a succinct writing style. Evidence-based A policy memo is not an argumentative debate paper. The reader should expect your recommendations to be based upon evidence that the problem exists and understand the consequences [both good and bad] of adopting particular policy alternatives. To address this, policy memos should include a clear cost-benefit analysis that considers anticipated outcomes, the potential impact on stakeholder groups you have identified, clear and quantifiable performance goals, and how success will be measured. Accessibility A policy memo requires clear and simple language that avoids unnecessary jargon and concepts of an academic discipline. Do not skip around. Use one paragraph to develop one idea or argument and make that idea or argument explicit within the first one or two sentences. Your memo should have a straightforward, explicit organizational structure that provides well-explained arguments arranged within a logical sequence of reasoning [think in terms of an if/then logic model--if this policy recommendation, then this action; if this benefit, then this potential cost; if this group is allocated resources, then this group may be excluded]. Presentation Style The visual impact of your memo affects the reader’s ability to grasp your ideas quickly and easily. Include a table of contents and list of figures and charts, if necessary. Subdivide the text using clear and descriptive headings to guide the reader. Incorporate devices such as capitalization, bold text, and bulleted items, but be consistent, and don’t go crazy; the purpose is to facilitate access to specific sections of the paper for successive readings. If it is difficult to find information in your document, policy makers will not use it. Practical and Feasible Your memorandum should provide a set of actions based on what is actually happening in reality. Do not base your policy recommendations on future scenarios or hypothetical situations that could be interpreted as unlikely to occur or that do not appear possible because you have not adequately explained the circumstances supporting these scenarios. Here again, your cost-benefit analysis can be essential to validating the practicality and feasibility of your recommendations. Explicit Transparency Provide specific criteria to assess either the success or failure of the policies you are recommending. As much as possible, this criteria should be derived from your cost/benefit analysis. Do not hide or under-report information that does not support your policy recommendations. Just as you would note the limitations of your study in a research paper, a policy memo should describe issues of weakness of your analysis. Explain why they may arise and why your recommendations are still valid despite these issues. Be open and straightforward because doing so strengthens your arguments and it will help the reader assess the overall impact of recommended policy changes.

NOTE: Technically, it would not be wrong for your policy memo to argue for maintaining the status quo. However, the general objective of a policy memo assignment is to critically examine opportunities for transformative change and to highlight the risks of on-going complacency. If you choose to argue for maintaining the current policy trajectory, in whole or in part, be concise in identifying and systematically refuting all relevant policy options. Again, it must be rooted in an evidence-based cost/benefit analysis. Whether maintaining current policies is short-term or long-term [and these need to be clearly defined], you must explain concisely why each possible outcome of maintaining the status quo would be preferable to any alternative policy options and recommended courses of action. If your argument for maintaining the status quo is short-term, explain what factors in the future could trigger a policy-related course correction.

Herman, Luciana. Policy Memos. John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo. Student Learning Center. University of California, Berkeley; Policy Memo. Thompson Writing Program, Writing Studio. Duke University; Policy Memo Guidelines. Cornell Fellows Program. Cornell University; Memo: Audience and Purpose. The Writing Lab and The OWL. Purdue University; Policy Memo Requirements and Guidelines, 2012-2013 edition. Institute for Public Policy Studies. University of Denver; Thrall, A. Trevor. How to Write a Policy Memo. University of Michigan--Dearborn, 2006; Mastro, Oriana Skylar. "Teach What you Preach: A Comprehensive Guide to the Policy Memo as a Methods Teaching Tool." Journal of Political Science Education 17 (2021): 326-340; Writing Effective Memos. Electronic Hallway. Daniel J. Evans School of Public Affairs. University of Washington; Writing Effective Policy Memos. Water & Sanitation Infrastructure Planning syllabus. Spring 2004. Massachusetts Institute of Technology.

Structure and Writing Style

The contents of a policy memo can be organized in a variety of ways. Below is a general template adapted from the “Policy Memo Requirements and Guidelines, 2012-2013 edition” published by the Institute for Public Policy Studies at the University of Denver and from suggestions made in the book, A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving [Eugene Bardach. 4th edition. Thousand Oaks, CA: Sage, 2012] . Both sources provide useful approaches to writing a policy memo in the event your professor does not provide specific guidance. Overall, the tone of your writing should be formal but assertive. Note that the most important consideration in terms of writing style is professionalism, not creativity. I.  Cover Page Provide a complete and informative cover page that includes the document title, date, the full names and titles of the writer or writers [i.e., Joe Smith, Student, Department of Political Science, University of Southern California]. The title of the policy memo should be formally written and specific to the policy issue [e.g., “Charter Schools, Fair Housing, and Legal Standards: A Call for Equal Treatment”]. For longer memos, consider including a brief executive summary that highlights key findings and recommendations.

II.  Introduction and Problem Definition A policy memorandum should begin with a short summary introduction that defines the policy problem, provides important contextual background information, and explains what issues are being covered. This is followed by a short justification for writing the memo, why a decision needs to be made [answering the “So What?” question], and an outline of the recommendations you make or key themes the reader should keep in mind. Summarize your main points in a few sentences, then conclude with a description of how the remainder of the memo is organized.

III.  Methods This is usually where other research about the problem or issue of concern is summarized. Describe how you plan to identify and locate the information on which your policy memo is based. This may include peer-reviewed journals and books as well as possible professionals you interviewed, databases and websites you explored, or legislative histories or relevant case law that you used. Remember this is not intended to be a thorough literature review; only choose sources that persuasively support your position or that help lay a foundation for understanding why actions need to be taken.

IV.  Issue Analysis This section is where you explain in detail how you examined the issue and, by so doing, persuade the reader of the appropriateness of your analysis. This is followed by a description of how your analysis contributes to the current policy debate. It is important to demonstrate that the policy issue may be more complex than a basic pro versus con debate. Very few public policy debates can be reduced to this type of rhetorical dichotomy. Be sure your analysis is thorough and takes into account all factors that may influence possible strategies that could advance a recommended set of solutions.

V.  Proposed Solutions Write a brief review of the specific solutions you evaluated, noting the criteria by which you examined and compared different proposed policy alternatives. Identify the stakeholders impacted by the proposed solutions and describe in what ways they will benefit from your proposed solution. Focus on identifying solutions that have not been proposed or tested elsewhere. Offer a contrarian viewpoint that challenges the reader to take into account a new perspective on the research problem. Note that you can propose solutions that may be considered radical or unorthodox, but they must be realistic and politically feasible.

VI.  Strategic Recommendations Solutions are just opinions until you provide a path that delineates how to get from where you are to where you want to go. Describe what you believe are the best recommended courses of action [i.e., "action items"]. In writing this section, state the broad approach to be taken, with specific, practical steps or measures that should be implemented. Be sure to also state by whom and within what time frame these actions should be taken. Conclude by highlighting the consequences of maintaining the status quo [or if supporting the status quo, why change at this time would be detrimental]. Also, clearly explain why your strategic recommendations are best suited for addressing the current policy situation.

