In this post, you\u2019ll learn:<\/p>\n\n\n\n
- \n
- What a business memo is,<\/li>\n\n\n\n
- The key parts of a memo,<\/li>\n\n\n\n
- How to use the right memo writing format, and<\/li>\n\n\n\n
- Tips on how to write a business memo that gets results.<\/li>\n<\/ul>\n\n\n\n
We\u2019ll also provide some examples of good business memos.<\/p>\n\n\n\n
Let\u2019s start.<\/p>\n\n\n
\n![\"Business](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2023\/03\/Business-memoir-1-1-1.png\")
<\/figure>\n<\/div>\n\n\nWhat is a business memo? <\/h2>\n\n\n\n
A business memo is an internal document used to quickly share key updates across a company<\/strong>. Think of it as a streamlined press release \u2014 written for your team, not the public.<\/p>\n\n\n\n
While less formal than business letters, memos still need to be professional and <\/strong>respectful<\/strong><\/a>. The goal is to inform, not debate or seek approval.<\/p>\n\n\n\n
Common uses for a business memo include:<\/p>\n\n\n\n
- \n
- Workforce changes (e.g., employee departures<\/a> or new hires),<\/li>\n\n\n\n
- Announcements about meetings or events, or<\/li>\n\n\n\n
- Operational updates (e.g., time-off policies or workflow shifts).<\/li>\n<\/ul>\n\n\n\n
In short, a corporate memo communicates decisions that have already been made<\/strong> and tells employees what to expect or do next. It\u2019s not a space for discussion \u2014 it\u2019s about clarity and direction.<\/p>\n\n\n\n
Stay connected with your team via Pumble<\/a><\/p>\n\n\n\n
What should a business memo include?<\/h2>\n\n\n\n
The key to a good business memo is being clear and concise.<\/strong> A well-structured memo format <\/strong>makes it easier to read and understand the information.<\/p>\n\n\n\n
To follow the proper business memo format, include these essential parts of a memo<\/strong>:<\/p>\n\n\n\n
- \n
- Header,<\/li>\n\n\n\n
- Main point,<\/li>\n\n\n\n
- Supporting details,<\/li>\n\n\n\n
- Call to action, and<\/li>\n\n\n\n
- Closing statement.<\/li>\n<\/ul>\n\n\n\n
Let\u2019s break down each of these elements in more detail.<\/p>\n\n\n\n\n
\n\n Free team communication app<\/span>\nImprove collaboration and cut down on emails by moving your team communication to Pumble.<\/p>\n\n
\n Sign up<\/a>\n\n <\/div>\n <\/div>\n\n\n\n \n ![\"Illustration\"](\"https:\/\/pumble.com\/blog\/wp-content\/themes\/cake-blog\/theme\/images\/banners\/default.png\")
\n <\/picture>\n <\/div>\n<\/div>\n \n\n\n\nElement #1: Header<\/h3>\n\n\n\n
The header is the first element of your memo. It contains the necessary information about the sender, as well as the subject of the memo<\/strong>.<\/p>\n\n\n\n
Here\u2019s what a header of a business memo typically looks like:<\/p>\n\n\n\n
- \n
- To<\/strong> \u2014 List the recipient\u2019s names and job titles or the name of the department you\u2019re sending the memo to.<\/li>\n\n\n\n
- From<\/strong> \u2014 List your name and job title.<\/li>\n\n\n\n
- Date<\/strong> \u2014 Write the date when you\u2019re sending the memo.<\/li>\n\n\n\n
- Subject<\/strong> \u2014 Explain the reason for the memo briefly.<\/li>\n<\/ul>\n\n\n\n
Element #2: Main point<\/h3>\n\n\n\n
Right after the header comes your main point.<\/strong><\/p>\n\n\n\n
There is no need for a greeting of any sort in a business memo, so get straight to the point.<\/p>\n\n\n\n
Make sure to explain the main subject in the first one or two sentences<\/strong>.<\/p>\n\n\n\n
For example, if you\u2019re writing a memo about a day off that everyone is having next week, the first sentence should sound something like this:<\/p>\n\n\n\n
