How to write a memo in Business English


A memo or memorandum is used to communicate within a workplace. Memos are used in different situations such as recording details of a staff meeting or communicating on company policies or procedures.

 Language style and layout used

Memos are written in a formal language style, in a clear and direct (while remaining polite) communication which gets to the point of the subject

Bullet points or numeration can be used to make the memo easier to read and to separate the different points

The different stages of writing a memo

🔸1.     Label/title it “Memorandum (if you are posting it on a company bulletin board). Write who is concerned. Ex: all employees, as well as the date

🔸2.     The Heading observes the following basic format

Ex: for a memo sent by email

FROM: (Your name and job title/function)

TO: (Main recipients name and job title/function)

Cc: (All others on copy)

DATE: (Day, month and year. Ex: 1 March 2022)

SUBJECT: (Memorandum on insert the (“Topic/matter of the memo”)

🔸3.     The opening and body of the memo

Get straight to the point. Ex: the company has recently updated its health and security policy.

The following is a list of the amendments/changes:

 1. XXXX




🔸4.     If there is a particular action to be taken by the recipients, a paragraph such as the following can be inserted:

 Guidelines to be respected:





🔸5.     Examples to conclude your memo

 Should you need any more information or clarification, please contact Michelle XXX, Health and Safety Director

We hope that these new policy changes will benefit all our employees 


 a/ No need to write opening greetings such as Dear all

b/ Do you add a signature to the memo?

No, it is not necessary

c/ If you are sending a memo via email, relevant information related to the subject matter can be sent as attachments

d/ Make a first draft and proofread before sending

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