VI.  Limitations As in any academic paper, you must describe limitations to your analysis. In particular, ask yourself if each of your recommendations are realistic, feasible, and sustainable, and in particular, that they can be implemented within the current bureaucratic, economic, political, cultural, social, or other type of contextual climate in which they reside. If not, you should go back and clarify your recommendations and provide further evidence as to why the recommendation is most appropriate for addressing the issue. It does not necessarily undermine the overall recommendations of your study if the limitation cannot be overcome, but you must clearly acknowledge this. Place the limitation within the context of a critical issue that needs further study in concurrence with possible implementation [i.e., findings indicate service learning promotes civic engagement, but there is a lack of data on the types of service learning programs that exist among high schools in South Central Los Angeles].

VII.  Cost-Benefit Analysis This section may be optional but, in some cases, your professor may ask you to include an explicit summary analysis of the costs and benefits of each recommendation. If you are asked to include a separate cost-benefit analysis, be concise and brief. Since most policy memos do not have a formal conclusion, the cost-benefit analysis can act as your conclusion by summarizing the key differences among policy alternatives and recommended courses of action.

Bardach, Eugene. A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving . 4th edition. Thousand Oaks, CA: Sage, 2012; Herman, Luciana. Policy Memos. John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo. Student Learning Center. University of California, Berkeley; Policy Memo Guidelines. Cornell Fellows Program. Cornell University; Memo: Audience and Purpose. The Writing Lab and The OWL. Purdue University; Pennock, Andrew. “The Case for Using Policy Writing in Undergraduate Political Science Courses.” PS: Political Science and Politics 44 (January 2011): 141-146; Policy Memo Requirements and Guidelines, 2012-2013 edition. Institute for Public Policy Studies. University of Denver; Thrall, A. Trevor. How to Write a Policy Memo. University of Michigan--Dearborn, 2006; Sajedinejad, S., et al. From Research to Impact: A Toolkit for Developing Effective Policy Briefs . Toronto, Ontario: Policy Bench, Fraser Mustard Institute of Human Development, University of Toronto, 2021; What Are Policy Briefs. FAO Corporate Document Repository. United Nations; Writing Effective Memos. Electronic Hallway. Daniel J. Evans School of Public Affairs. University of Washington; Writing Effective Policy Memos. Water & Sanitation Infrastructure Planning syllabus. Spring 2004. Massachusetts Institute of Technology.

Proofreading the Memo

Problems to Avoid

The style and arrangement of an effectively written memo can differ because no two policies, nor their intended audience of readers, are exactly the same. Nevertheless, before you submit your policy memo, be sure you proofread the document so that you avoid these common problems. If you identify one or more of these problems, you should rewrite or re-organize the content accordingly.

1.  Acknowledge the Law of Unintended Consequences . No policy analysis is complete until you have identified for whom the policy actions are supposed to benefit and identify what groups may be impacted by the consequences of their implementation. Review your memo and make sure you have clearly delineated who could be helped and who could be potentially harmed or excluded from benefiting from your recommended policy actions. As noted by Wilcoxen, this is also important because describing who may or may not benefit can help you anticipate which stakeholder groups will support your policy recommendations and which groups will likely oppose it. Calculating potential "winners" and "losers" will help reveal how much it may cost to compensate those groups excluded from benefiting. By building this compensation into your policy recommendations, you are better able to show the reader how to reduce political obstacles.

2.  Anticipate the Reader's Questions . Examine your recommended courses of action and identify any open-ended, declarative, indeterminate, or ambiguous statements that could lead the reader to have to ask further questions. For example, you declare that the most important factor supporting school choice among parents is distance from home. Without clarification or additional information, this could lead the reader to ask numerous questions, such as, why or by what means do you know this, what distance is considered to be too far, what factors contribute to parent's decision about school choice and distance from schools, or what age group does this most apply to. Clarify these types of open-ended statements so that your policy recommendations can be more fully understood and accepted as valid.

3.  Be Concise . Being succinct in your writing does not relate to the overall length of the policy memo or the amount of words you use. It relates to your ability to provide a lot of information clearly and without superfluous detail. Strategies include r eviewing long paragraphs and breaking them up into parts, looking for long sentences and eliminating unnecessary qualifiers and modifiers, and deleting prepositional phrases in favor of adjectives or adverbs. The overarching goal is to be thorough and precise in how your ideas are presented and to avoid writing that uses too many words or excessively technical expressions.

4.  Focus on the Results . While it is important that your memo describe the methods by which you gathered and analyzed the data informing your policy recommendations, the content should focus on explaining the results of your analysis and the logic underpinning your recommendations. Remember your audience. The reader is presumably a decision-maker with limited knowledge of the issue and who has little time to contemplate the methods of analysis. The validity of your findings will be determined primarily by your reader's determination that your policy recommendations and supporting action items are realistic and rooted in sound reasoning. Review your memo and make sure the statement about how you gathered the data is brief and concise. If necessary, technical issues or raw data can be included in an appendix.

5.  Minimize Subjective Reasoning . Although the memo should be persuasive, avoid emphasizing your personal opinion about the topic. A policy memo should be written in a professional tone with recommendations based upon empirical reasoning while, at the same time, reflecting a level of passion about your topic. However, being passionate does not imply being opinionated. The memo should emphasize presenting all of the facts a reader would need to reach their own conclusions about the validity of your recommendations.

6.  Use of Non-textual Elements . Review all tables, charts, figures, graphs, or other non-textual elements and make sure they are labeled correctly. Examine each in relation to the text, making sure they are described adequately and that they relate to the overall content of your memo. If these elements are located in appendices, make sure references to them within the text are correct [i.e., reference to Figure 2 is actually the table you want the reader to look at].

Bardach, Eugene and Eric M. Pataschnik. A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving . 5th edition. Thousand Oaks, CA: Sage, 2016; Herman, Luciana. Policy Memos. John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo. Student Learning Center. University of California, Berkeley; Memo: Audience and Purpose. The Writing Lab and The OWL. Purdue University; Policy Memo Requirements and Guidelines, 2012-2013 edition. Institute for Public Policy Studies. University of Denver; Wilcoxen, Peter J. Tips on Writing a Policy Memo. PAI 723, Economics for Public Decisions Course Syllabus. Maxwell School of Citizenship and Public Affairs, Syracuse University.

Writing Tip

Difference Between a Policy Memo and a Policy Brief

A policy memo and a policy brief share much in common. They both describe the rationale for choosing particular policy alternatives or courses of action, they both contain persuasive language, and both documents are written for non-experts, such as, practitioners, politicians, non-governmental agency workers, lobbyists, and others who work on or regularly make decisions about the issue addressed in the document. Both documents are free of jargon or technical terminology and focus on communicating the practical implications of prior policy research to a specific audience based on available evidence.

