How To Write A Business Memo [Free PDF Template]

A memo is a business document that communicates information internally in an organization.

A business letter communicates information outside of an organization.

Email is used both inside and outside an organization.

What is the meaning of internal memo?

The term "internal memo" is actually redundant since a memo is always an internal document.

Here is a standard business memo format model.

Note: a business memo should not exceed two pages.

Memo Format Example

Memos are often written on company letterhead. to start your memo drop down 1.5 inches from top of letterhead and add the "To" field.

To: Name of Person and Title in Organization
From: Your Name Date: Month, Day, Year
Subject: Be very specific

(NOTE: There is no salutation greeting in a memo, as there is in a letter or email.)

I propose that we purchase or lease a van to serve as a mobile bookstore. We could use this van to generate sales in the outlying towns and villages throughout the state where our retail stores are not penetrating. (Direct and brief introduction which sums up the point of the memo succinctly.)

Rationale for Van (informative heading.)
We have been aware for some time that many small towns around the state do not have adequate bookstore facilities, but the economics of the situation are such that we would not be able to open a comprehensive branch and operate it profitably. However, we could afford to stock a van with books and operate it for a few days at a time in various small towns throughout the state. As you are probably aware, the laws of this state would permit us to acquire a statewide business license fairly easily and inexpensively. (Provides brief, but full, background and feasibility information to the reader.)

With the proper advance advertising, we should be able to generate much interest in this initiative. It seems to me that this idea has much merit because of the flexibility it offers us. For example, we could tailor the length of our stay to the size of the town and the amount of business generated. Also, we could customize our inventory to the needs and interests of the particular locales. (Additional persuasive information.)

Actions Request
The driver of the van would act as the salesperson, and we would, of course, have copies of our complete catalog so that mail orders could be taken as well. Please let me know your thoughts about this proposal. If you wish, I can explore the matter further and generate cost and sales estimates. (Clear closing that asks for specific action.)

Memorandum Format PDF Example

The Purdue University Online Writing Lab shares this downloadable PDF example. It provides another strong example of proper formatting. Notice the format:

  • All text is justifed to the left side of the page. None of the first paragraphs are indented. Business documents use justified left format, while academic format indents the first paragraph.
  • Text is single spaced between lines.
  • There is double spacing between paragraphs

How to End a Memo

Notice that there is no closing signature in a memo, as there would be in a business email or business letter. 

The best ending for a memo is a clear closing action, stated in the last paragraph. And, be very clear about what you want your reader to know or do after reading the memo, which makes it easy for your reader to respond.

Mary Cullen

About the author

Mary Cullen

Mary founded Instructional Solutions in 1998, and is an internationally recognized business writing trainer and executive writing coach with two decades of experience helping thousands of individuals and businesses master the strategic skill of business writing. She excels at designing customized business writing training programs to maximize productivity, advance business objectives, and convey complex information. She holds a B.A. in English from the University of Rhode Island, an M.A. in English Literature from Boston College, and a C.A.G.S. in Composition and Rhetoric from the University of New Hampshire.

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