How to Write a Business Memo

Learn how to effectively communicate your ideas, decisions, requests, and announcements to your team.

How to write business memos

A memo, or memorandum, is one of the most common forms of business communication. While the way memos are distributed has changed – emails have taken the place of printed notes and physical company notice boards – they still play a crucial role in keeping all employees on the same page.

Let's dive deeper into what a business memo is and how to write it effectively.

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What is a business memo?

A memo is a note or a document distributed within an organization to share information. The term comes from the Latin word "memorandum", meaning "notable" or "memorable".

Memos are often used to communicate ideas, decisions, requests, or announcements to large groups of employees, like your entire department or everyone at the company – for example, a new internal policy introduction, a reminder the clean the shared breakroom, or an invitation to attend a staff party.

A memo allows companies to disseminate information to their teams asynchronously, without having to schedule extra meetings or communicate important announcements one line at a time on Slack.

Here is an example of a business memo created in Nuclino, a document collaboration and knowledge sharing tool for teams:

Business memo example

A business memo example (created in Nuclino)

Business memo format

Although they can take different forms, business memos are always brief, clear, single-subject documents. They follow a simple structure and usually include the following sections:

The tone of business memos tends to be fairly friendly and informal. A signature is usually not included, but it may be appropriate depending on your message or your company’s style.

How to write a business memo

When it comes to writing memos, there are several simple dos and don'ts to keep in mind:

Sample business memo

A business memo in an internal wiki (created in Nuclino)

If your company doesn't have a wiki, you can easily create one for free in Nuclino. Nuclino is a collaborative workspace that will not only make it easy to share memos with your team, but also allow your colleagues to give their input.

Your team can ask questions and share their feedback directly in the document, so that you can be sure your memo got the message across. Use comments and mention individual members or groups to send them a notification and grab their attention.

Business memo example with feedback

Business memo template

Make sure to create a template for your memos and have it used by the entire team. If all your memos have a consistent style and structure, they will be much easier to write and understand.

There is no one-size-fits-all when it comes to writing memos, but most companies use a similar format. Copy and customize this memo template for your own team:

Business memo example

Business memo template (created in Nuclino)

Writing memos may seem like a trivial task, but it's a fundamental part of internal communication for every organization.

If the memo doesn't reach its intended audience or is written in an unclear way, it may end up creating confusion and resulting in unnecessary meetings just to get everyone on the same page. When done correctly, however, a memo can be one of the most effective ways to share information and keep your team aligned.

Sign up for a free Nuclino account and start sharing memos with your team in a quick and organized way.

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