Ironically, however, a policy memo is typically shorter in length than a policy “brief.” A policy memo usually ranges from one to twenty-five pages, while a policy brief can be anywhere from twenty to more than a hundred pages in length depending on the complexity of the topic. Therefore:

• A policy brief is commonly produced in response to a request from a decision-maker concerning an issue that requires more thorough information to address the underlying policy problem or they are produced by an advocacy group or organization for the purpose of influencing a specific policy, often in an urgent tone. Non-textual elements , such as, figures, charts, graphs, or diagrams, are often included.
• A policy memo is concisely written and presents information, ideas, and recommendations clearly so the reader can quickly scan the document for the most relevant points. Policy memos focus on brevity and often synthesize existing evidence in language that is direct, specific, and with minimal background information or historical context. Non-textual elements are only included if necessary.

Guide to Writing an Effective Policy Memo. Leadership for Educational Equity, New York; Policy Briefs. The Writing Center, University of North Carolina;  Policy Memo. Writing Studio, Duke University; Manny, Karoline. What is a Policy Brief/Memo? Grace Doherty Library, Centra College; Sajedinejad, S., et al. From Research to Impact: A Toolkit for Developing Effective Policy Briefs . Toronto, Ontario: Policy Bench. Fraser Mustard Institute of Human Development, University of Toronto, 2021.

Another Writing Tip

Citing Sources

Policy memos generally do not include extensive footnotes, endnotes, further readings, or a bibliography. However, if you use supporting information in a memo, cite the source in the text. For example, you may refer to a study that supported a specific assertion by referencing it in the following manner: "A study published in 2012 by the Eagleton Center for Public Interest Polling showed that public opinion towards China was....” However, some assignments may require a formal list of references. Before writing your memo, be sure you are clear about how your professor wants you to cite any sources referred to in your analysis.

Policy Memo. Thompson Writing Program, Writing Studio. Duke University.

Yet Another Writing Tip

Using Non-Textual Elements

Policy memos are not just text-based but frequently include numeric tables and charts or other non-textual elements, such as photographs, maps, and illustrations. However, it is important that you use non-textual elements judiciously and only in relation to supplementing and clarifying arguments made in the text so as not to distract the reader from the main points of your memo . As with any non-textual elements, describe what the reader is seeing and why the data is important to understanding the policy problem.

Still Yet Another Writing Tip

Including Appendices

The purpose of an appendix is to provide supplementary material that is not an essential part of the main text but which may be helpful in providing the reader with more complete information. If you have information that is vital to understanding an issue discussed in the memo, it can be included in one or more appendices. However, if you have a lot of information, don't write a five page memo and include twenty pages of appendices. Memos are intended to be  succinct and clearly expressed. If there is a lot of data, refer to the source and summarize it, or discuss with your professor how it should be included.

• << Previous: Writing Field Notes
• Next: Writing a Reflective Paper >>
• Last Updated: May 7, 2024 9:45 AM
• URL: https://libguides.usc.edu/writingguide/assignments

Want to create or adapt books like this? Learn more about how Pressbooks supports open publishing practices.

Chapter 15: Memos and Letters

Learning Objectives

By the end of this chapter, you should be able to:

• Distinguish between a memo and letter and explain their different purposes in a professional setting.
• Identify the seven elements of the full block letter format.

Key Terms and Concepts

Type your examples here.

• Header Block
• Full block letter format

Professional Correspondence

A lot of your time as a professional will be spent communicating through letters, memos, emails, and text messages. Some of these forms of communication are probably more familiar to you than others; however, as a professional it is important that you understand how and when to use each format and why. This is because your employer will expect you to be able to communicate effectively to maintain your credibility and build relation with co-workers, clients, and the public.

When you craft your correspondence, letters and memos are treated as informal reports and follow the SIDCRA format. Similarly, in a professional context, emails and texts should maintain this organizational structure to help your audience understand and retrieve information quickly. This is why you should begin with the main point for each of these types of correspondence. Busy readers need to be able to scan the document quickly to assess if the document requires immediate attention.

As always, before you begin to write, consider your audience’s needs and your purpose for writing in the first place. For all correspondence, you should:

• Include a detailed subject line which provides a summary, or a sense of purpose for the document,
• Provide a brief introduction which states the purpose for writing and provides an overview or forecasting of the rest of the document,
• Provide necessary context for your reader in either the introduction or in a background paragraph,
• Use headings to help your reader find information quickly, and to help you, the writer, organize information effectively, and
• Keep paragraphs short and focused on one main point.

To decide which format to use, consider the size and importance of your audience, your purpose for writing, and the complexity of the information being communicated.

Although RCM 200 introduces standard templates and formats, there is some room for variation, and you should always follow your employer’s particular preference for letter, memo, and email format.

For this chapter, we will focus on memos and letters. The following chapter will be on email and text messages.

Memoranda, or memos , are one of the most versatile document forms used in professional settings.  Memos are “in house” documents (sent within an organization) to pass along or request information, outline policies, present short reports, or propose ideas.  While they are often used to inform, they can also be persuasive documents.  A company or institution typically has its own “in house” style or template that is used for documents such as letters and memos.

Memo Format

Figure #1 below shows a sample of an “in house” memo style (the style we will use for memo assignments written for this class), with annotations pointing out various relevant features. The main formatted portions of a memo are the Logo or Letterhead (which is optional), the Header Block, and the Message.

The Header Block

The Header Block appears at the top left side of your memo, directly underneath the word MEMO or MEMORANDUM in large, bold, capitalized letters.  This section contains detailed information on the recipient, sender, and purpose.  It includes the following lines:

• TO: give the recipient’s full name, and position or title within the organization
• FROM : include the sender’s (your) full name and position or title
• DATE : include the full date on which you sent the memo
• SUBJECT or RE : write a brief phrase that concisely describes the main content of your memo.

Place a horizontal line under your header block, and place your message below.

The Message

The length of a memo can range from a few short sentences to a multi-page report that includes figures, tables, and appendices.  Whatever the length, there is a straightforward organizational principle you should follow.  Organize the content of your memo so that it answers the following questions for the reader:

• Opening:  Do I have to read this?  Why do I have to read this?
• Details:  What do I need to know?
• Closing:  What am I expected to do now?

The Opening

Memos are generally very direct and concise.  There is no need to start with general introductions before getting to your point. Your readers are colleagues within the same organization and are likely familiar with the context you are writing about.  The opening sentences of the memo’s message should make it clear to the reader whether they have to read this entire memo and why. For example, if the memo is informing me about an elevator that’s out of service in a building I never enter, then I don’t really have to read any further?

The Details

The middle section of the message should give all of the information needed to adequately inform the readers and fulfill the purpose of the memo. Start with the most general information, and then add the more specific facts and details. Make sure there is enough detail to support your purpose, but don’t overwhelm your readers with unnecessary details or information that is already well known to them.

The Closing

The final part of the message indicates what, if any, action is required or requested of the readers.  If you are asking your readers to do something, be as courteous as possible, and try to indicate how this action will also benefit them.