\n
\u201cThe purpose of this memo is to inform you that next Monday, [include specific date], will be a day off for all staff.<\/em>\u201d<\/p>\n<\/blockquote>\n\n\n\n
This is important because it makes the reader aware of the point right away and makes it easier to understand and act upon if needed.<\/p>\n\n\n\n
This is the most important element of the business memo, so make it clear and informative<\/strong>.<\/p>\n\n\n\n
Element #3: Supporting details<\/h3>\n\n\n\n
After presenting the main point of the memo, you can provide details and explanations that support your main point<\/strong>.<\/p>\n\n\n\n
In the example of a company-wide day off, here is where you\u2019re supposed to go into more detail about it. Perhaps it\u2019s a public holiday or a mandatory day off for a religious holiday. State the reason behind the decision in this paragraph.<\/p>\n\n\n\n
Also, think about what kind of questions your coworkers might have, and answer those in this part of the memo. Once again, you shouldn\u2019t go too much into detail, but make it informative enough<\/strong> so the readers can understand why the changes have been made.<\/p>\n\n\n\n
Furthermore, you should inform the reader of the timeline of events:<\/p>\n\n\n\n
- \n
- What changes have already been made,<\/li>\n\n\n\n
- When the new changes will take place, and<\/li>\n\n\n\n
- What the planned changes for the future are.<\/li>\n<\/ul>\n\n\n\n
After this part of the memo, the reader should be well aware of the changes and why they happened.<\/p>\n\n\n\n\n
\n\n Communication made easy<\/span>\nA communication app for teams of all kinds. Discuss, share, and collaborate.<\/p>\n\n
\n Solutions<\/a>\n\n Register<\/a>\n <\/div>\n <\/div>\n\n\n\n \n ![\"Illustration\"](\"https:\/\/pumble.com\/blog\/wp-content\/themes\/cake-blog\/theme\/images\/banners\/landing-3.png\")
\n <\/picture>\n <\/div>\n<\/div>\n \n\n\n\nElement #4: Call to action<\/h3>\n\n\n\n
Next up is a call to action (CTA).<\/p>\n\n\n\n
This part is optional, as it’s not always necessary for employees to do something after getting a memo<\/strong>. Sometimes, a memo is just to inform them of something.<\/p>\n\n\n\n
However, sometimes employees will be expected to take certain steps after reading the memo.<\/p>\n\n\n\n
Here\u2019s some advice about CTAs from Cynthia Davis<\/a>, a founder and CEO:<\/p>\n\n\n\n
\n\n![\"Cynthia](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2023\/03\/Cynthia-Davies.png\")
<\/figure>\n<\/div>\n\n\n\n\n\n
\u201cMy best advice on writing an effective business memo is to include a clear call to action so that people know what to do after reading it. <\/em><\/p>\n\n\n\n
This ensures that the memo is not just a passive transmission of information, but a proactive step toward achieving the desired outcome. Without a call to action, the information within the memo may be left unheeded, or employees may not know what specific steps to take in response.<\/em>\u201d<\/p>\n<\/blockquote>\n<\/div>\n<\/div>\n\n\n\n
<\/div>\n\n\n\nTherefore, make sure to instruct employees on the next steps they need to take. Consider employees of all levels, and instruct them accordingly. <\/p>\n\n\n\n
Make sure to clearly state any deadlines or specific rules that need to be followed.<\/p>\n\n\n\n
If no action is needed, make sure to include that information as well, to avoid confusion. <\/p>\n\n\n\n
Therefore, if any action is needed on behalf of the employees, make it clear and instruct your staff on what they need to do.<\/p>\n\n\n\n
Hold follow-up meetings with Pumble<\/a><\/p>\n\n\n\n
