What Is a Business Memorandum?
Business memoranda, also called memos, are informal yet professional communications circulated within an organization. They are not suited for confidential matters, which should be conveyed through more private channels. Memos are designed to keep employees informed, share important company updates, or clarify procedures in a friendly, yet focused tone.
Tone and Style of Memos
A memo’s tone is usually informal and approachable, without being too casual. Avoid being curt, officious, or patronizing, but do strive for brevity and clarity. It’s best to place the most important information in the opening paragraph, followed by further details and discussion in subsequent sections.
Essential Elements of a Memo
All business memos follow a similar organizational structure:
- Addressee: The recipient(s) is listed at the top left, typically in capital letters.
- Sender: The author's name is placed below the addressee, also left-aligned and in capital letters.
- Date: Position the date below the sender’s name, left-aligned and capitalized.
- Subject: Enter the subject line below the date, left-aligned and in capitals, briefly summarizing the memo’s purpose.
Ensure all elements are flush left, making the memo easy to read and scan for essential details.
Formatting Tips
- Use high-quality white bond paper, either note size or standard letter size, suitable for most desk in-baskets.
- Keep your formatting clean, with clear margins and spacing between sections.
- Avoid decorative fonts; use standard, professional typefaces.
Example of a Well-Formatted Memo
The included figure demonstrates an exemplary business memo, showing how to properly structure each component from addressee to subject line to ensure clarity and professionalism.
Summary Table of Memo Sections
|
Section |
Content
Description |
|
Addressee |
Who receives
the memo (e.g., staff, manager) |
|
Sender |
Who writes
the memo (author) |
|
Date |
When the memo
is written/distributed |
|
Subject |
Main purpose
or topic of the memo |
Key Takeaways
- Always structure the memo with essential elements placed flush left for easy reading.
- Communicate publicly-appropriate, non-confidential information only.
- Maintain a direct, succinct tone and ensure the memo starts with what matters most.
Memorandum
TO: GTS Sales Staff
FROM: Karen Moore
CC: Mr. John
DATE: April 18, 2025
SUBJECT: Customer Presentation
The JSKL Marketing presentation you prepared last week to
showcase our new product line was exceptional!
Your enthusiasm, sales strategy, and product knowledge were
impressive and certainly sealed the deal with Mr. Lockhart!
Thank you for your outstanding work and dedication. Bonus
checks will be distributed next week.
My sincere congratulations to all of you!