For more information on writing memos, check out the memo page on the the Online Writing Lab at Purdue University: Parts of a Memo .

Exercise #1: Sample Memo

Below are two images. The first shows a potential memo layout with tips for creating one. The second shows a sample memo.

Does the sample memo have all the parts we’ve discussed in this section? Does it need more information? Less? Is there anything you think would be helpful for the author to include?

Letters are brief messages sent to recipients that are often outside the organization, or external. They are often printed on letterhead paper that represents the business or organization, and are generally limited to one or two pages. While email and text messages may be used more frequently today, the business letter remains a common form of written communication as it serves many functions, such as:

• introducing you to a potential employer
• announcing a product or service
• communicating feelings and emotions (complaint letters, for example).

Letters are the most formal format for business correspondence, and your credibility will be established by using a formal tone and a conventional format for the document.

Use a letter format for communicating with people outside of your own organization, or for information which will be kept on file (such as a letter of offer from an employer) or may be needed for legal proceedings. Your reader will expect a well written and well formatted document. The full block letter format is the most straightforward letter format and will be covered in the next section. Professionals who produce their own correspondence using this format will appreciate its simplicity and consistency.

As we will soon see, there are many types of letters, and many adaptations in terms of form and content.

The Full Block Letter Format

A typical letter has 7 main elements, which make up the full block letter format .

• Letterhead/logo :  Sender’s name and return address
• The heading:   names the recipient, often including address and date
• Salutation :  “Dear ______ ” use the recipient’s name, if known.
• The introduction :  establishes the overall purpose of the letter
• The body :  articulates the details of the message
• The conclusion:   restates the main point and may include a call to action
• The signature line:   sometimes includes the contact information

You can see how these elements are implemented in the example above. Keep in mind that letters represent you/or and your company in your absence. In order to communicate effectively and project a positive image, remember that

• your language should be clear, concise, specific, and respectful
• each word should contribute to your purpose
• each paragraph should focus on one idea
• the parts of the letter should form a complete message
• the letter should be free of errors.

Exercise 2: Sample letter

Types of Messages

Letters and memos can be written for many purposes. Here are just a few reasons you may have to write these documents in your professional career. We will also provide some tips for each one.

Making a Request

Whenever you make a request, whether in a memo or letter ,  remember to consider the tone of your words: be polite and be respectful. It is certainly easier, and faster, to send off a message without proofreading it, but doing so will help you make sure that you do not sound demanding or condescending to your audience.

Remember that your request will add to your audience’s already busy day, so acknowledge the time and effort necessary to address your request. Finally, always be as specific as possible about what you expect your reader to do and provide the necessary information so that the reader can successfully fulfill your request.

When making a request you should:

• quickly establish relation, and then begin with the main point
• explain in the body of the document your needs and provide details to justify the request
• end by extending goodwill and appreciation
• always be courteous and proofread to eliminate poor tone

Thank-you letters may feel like an old-fashioned way to communicate, but even in today’s fast-paced world, a well-written thank you letter can establish your credibility and professionalism. A hand written thank-you letter is always most appropriate, but a business thank-you letter may be printed on company stationery.

A thank-you letter does not need to be long, but it should communicate your sincere appreciation to the reader.

• Be specific about what you are thanking the reader for. Avoid clichés and stock phrases.
• Include some details about why you are thankful and how you benefited from the reader’s actions.
• End with a sincere compliment and repeat the thank-you.

Interview Thank-You Note

A brief thank-you letter or thank-you email is an important step in the interview and job search process. Not only will the note of thanks communicate your professionalism, but it will also give you an opportunity to demonstrate your commitment to the company. Use this opportunity to remind the reader why you are the best candidate for the position.

“Good News” Messages

Obviously, preparing a good news message (such as a message of of Congratulations, Acknowledgement, and Acceptance) is easier than preparing a negative message. However, care should be taken in all correspondence to maintain your credibility as a professional.

• Be specific about the achievement or award.
• Be sincere in your congratulations.
• Avoid using language which might sound patronizing or insincere.

“Bad News” Messages

In the course of your professional career, you are going to need to write negative messages (such as messages of Complaint or Refusal) for a variety of reasons. Tone is very important here; comments should be made using neutral language and should be as specific as possible.

A thoughtful writer will remember that the message will likely have negative consequences for the audience, and although it may be appropriate to begin with a buffer sentence to establish relation, get to the main point as quickly as possible. Keep your audience’s needs in mind; your audience will need to clearly understand your decision and your reasons for making such a decision.

Do not hide your bad news in ambiguous language to save your own sense of face . Finally, remember to be courteous and considerate of your audience’s feelings. Avoid inflaming the situation with emotional, accusatory, or sarcastic language, and avoid personal attacks on your reader.

• Be polite and use neutral language.
• Be specific about the bad news you are conveying.
• Provide relevant details so your audience can understand your decision.
• End with an appropriate closing; avoid insincere or falsely positive endings which are disrespectful to your audience.

Apology / Conciliation 

Learning how to apologize well is an important skill for young professionals. A poorly written apology can exacerbate problems for both you and your company.  Don’t apologize unnecessarily, but when an apology is in order, do so sincerely and with full recognition of your audience’s hurt, frustration and disappointment.

Once you reach a leadership position in your field, you may also need to apologize for someone else’s error. As a leader in an organization, it will be your job to take responsibility and to apologize fully to maintain your organization’s credibility.

Sincere apologies focus on the audience’s needs and feelings, not the needs and feelings of the person issuing the apology. Avoid the ubiquitous “this is not who I am” phrase as part of an apology because saying “this is not who I am” is not an apology at all. If you do something that requires an apology, take responsibility and recognize that your actions or words caused hurt or inconvenience for someone else. An apology must also be sincere; an accusation veiled as as an apology will not persuade anyone that you are actually sorry. A phrase such as “I am sorry you feel that way” will not convince your audience that you are sincerely sorry. An apology should:

• Sincerely acknowledge that you are sorry for the words or actions which caused harm
• Acknowledge that the audience’s hurt, frustration, or anger is real, and warranted
• Take responsibility for the mistake and the negative consequences of the mistake
• Never suggest that the audience is somehow to blame for the problem
• Offer some form of compensation if it seems appropriate to do so

Transmittal Letters

Wh en you send a report or some other document (such as a resumé) to an external audience, send it with a letter that briefly explains the purpose of the enclosed document and a brief summary.  For more information on these kinds of transmittal documents for reports, visit Chapter 29: Formatting the Report . For more information on cover letters, visit Chapter 19: Cover/Application Letters . 

Click the link to download a Letter of Transmittal Template (.docx) .

Letters of Inquiry

You may want to request information about a company or organization such as whether they anticipate job openings in the near future or whether they fund grant proposals from non-profit groups.

In this case, you would send a letter of inquiry, asking for additional information. As with most business letters, keep your request brief, introducing yourself in the opening paragraph and then clearly stating your purpose and/or request in the second paragraph. If you need very specific information, consider placing your requests in list form for clarity. Conclude in a friendly way that shows appreciation for the help you will receive.