Element #5: Closing statement <\/h3>\n\n\n\n
To finish off your business memo, include a closing statement<\/strong>.<\/p>\n\n\n\n
Refer back to the main point and reinforce it<\/strong>. This is also the time when you instruct the reader to contact you if they have any questions.<\/p>\n\n\n\n
At the very end of your memo, include a footer.<\/p>\n\n\n\n
This can just be as simple as a \u201c<\/em>thank you<\/em><\/a>\u201d<\/em> followed by your name.<\/p>\n\n\n\n
You can also add your contact information<\/strong>, such as your email address. This way, employees can reach you if they need clarification on anything related to your business memo.<\/p>\n\n\n\n
If applicable to your business and industry, you can add a phone number for contact information.<\/p>\n\n\n\n
In any case, include a footer to mark the end of your memo \u2014 don\u2019t just cut it off.<\/p>\n\n\n\n\n
\n\n Improve work communication<\/span>\nCommunicate and collaborate effectively with Pumble, an all-in-one digital HQ.<\/p>\n\n
\n See features<\/a>\n\n Register<\/a>\n <\/div>\n <\/div>\n\n\n\n \n ![\"Illustration\"](\"https:\/\/pumble.com\/blog\/wp-content\/themes\/cake-blog\/theme\/images\/banners\/features.png\")
\n <\/picture>\n <\/div>\n<\/div>\n \n\n\n\nExample of an effective business memo<\/h2>\n\n\n\n
To help you better visualize what a business memo is supposed to look like, let\u2019s look at a couple of examples.<\/p>\n\n\n\n
For the first example, we have a more informal way of delivering a business memo \u2014 through a business messaging app. <\/p>\n\n\n\n
Here\u2019s how John Stark informed his team about a meeting cancelation in Pumble, a business messaging app<\/a>:<\/p>\n\n\n
\n![\"Example](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2023\/03\/memo-via-pumble.png\")
Example of a business memo in Pumble, a team messaging app<\/figcaption><\/figure>\n<\/div>\n\n\n Try Pumble by CAKE.com today<\/a><\/p>\n\n\n\n
If you want a more formal way to communicate<\/a>, sending out an email with an attached document can be a good option.<\/p>\n\n\n\n
Here\u2019s an example of a business memo sent through email in the form of a PDF document:<\/p>\n\n\n
\n![\"Example](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2023\/03\/memo-via-email.png\")
Example of a business memo sent via email<\/figcaption><\/figure>\n<\/div>\n\n\n Business memo templates<\/h2>\n\n\n\n
A great way to write consistently good business memos is to have a template ready<\/strong>.<\/p>\n\n\n\n
This way, you can have a universal style and structure of a memo. This will make it easier for the writer of the memo, as well as the reader. <\/p>\n\n\n\n
We have designed a business memo template that you can download and use.<\/p>\n\n\n
\n![\"Business](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2023\/03\/Business-memo-template-1.png\")
<\/figure>\n<\/div>\n\n\n\ud83d\udd3d Download our free business memo template here<\/a><\/p>\n\n\n\n
You just need to change the relevant information to fit whatever you\u2019re trying to say, but the structure can remain the same. That way, you don\u2019t have to rack your brain every time you need a business memo.<\/p>\n\n\n\n
How to write an effective business memo?<\/h2>\n\n\n\n
Now that you have the necessary information about what a business memo should look like, let\u2019s focus on making it effective.<\/p>\n\n\n\n
Always keep in mind that a memo should be:<\/p>\n\n\n\n
- \n
- Clear<\/strong>,<\/li>\n\n\n\n
- Direct<\/strong>, and <\/li>\n\n\n\n
- Easy to read<\/strong>. <\/li>\n<\/ul>\n\n\n\n
