How to Write a Memo People Actually Read

Most memos fail in the first paragraph. The reader cannot tell what the memo is about or what they need to do, so they skim and move on. A good memo fixes that with structure.

Start with the purpose

The first one or two sentences say what the reader needs to know or do. "Starting March 1, expense reports are approved in the finance app. Please move open reports by February 20." Everything else supports that line.

A structure that works for almost any memo

• Header. To, From, Date and a specific Subject line.
• Purpose. What this is about and what you need.
• Background. Just enough context to understand the change or decision.
• Key points. The facts, options or findings, often as a short list or table.
• Decisions or actions. Who does what, by when.
• Next steps and contact. What happens next and who to ask.

Keep it short, but complete

One page is a good target for most internal memos. If you need more, use headings so readers can jump to the part they care about. Tables are great for dates, owners and options.

Write for the reader

Use plain words, active sentences and the names people already use. Avoid blame in incident reports; describe what happened and what changes. Use placeholders such as [date] when you do not know a detail yet, and fill them in before sending.

Make it look official

A letterhead with your logo, page numbers and a clear header block tell readers the memo matters. In SlidesBat you can write a memo from a prompt or your notes, choose a letterhead style, and export it to PDF or Word.