Follow-up Letters 

Any time you have made a request of someone, write a follow-up letter expressing your appreciation for the time your letter-recipient has taken to respond to your needs or consider your job application. If you have had a job interview, the follow-up letter thanking the interviewer for his/her time is especially important for demonstrating your professionalism and attention to detail.

Exercise #3: Letters

Letters within the professional context may take on many other purposes, such as communicating with suppliers, contractors, partner organizations, clients, government agencies, and so on.

Below are three images of letters. The first shows a layout using the full-block format discussed above. The second image is a cover letter, the second is a transmittal letter.

Do the sample letters have all the parts we’ve discussed in this section? If so, what do they still need? Is there anything you think would be helpful for the author to include?

For additional examples of professional letters, take a look at the sample letters provided by David McMurrey in his online textbook on technical writing: Online Technical Writing: Examples, Cases & Models .

Key Takeaways

• Even in the digital age, writing correspondence will be a regular part of your professional career. Not only do these types of correspondence help maintain your credibility as an employee, they help you build relation with co-workers, clients, and the public.
• Memos are in house, internal documents that serve a number of purposes, such as passing along information or proposing ideas. Their format includes a Header Block followed by the message itself. A message has three parts: the opening, details, and a closing.
• Letters are more formal than memos, since they are generally externally sent to people outside of a company or organization. They use a full block format which is the standard for most organizations. Like memos , there are many different reasons you may write a letter .

Attributions

This chapter is adapted from “Technical Writing Essentials”  by Suzan Last (on BCcampus ). It is licensed under Creative Commons Attribution-ShareAlike 4.0 International License

a quality that allows others to trust and believe you

an acronym that stands for the six parts of a report: (1) summary, (2) introduction, (3) discussion, (4) conclusion, (5) recommendations, (6) appendix

full name "memoranda," these are documents sent within an organization to pass along or request information, outline policies, present short reports, or propose ideas

a brief message to recipients that are often outside the organization

the attitude of a communicator toward the message being delivered and/or the audience receiving the message

our sense of self-worth in a given situation

the section of a memo that contains detailed information on its recipient, sender, and purpose

brief messages sent to recipients that are often outside an organization

a standard letter format that has seven elements: (1) letterhead/logo, (2) the heading, (3) salutation, (4) the introduction, (5) the body, (6) the conclusion, (7) the signature line

Effective Professional Communication: A Rhetorical Approach Copyright © 2021 by Rebekah Bennetch; Corey Owen; and Zachary Keesey is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

Share This Book

How to Write a Memo [Template, Examples & HubSpotter Tips]

Published: May 23, 2024

A memo is the best way to share news when you have a significant update or important win within your company.

Unlike an email, your memo will go out to your entire department or everyone at the company, so knowing how to format a memo is just as important as what you write. No pressure. (Well, maybe some pressure…)

Before writing a memo, I take some time to hype myself up. This bit of internal communication will be read by my peers, my boss, and likely my boss’s boss. Getting the language right is essential, and every word counts.

In this post, I’ll share my experience writing memos and tips from my HubSpot peers. From there, I’ll showcase stellar memo examples and a template to help you create your own. Let’s dive in!

What is a memo?

How to Write a Memo

Types of Memos

When to write a memo, best practices for formatting a memo, business memo template, memo examples.

Free Business Memo Templates

Four free templates to communicate these major business updates.

• Organizational change
• Financial update
• Solution to a problem
• General business news

You're all set!

Click this link to access this resource at any time.

A memorandum, or memo, is a document shared with a group of people to disperse information on a task, project, event, or other. The purpose of a memo is to bring immediate attention to that information in a quick and brief manner.

Memos are shared to inform readers about new information and have applications for different communities and businesses.

Communities can use memos to tell people within it about public safety guidelines, promote various events, and raise awareness on subjects that affect their lives.

Businesses can use memos to relay information involving newly updated policies, changes in procedure, important milestones, or necessary employee actions, such as attending an upcoming meeting or convention.

I often find myself writing memos when there are significant changes to my program at HubSpot. Perhaps we’re implementing a new workflow, reorganizing the structure of our team, or sharing insights from a project we just completed. Memos denote importance, so I only write them when I have important updates to share that impact multiple stakeholders.

Below, we’ll explore when memos are necessary. But first, let’s discuss how to write a memo.

How to Write a Memo (+ HubSpot Tips)

• Write a heading.
• Write an introduction.
• Provide background on the issue.
• Outline action items and timeline (optional).
• Justify any reasoning.
• Soften any blows (optional).
• Include a closing statement.
• Review and proofread before sending.

You can put together a memo in a few short steps. To give you an idea of how each step is formatted, I’ll write an example memo and break it down for each step. My example memo will be an internal announcement for a writing training session.

1. Write a heading.

No matter what kind of memo you’re writing, you’ll need to include a heading. This section should include who the memo is for (whether an individual or department), the date, who the memo is from, and a subject line.

Your subject line should be short, attention-grabbing, and give readers a general idea of what the memo is about.

“The headings you use should be descriptive enough that your readers can infer what they'll get in each section,” suggests Kaitlin Milliken, senior program manager at HubSpot. “Cut the cute language and keep your headings very tactical.”

Make sure the tone of your title matches the seriousness of the subject matter and your organization’s communication style. A witty opener won’t be right for every memo.

Testing It Out

Here’s how this would look for my example memo about a writing training session:

That’s a reality that I personally struggle with. As a writer, I want to include those eloquent phrases and thoughtful transitions that sound great when read aloud. However, I need to take a different approach to writing memos.

My introduction should just summarize the purpose of the memo in two to three sentences.

Using Hesterberg’s tip, here’s how I’d write the introduction for my memo:

The first example is unwieldy, Sellers notes, referring to a methodology that a broader audience is less likely to care about.

Meanwhile, “the second audience demonstrates the more important thing: why that methodology was important and what you can take from it,” Sellers explains.

To justify the importance of the quarterly writing training session, especially in conjunction with AI tools, I’d add this data point in my memo:

Make it skimmable.

HubSpot’s Kaitlin Milliken recalls a time when she wrote a memo that wasn’t skimmable.

"When I was asked to write my first memo, I created a document with huge walls of text,” she says. “My manager gave me great feedback, encouraging me to use charts and graphs throughout the document. That makes total sense to me now. No one wants to read a huge string of lengthy paragraphs, but they'll definitely skim a table.”

To make your memo easier to read, use headings and separate paragraphs to break up new thoughts or talking points. You can also add tables and graphs to create a visual break when it makes sense.

Milliken adds, "Bullet points are your friend. They create breaking points throughout your document and keep information easy to digest.”

Be mindful of length.

The length of your memo depends on the type you’re writing. Generally speaking, a memo is one or two paragraphs long. But the length can vary if you’re writing an informative memo versus a request memo.