Let\u2019s go over some tips on how to write an effective business memo.<\/p>\n\n\n\n
Tip #1: Know your audience<\/h3>\n\n\n\n
Before you write a business memo<\/strong>, think about who will read it. <\/p>\n\n\n\n
A memo to your direct team will sound different than one addressed to the entire company or upper management. While your tone should always be professional, the level of formality and detail should match the audience<\/strong>.<\/p>\n\n\n\n
According to Andrew Chen<\/a>, a CSO and Managing Partner, the tone and language you use in your business memo is crucial:d:<\/p>\n\n\n\n
\n\n![\"Andrew](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2023\/03\/Andrew-Chen.png\")
<\/figure>\n<\/div>\n\n\n\n\n\n
\u201cThe purpose of the memo should dictate its tone. Memos are typically used for <\/em>internal communication<\/em><\/a>, so it\u2019s best to keep the tone friendly, yet professional. Ensure that the memo does not contain any personal bias and remains objective. Also, keep in mind that business memos often relate to company procedures and policies and can have legal standing.<\/em>\u201d <\/p>\n<\/blockquote>\n<\/div>\n<\/div>\n\n\n\n
<\/div>\n\n\n\nIn multicultural workplaces<\/a>, make sure your memo is written in clear, accessible language.<\/p>\n\n\n\n
Connect across time zones with Pumble<\/a><\/p>\n\n\n\n
Tip #2: State the subject right away<\/h3>\n\n\n\n
In both the header and body of your business memo, be specific and direct. <\/strong><\/p>\n\n\n\n
Your memo format should always include a clear subject line<\/strong> that tells the reader exactly what the memo is about \u2014 so, avoid vague headlines.<\/p>\n\n\n\n
For example, let\u2019s say you\u2019re sending out a memo about a rescheduled meeting. The subject line should say \u201cToday\u2019s meeting rescheduled for tomorrow\u201d<\/em>, rather than \u201cNews about the meeting\u201d<\/em>.<\/p>\n\n\n\n
That way, everyone who gets the memo will understand what it\u2019s about, even without going through it.<\/p>\n\n\n\n
Apply the same logic to your opening paragraph. The first sentence or two should clearly state the purpose of the memo. Don\u2019t bury the lead \u2014 your reader should know the main point immediately.<\/p>\n\n\n\n
This clarity is one of the defining parts of a memo and a hallmark of professional business memos<\/strong>.<\/p>\n\n\n\n
\n\ud83d\udca1 Pumble Pro Tip<\/strong><\/p>\n\n\n\n
Direct communication in the workplace is an important skill to have. To learn more about direct communication and how you can implement it in your workplace, check out our blog post:<\/p>\n\n\n\n
- \n
- Direct Communication in the Workplace<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
Tip #3: Be concise and precise<\/h3>\n\n\n\n
A business memo is, by definition, a short piece of writing.<\/p>\n\n\n\n
Therefore, the most important tip to keep in mind while writing is to be as concise as you can<\/strong>.<\/p>\n\n\n\n
This shouldn\u2019t obstruct you from delivering the information correctly, but rather make you deliver it directly and without unnecessary details.<\/p>\n\n\n\n
Use short paragraphs, plain language, and avoid fluff.<\/strong><\/p>\n\n\n\n
Having a clear goal in mind when writing a business memo is essential, according to Andrew Tsionas<\/a>, a Marketing leader: <\/p>\n\n\n\n
\n\n![\"Andrew](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2023\/03\/Andrew-Tsionas.png\")
<\/figure>\n<\/div>\n\n\n\n\n\n
