How to Write a Memo That Gets Results

Why Memos Still Matter

Memos didn't disappear — they just moved. Slack channels, shared docs, and company wikis now host what used to be paper memos. The format survived because it works. When workplace surveys show that unclear communication wastes time and creates confusion, the memo's predictable shape becomes a competitive advantage.

A memo's job is simple: be scannable. Someone should glance at it for five seconds and know whether it applies to them. They should read it fully in under a minute and know exactly what's being asked. That doesn't happen by accident — it happens because the writer followed a structure that puts important information where skimming readers will actually see it.

Memo or Email? Know When to Use Each

• Use a memo when the message needs archival as an official record
• Use a memo when it applies to a whole team or department
• Use a memo for policies, decisions, or substantial proposals
• Use email for conversational exchanges and back-and-forth discussions
• Use email for time-sensitive messages requiring quick response
• Use email when the content only matters to a small group

The Five-Part Memo Structure

Build Your Memo in This Order

1. 1
   Start with your call-to-action

   Write one sentence stating exactly what you want the reader to do.

2. 2
   Draft the heading

   Write clear To, From, Date, and Subject information.

3. 3
   Write the opening

   Deliver your point in one or two sentences.

4. 4
   Fill in the body

   Add supporting details, using headers or bullets rather than dense paragraphs.

5. 5
   Add a brief closing

   Reinforce the main message with fresh language.

6. 6
   Review against scan test

   Can someone understand this at a glance in five seconds?

What the Numbers Show

Putting It Into Practice

Consider a work-from-home policy memo. Your heading covers the basics: To, From, Date, and a clear subject line. Your opening states the change upfront: 'Starting June 15th, employees may work remotely up to three days per week.' The body explains eligibility, approval process, and expectations. The closing acknowledges flexibility while keeping teams connected. The call-to-action sets a deadline for submitting preferred schedules.

Or take a project proposal. Your heading targets the right person. Your opening delivers the value immediately: 'This proposes building a self-service feedback portal to reduce support ticket volume by an estimated 15-20%.' The body outlines problem, solution, resources, and timeline. The closing notes the opportunity cost of waiting. The call-to-action asks for a go-ahead on a pilot phase by a specific date.