If your audience is interested in learning, an informative memo can provide more detail, while a request memo should be brief and to the point.

“If you're unsure, go for a shorter 1-2 page document, but link it to another page or dashboard with further data, context, or information that they can dig into if they choose,” Bump suggests.

Now that you’ve learned what goes into a memo, here's an easy-to-follow business memo template with examples of how to use them to serve different needs as guidance.

I'm writing to inform you that [reason for writing memo].

As our company continues to grow … [evidence or reason to support your opening paragraph].

Please let me know if you have any questions. In the meantime, I'd appreciate your cooperation as [official business information] takes place.

Business Memo Template Format

The business memo template format is designed to effectively communicate your message. A memo should disseminate the necessary information in a way that is easy for a mass number of employees to digest.

An accurate subject line will alert them that this memo is relevant to them specifically. And beginning with an executive summary allows recipients to understand the general message before they dive deeper into the details.

The background information offers context to the message, and the overview and timeline should answer questions that are likely to come up.

In your header, you‘ll want to clearly label your content “Memorandum” so your readers know exactly what they’re receiving. As previously mentioned, you‘ll want to include “TO”, “FROM”, “DATE”, and “SUBJECT.”

This information is relevant for providing content, like who you’re addressing and why.

Paragraph One

In the first paragraph, you‘ll want to quickly and clearly state the purpose of your memo. You might begin your sentence with the phrase, “I’m writing to inform you … “ or ”I'm writing to request ... ”

A memo is meant to be short, clear, and to the point. You'll want to deliver your most critical information upfront and then use subsequent paragraphs as opportunities to dive into more detail.

Paragraph Two

In the second paragraph, you‘ll want to provide context or supporting evidence. For instance, let’s say your memo informs the company of an internal reorganization.

If this is the case, paragraph two should say something like, “As our company continues to grow, we've decided it makes more sense to separate our video production team from our content team.

This way, those teams can focus more on their individual goals.”

Paragraph Three

In the third paragraph, you‘ll want to include your specific request of each employee — if you’re planning a team outing, this is the space you'd include, “Please RSVP with dietary restrictions,” or “Please email me with questions.”

On the contrary, if you‘re informing staff of upcoming construction to the building, you might say, “I’d appreciate your cooperation during this time.”

Even if you don't expect any specific action from employees, it’s helpful to include how you hope they'll handle the news and whether you expect them to do something in response to the memo.

Downloadable Memo Template

Want to see the above memo format in its final form? Download HubSpot's free business memo templates , shown below.

The document gives you a framework that sorts your memorandum into subtopics to help employees better digest the information and understand what's expected of them after reading it.

Don't forget to share this post!

Related articles.

9 Simple Ways to Write a Good Introduction Sentence

Comma Rules for Clear Writing (with Examples)

How to Write an Introduction: A Simplified Guide

How to Become a (Better) Editor: 13 Editorial Tips

How Long Should Blog Posts Be in 2021? [New Data]

How to Improve Your Writing Skills and Escape Content Mediocrity (Infographic)

How The Flesch Reading Ease Test Can Help You Write Clear and Concise Copy

HubSpot's Guide to Becoming a Better Writer

What is a Metaphor? A 2-Minute Rundown

The Professional Writer’s List of Transition Words & Phrases

Templates for an organizational change, financial update, problem-solving, or general business memorandum.

Marketing software that helps you drive revenue, save time and resources, and measure and optimize your investments — all on one easy-to-use platform

Legal Writing

Master Your Closed Memo with Westlaw

A student guide for a closed universe, understand your task.

Before embarking on your initial memo assignment, you should examine an example of the finished product. Explore our interactive memo below, which outlines the standard sections you can incorporate. Don't forget, you should consult your professor and any assigned guidelines to verify the specific content that must be included in your memo.

Retrieve Your Sources

You've been provided with a substantial collection of documents from your professor. The volume of pages can be overwhelming. Use Westlaw to retrieve the primary law sources from your closed universe. View this brief video to learn how to start navigating your materials.

Bring Context to Your Universe

Interpret your universe with easy-to-understand summaries written by actual attorneys

Headnotes are one-sentence, fact specific summaries of each point of law from a case written by Westlaw Attorney Editors. These concise statements provide a simpler explanation of the law than what the court may use. Referring to headnotes will enhance your comprehension of the law necessary to apply in your closed memo.

Outline Your Memo

Say goodbye to repetitive review of cases. Save potentially useful cases by adding them to your Keep List for review later in your research journey.

Outline Builder

Start your draft while you research with a drag and drop from primary and secondary authority into your outline within Westlaw.

Workflow Tools

Leverage tools like Annotations, Copy with Reference, and Research Report to streamline your research workflow and improve your final product.

Begin Your Draft

Bring it all together with your first draft

You've finished your research and outline, now it's time to craft your first memo. The task of creating a cohesive and objective written product may seem daunting. But, worry not! This helpful video guides you through the entire memo process, starting from understanding your facts to drafting an impactful conclusion.

Continue building your skills with research certifications.

Find Your Rhythm with Black's Law Dictionary - Bonus Entries

Need some inspiration check out these legal terms by using the the links below., fuel your research with key numbers - bonus entries, need some inspiration check out these key numbers by using the digest searches below., westlaw's "no skips" tips playlist, real property, civil procedure, criminal law, constitutional law, show westlaw some love.

View this post on Instagram A post shared by Westlaw for Law Students (@trlawschool.us)

Statutes on Westlaw - Bonus Entries

Need some inspiration check out the statutes below., key numbers on westlaw - bonus entries, searching on westlaw - bonus entries, need some search inspiration for your entries check out the sample searches below.

Because neurodivergent people often need visual prompts or sensory tools, it is helpful to figure out what works best for you. Maybe you need a quiet fidget to use under your desk in class to help you focus. Maybe you need to incorporate the use of timers throughout your day. If you struggle with time blindness, you can use hourglasses to help you visualize time. Perhaps you struggle with extraneous sounds and need to use noise-cancelling headphones. More and more tools and gadgets are being made for neurodiverse individuals that can help you throughout law school.

Society can dictate when you are supposed to be most productive. See the traditional 9-5 work schedule. However, that model does not always work best for neurodiverse individuals. Some people are not morning people, and that is fine. Figure out when you have the most energy during your day to be your most productive self.

Find one system to use for organization and don’t change it. Trying too many organizational systems can become overwhelming. If your phone calendar works best, use that. If you are a list person, write all the lists. If you are a planner person, find the coolest one to use throughout the school year.

It would be nice to think that you can remember every task or deadline, but let’s be honest, that’s probably not true. Write down every deadline, every task, meeting, assignment, important date, etc. in the organizational system that you use.

Just like you can only put so much gasoline in a car, most neurodiverse individuals only have so much room in their focus tank. Figure out how long you can truly focus and apply yourself to a task before you need a break. That amount of time is typically shorter for neurodiverse individuals. If you can only truly focus for 20 minutes, study for 20 minutes, take a break, and then come back for another 20 minutes.