\u201cStart with a clear goal in mind. What do you want to achieve by writing this memo? What is the purpose of it? If you can answer these questions clearly, you will be able to focus your writing and avoid wasting time on tangents or irrelevant information.<\/em>\u201d<\/p>\n<\/blockquote>\n<\/div>\n<\/div>\n\n\n\n
<\/div>\n\n\n\nFurthermore, a business memo isn\u2019t a place to start conversations about many different topics<\/strong>.<\/p>\n\n\n\n
You should address a single issue or inform your employees of one change at a time. <\/p>\n\n\n\n
Write separate memos for separate issues and keep your memos short.<\/p>\n\n\n\n
Schedule a Pumble meeting for discussions<\/a><\/p>\n\n\n\n
Tip #4: Maintain a professional tone<\/h3>\n\n\n\n
A business memo is an internal document. However, you still need to remain professional and polite when writing one.<\/p>\n\n\n\n
Always use appropriate language and <\/strong>avoid using technical jargon<\/strong><\/a> if you\u2019re writing to people from a different department \u2014 they may not understand it.<\/p>\n\n\n\n
Tsionas also highlights the importance of professionalism and plain language when writing memos:<\/p>\n\n\n\n
\n\n<\/figure>\n<\/div>\n\n\n\n\n\n
\u201cKeep your tone professional. This isn’t the time for flowery language or fancy prose \u2014 stick to plain English that is easy to understand. If your memo requires additional information or clarification, include a brief note at the end of the document asking for feedback or further explanation<\/em>.\u201d<\/p>\n<\/blockquote>\n<\/div>\n<\/div>\n\n\n\n
<\/div>\n\n\n\nEven with members of your team, a level of professionalism should always be upheld. Write your memos with this in mind.<\/p>\n\n\n\n\n
\n\n All-in-one digital HQ<\/span>\nA communication app for teams of all kinds. Discuss, share, and collaborate.<\/p>\n\n
\n Solutions<\/a>\n\n Register<\/a>\n <\/div>\n <\/div>\n\n\n\n \n ![\"Illustration\"](\"https:\/\/pumble.com\/blog\/wp-content\/themes\/cake-blog\/theme\/images\/banners\/templates.png\")
\n <\/picture>\n <\/div>\n<\/div>\n \n\n\n\nTip #5: Provide a summary if the memo is long<\/h3>\n\n\n\n
By now, you should know that memos should be short. However, that isn\u2019t always applicable. Sometimes memos can go on for more than a page. <\/p>\n\n\n\n
In that situation, make sure to provide a summary of the most important points<\/strong>.<\/p>\n\n\n\n
Keynote Speaker and VP, Logan Mallory<\/a>, agrees that summaries are sometimes necessary:<\/p>\n\n\n\n
\n\n![\"Logan](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2023\/03\/Logan-Mallory.png\")
<\/figure>\n<\/div>\n\n\n\n\n\n
\u201cWhen writing a business memo, it’s best to start with a brief summary to provide readers with a clear understanding of the memo’s purpose and main points. By providing a summary upfront, readers can quickly understand the context of the memo and determine whether they need to read it further.\u201d<\/p>\n<\/blockquote>\n<\/div>\n<\/div>\n\n\n\n
<\/div>\n\n\n\nYou can do this by carefully writing your first paragraph as a summary of the whole memo.<\/p>\n\n\n\n
Make sure to include:<\/p>\n\n\n\n
- \n
- The main point of memo,<\/strong><\/li>\n\n\n\n
- The most important facts behind the decision, <\/strong>and<\/li>\n\n\n\n
- A basic overview of the rest of the memo.<\/strong><\/li>\n<\/ul>\n\n\n\n
If you write a good summary paragraph, it will be much easier to know what\u2019s important right away.<\/p>\n\n\n\n
Also, a summary paragraph will be useful if anyone needs to look back on the memo in the future.<\/p>\n\n\n\n
Tip #6: Pay attention to formatting <\/h3>\n\n\n\n
Be mindful of formatting your business memos the right way.<\/p>\n\n\n\n