You may have started law school with your mind full of horror stories. Throw them out the window. Most of the people you attend law school with are genuinely kind and helpful people. Try to find a group or a couple of people that you can trust and lean on when necessary. Your law school friends can help you stay on task, body double, and even provide notes on the days you may be struggling. These friends can be one of your greatest assets throughout your law school journey.

Only discuss your neurodivergence with your professors to the extent that you are comfortable. If there are things you are concerned about related to your neurodivergence, it can be beneficial to make your professors aware at the beginning of the semester. Whether you are worried about cold calling or need a topic broken down, most professors love opportunities to discuss their area of law! They can’t know that you may need help if you don’t let them know. This is especially important if you aren’t successful in getting accommodations from your school’s Disability Services.

As a neurodivergent student, you may not fit the traditional mold of all the things a law student is “supposed to do” in order to be successful. You have been in school for years, and now is the time to trust yourself and not be afraid to be an “outside of the box” law student. There is no harm in trying new study methods, but never fear going back to your personal basics. If you need help figuring those out, see if your law school has a learning center or faculty member that can assist you.

Outlining with jury instructions.

• On your Westlaw Precision home screen, click on Secondary Sources and then Jury Instructions .
• On the Jury Instructions page, use the Jurisdiction filter to select your desired jurisdiction.
• Search for your cause of action. (Ex. elements of libel in Federal Jury Practice & Instructions )
• Open your relevant jury instruction and don't forget to check the related notes.
• To see more instructions, check out the table of contents to your left or click on View Full TOC.

Citation in a Click

• Highlight the text you want to copy. Try it out with Miranda v. Arizona
• Select "Copy with Reference" from the pop-up box.
• Paste into your word document...and you're done!

Black's Law Dictionary

Don't guess the meaning of a legal term. know it., by using black’s law dictionary, exclusively on westlaw , you’ll know the meanings of key terms that will help you understand your cases faster, be prepared for cold-calls and beef up your class notes. 1. access black's law dictionary on westlaw., 2. type your term into the dictionary term box. (ex. demurrer ) if your term contains multiple words, place the terms in quotes. (ex. "rule against perpetuities" ), 3. open up your desired term, copy it and paste it into your notes., looking for some inspiration here are a few legal terms to get you started contracts - collateral estoppel - consequential damages civil procedure - minimum contacts - in personam jurisdiction torts - negligence - invasion of privacy criminal law - mayhem - wobbler, where can i learn more about a firm so i can ask good questions in an interview, news is an excellent source for learning about a firm. you’ll see the clients and matters they represent along with the accolades they earned from their communities. 1. click on news under “specialty areas” on your westlaw edge home screen., 2. start by trying a plain language search for your firm. (ex. gibson dunn crutcher ), 3. to up your search game, consider running a terms & connectors search with an index field. (ex. gibson /2 dunn /s crutcher & in(law lawsuit legal) ), start writing your brief without starting from scratch, what is a brief, a brief is a summary of a case in your own words that includes the key facts, procedural history, issues addressed, along with the court's holdings. how can i find a case on westlaw, cases on westlaw contain a synopsis, a summary of the main facts, issues and holdings of a case, and headnotes, summaries of points of law organizes by topic. you can locate cases on westlaw in a variety of ways. find by citation: if you know your case's citation, just type one of the citations in the search box. (ex. 113 sct 2217 ), find by party name: if you know the names of your parties, just start typing them in the search box and select corresponding case from the drop-down menu. (ex. international shoe).

Note: If your case has common party names, you may need to enter more than one party.

Download your synopsis and headnotes: once you've pulled up your case, click on download under delivery options, select brief it under what to deliver and click on download..

The right search terms can make a difference. Here is an easy way to come up with smart search terms.

Rules, Codes & Restatements

Exporting tables of contents, exporting a table of contents is an easy way to get access to a list of rules, codes or restatements that you can reference on the fly and add to your outlines, as needed. locate your rules, codes or restatement: to export a toc (table of contents), you'll first want to locate your resource. restatement of torts restatement of contracts restatement of property federal rules of civil procedure ucc article 2 federal rules of evidence united states constitution, export your toc: click on download, select outline of current view under what to deliver and then click on download..

Strengthen Your Interview Discussions with News

• Search for a particular firm, attorney, or agency. (Ex. Kirkland and Ellis or Fourth Circuit )
• Or select a specific practice area (Ex. Mergers & Acquisitions )

American Law Reports

Your go-to secondary source, finding an a.l.r. (american law reports) article covering your topic is a great starting point for research. you'll get a quick summary of the legal issue you're researching and a table of cases, laws, and rules to see the law across all jurisdictions. you can also use annotations to find additional secondary sources, such as legal encyclopedias, treatises, and periodicals. no wonder they're nicknamed already done legal research see it in action: the legal discussion to compensate student athletes is heating up. check out this alr article to see how the legal picture for tomorrow’s student athletes comes together in one place., keycite graphical history, procedural history made easy, are you reading a case and not sure how you got there procedurally reversed, remanded or otherwise, we got you. just sign into westlaw and follow the steps below... 1. grab one of the citations you see in your case book and type it into the search box on westlaw . (ex. 480 u.s. 102), 2. click on your case in the drop-down menu., 3. click on the history tab to see your procedural history., keycite graphical history works best when you have a federal case and a complex issue. check out some additional examples from your classes below. contracts - koken v. black & veatch const., inc. - lamps plus, inc. v. varela civil procedure - national equipment rental v. szukhent - helicopteros nacionales de colombia, s.a. v. hall torts - palsgraf v. long island r. co. - kentucky fried chicken of cal., inc. v. superior court, law school resource center, flowcharts, overviews & more..

Scheduled Maintenance

Step 1 - create a new class, step 3 - invite your students, step 2 - assign lessons.

About this event

Love Your Lawyer Day

All the rules you need for class in one place.

Understand the procedural history of your case..

Don't guess the meaning of a term. Know it.

Copy the Code Below

You'll use this code to make a copy of the sample course.

Click on Copy Another Class

Go to the Knowledge Center and click on the Copy Another Class button.

Enter Your Copy Code

Enter your copy code in the Enter Class Copy Code box and click the Validate button.

4. Set Your Options

Change your course title, set your course dates and set your copy option to Assignments Only.

5. Click Copy Course

Click on Copy Course and you're all set to share your course with students.

1. Copy the Code Below

2. click on copy another class, 3. enter your copy code, set your options, click copy course, determining whether a federal court has subject matter jurisdiction over a non-class action case..

If the case arises out of the U.S. Constitution, U.S. laws, rules or regulations, or a treaty signed by the U.S., and the federal courts have exclusive jurisdiction, then the case must be litigated in federal court.

If the case does not arise out of the U.S. Constitution, U.S. laws, rules or regulations, or a treaty signed by the U.S., and there is not complete diversity between the plaintiffs and defendants (a.k.a they are both from different states or one is a citizen of a foreign country), then the case must be litigated in state court.