To follow best memo writing format practices:<\/p>\n\n\n\n
- \n
- Use clear headers and bullet points,<\/strong><\/li>\n\n\n\n
- Stick to standard fonts and sizes,<\/strong><\/li>\n\n\n\n
- Keep paragraphs focused on one idea, <\/strong>and<\/li>\n\n\n\n
- Break the memo into clean, logical sections.<\/strong><\/li>\n<\/ul>\n\n\n\n
\n\ud83d\udca1 Pumble Pro Tip<\/strong><\/p>\n\n\n\n
If you want to learn more about formatting messages at work, and why it\u2019s important, check out our blog post:<\/p>\n\n\n\n
- \n
- Tips for Formatting Messages at Work<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
Tip #7: Review before sending<\/h3>\n\n\n\n
Finally, review your memo carefully before you send it<\/strong>. <\/p>\n\n\n\n
Proofread for grammar, typos, and clarity. A sloppy business memorandum can hurt your credibility, even if the content is solid.<\/p>\n\n\n\n
If it\u2019s a high-stakes memo, ask a colleague to review it. <\/p>\n\n\n\n
Make sure it aligns with the standard memo format and clearly communicates your message.<\/p>\n\n\n\n
Share your memos with Pumble<\/a><\/p>\n\n\n\n
Write, share, and discuss your business memos with Pumble by CAKE.com<\/h2>\n\n\n\n
Clear, effective communication is the foundation of a productive workplace. <\/p>\n\n\n\n
With the right tools, you can create a culture of transparency<\/a>, clarity, and accountability.<\/p>\n\n\n\n
Pumble is an all-in-one communication platform<\/strong><\/a> built to simplify workplace messaging<\/strong> and help you share important information, like business memos, in a structured, accessible way.<\/p>\n\n\n
\n![\"Pumble\u2019s](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2023\/03\/pumble-featuress-1.png\")
Pumble\u2019s features<\/figcaption><\/figure>\n<\/div>\n\n\n Use Pumble\u2019s features to support seamless communication at every level:<\/p>\n\n\n\n
- \n
- Video calls<\/a> \u2014 Discuss memo updates or hold quick check-ins face-to-face.<\/li>\n\n\n\n
- Direct messages<\/a> \u2014 Clarify memo details and keep side conversations organized.<\/li>\n\n\n\n
- Channels<\/a> \u2014 Share memos with entire departments or teams, and pin key updates.<\/li>\n\n\n\n
- Direct messages<\/a> \u2014 Clarify memo details and keep side conversations organized.<\/li>\n\n\n\n
- Video calls<\/a> \u2014 Discuss memo updates or hold quick check-ins face-to-face.<\/li>\n\n\n\n
- Stick to standard fonts and sizes,<\/strong><\/li>\n\n\n\n
- The most important facts behind the decision, <\/strong>and<\/li>\n\n\n\n
- The main point of memo,<\/strong><\/li>\n\n\n\n
- Direct<\/strong>, and <\/li>\n\n\n\n
- Clear<\/strong>,<\/li>\n\n\n\n
- From<\/strong> \u2014 List your name and job title.<\/li>\n\n\n\n
- To<\/strong> \u2014 List the recipient\u2019s names and job titles or the name of the department you\u2019re sending the memo to.<\/li>\n\n\n\n
- Workforce changes (e.g., employee departures<\/a> or new hires),<\/li>\n\n\n\n
![\"Illustration\"](\"https:\/\/pumble.com\/blog\/wp-content\/themes\/cake-blog\/theme\/images\/banners\/default@2x.png)
\n <\/picture>\n <\/div>\n<\/div>\n \n\n\n\n![\"Illustration\"](\"https:\/\/pumble.com\/blog\/wp-content\/themes\/cake-blog\/theme\/images\/banners\/landing-3@2x.png)
\n <\/picture>\n <\/div>\n<\/div>\n \n\n\n\n![\"Illustration\"](\"https:\/\/pumble.com\/blog\/wp-content\/themes\/cake-blog\/theme\/images\/banners\/features@2x.png)
\n <\/picture>\n <\/div>\n<\/div>\n \n\n\n\n![\"Illustration\"](\"https:\/\/pumble.com\/blog\/wp-content\/themes\/cake-blog\/theme\/images\/banners\/templates@2x.png)
\n <\/picture>\n <\/div>\n<\/div>\n \n\n\n\n