Restatement of Contracts 2d

Counter-offers.

(1) A counter-offer is an offer made by an offeree to his offeror relating to the same matter as the original offer and proposing a substituted bargain differing from that proposed by the original offer.

(2) An offeree’s power of acceptance is terminated by his making of a counter-offer, unless the offeror has manifested a contrary intention or unless the counter-offer manifests a contrary intention of the offeree.

Negligence Defined

Restatement (second) of torts 282.

In the Restatement of this Subject, negligence is conduct which falls below the standard established by law for the protection of others against unreasonable risk of harm. It does not include conduct recklessly disregardful of an interest of others.

Black’s Law Dictionary (10th ed.2014)

Demurrer: A means of objecting to the sufficiency in law of a pleading by admitting the actual allegations made by disputing that they frame an adequate claim. Demurrer is commonly known as a motion to dismiss.

(2) An offeree’s power of acceptance is terminated by his making a counter-off, unless the offeror has manifested a contrary intention or unless the counter-offer manifests a contrary intention of the offeree.

testing footnote

What is common law and is it written by the courts of law?

[ninja_form id=2]

School: West Academic Test Account Only

This email confirms approval of your order of Law School registration keys required on July 02, 2019. View your order in Password Access Central as needed. If requested, your keys are listed below. Keys are registered at lawschool.westlaw.com/register . Users will need to create their individual OnePass credentials (Username and Password) as well as complete a Law School Profile.

Law School Registration Key(s) to be assigned.

Registration Steps are as follows

1. Visit lawschool.westlaw.com/register

2. Create your OnePass credentials The email address you use for OnePass will be the same one used for TWEN communications.

3. Complete a Law School Profile

Please contact Technical Support at 800-850-9378 (WEST) or email [email protected] with questions about registration. For questions about PAC, please contact your Academic Account Manager.

Westlaw Academic Team

Negligence defined

Restatement (second) of torts § 282.

Back to Main Page

AR 25-50 (PDF)

    Thanks for your contributions!

We need more examples. Examples can be contributed by using the form below.

Memorandum Templates & Examples

We need more memorandum examples and templates. They can be contributed by sending to [email protected] or by pasting into the form below.

Army Memo Template

The above template will speed up memo writing time. The fill-in sections can be tabbed through and there are styles set throughout that ensure proper formatting. Example: the Header, Memo For line, and name in the signature block will always be ALLCAPS. The date auto-populates and the Office Symbol and Subject replicate in the headers of all of the memo pages. Courtesy of CW3 Tripp

Use this form to contribute examples.

Contributions will not show up until reviewed.

Contact     © copyright armywriter.com     Disclaimer

The Grief Recovery Institute

What is the grief recovery method completion letter print.

Modified on: Mon, 21 Aug, 2023 at 4:49 PM

The Grief Recovery Method Completion Letter is the final assignment or step in the GRM.  In this step, the griever is given a specific format to follow to share the previously undelivered communications that are the keys to recovery.  

The letter is different from other letters in that the GRM gently leads the griever through a step-by-step process of identifying exactly what needs to be included in the letter. The letter is then closed with the word “goodbye” - saying goodbye to the pain resulting from the loss, not goodbye to the person. 

The letter must also be read aloud to a nonjudgemental listener to “give it voice” without being analyzed, judged, criticized, or fixed. As other communications may come to light, they can be added to the letter as post scripts or PSs.  

Did you find it helpful? Yes No

Related Articles

DI men's golf semifinals

DI baseball tournament preview

See the DI baseball bracket

⛳️ Hiroshi Tai claims individual men's golf title

NCAA | May 26, 2024

Sixteen regional sites selected for the 2024 ncaa di baseball championship.

INDIANAPOLIS – The NCAA Division I Baseball Committee announced the 16 regional sites for the 77th annual NCAA Division I Baseball Championship.

The 16 regional sites, with host institutions and records are as follows: 

• Athens, Georgia – Georgia (39-15)
• Chapel Hill, North Carolina – North Carolina (42-13)
• Charlottesville, Virginia – Virginia (41-15)
• Clemson, South Carolina – Clemson (41-14)
• Bryan-College Station, Texas – Texas A&M (44-13)
• Corvallis, Oregon – Oregon State (42-14)
• Fayetteville, Arkansas – Arkansas (43-14)
• Greenville, North Carolina – East Carolina (43-15)
• Knoxville, Tennessee – Tennessee (50-11) 
• Lexington, Kentucky – Kentucky (40-14) 
• Norman, Oklahoma – Oklahoma (37-19) 
• Raleigh, North Carolina – NC State (33-20) 
• Santa Barbara, California – UC Santa Barbara (42-12) 
• Stillwater, Oklahoma – Oklahoma State (40-17) 
• Tallahassee, Florida – Florida State (42-15)
• Tucson, Arizona – Arizona (36-21)

By being awarded a regional, all 16 host institutions have also been selected to the 64-team championship field.

Each regional field features four teams, playing in a double-elimination format. All 16 regionals are scheduled to be conducted from Friday, May 31 to Monday, June 3 (if necessary).

UC Santa Barbara is hosting for only the second time and for the first time in Santa Barbara (it hosted at a neutral site at Lake Elsinore in 2015).

Florida State is hosting a baseball regional for the 36th time in tournament history, the most by any school. Oklahoma is hosting for the first time since 2010.

Arkansas, Clemson, Kentucky, Oklahoma State and Virginia each hosted regionals in 2023 and Oklahoma State is hosting for a third consecutive season.

The full 64-team field, top-16 national seeds, first-round regional pairings and site assignments will be announced at Noon (ET), on Monday, May 27. The one-hour program will be shown live on ESPN2. The committee will set the entire 64-team bracket through both the super regionals and the first round of the Men’s College World Series and will not reseed the field after play begins. 

Selection of the eight super regional hosts will be announced on www.NCAA.com/mcws , Tuesday, June 4 at 10 a.m. (ET). 

There are 30 Division I Conferences which will receive an automatic berth in the field of 64, along with 34 at-large selections. The Men’s College World Series begins play Friday, June 14, at Charles Schwab Field Omaha in Omaha, Nebraska.  

• Arkansas wins the best college baseball stadium vote by the fans

• NCAA baseball tournament preview: Regions to watch, national championship prediction and more

• How the Men's College World Series works
• Championship Info
• Game Program

Men's College World Series

• 🗓️ 2024 schedule
• 🔮 Future dates
• 🤔 How the MCWS works
• 🏆 Programs with the most MCWS titles
• 💪 Coaches with the most MCWS wins
• ⚾ Every champion in tournament history

Everything you need to know about how the Men's College World Series works

Di baseball news.

• The toughest regional in the 2024 DI baseball bracket
• 2024 NCAA baseball bracket: Men's College World Series scores, schedule

College baseball career home run leaders

Here are the baseball programs with the most Men's College World Series titles

The 7 longest home runs in MCWS history (that we know of)

Follow di baseball.