Title: “MEMORANDUM” (centered or at the top)
To: [Name/Role]
From: [Name/Role]
Date: [Month Day, Year]
Subject: [Brief topic]
Opening line (optional): “Re:” or “Subject:”
Purpose: State the reason for the memo in one or two sentences
Background/Context: Provide only the necessary facts and relevant dates
Key Points/Discussion:
Present the main information clearly
Use concise paragraphs or bullet subpoints
Include relevant details (figures, policies, deadlines) as needed
Recommendations/Action Items:
List what should be done
Assign responsibility to specific individuals or teams
Include deadlines or target dates
Supporting Information (optional):
Refer to attachments, exhibits, or sources
Summarize key data needed for decisions
Decision/Next Steps (optional):
Identify what approval or input is needed
State when and how feedback should be provided
Closing (optional):
Indicate availability for questions
Sign-off (optional):
[Name]
[Title]
[Contact info]
Formatting:
Use a professional tone
Keep paragraphs short and scannable
Use consistent headings and spacing
Proofread for accuracy and clarity
Attachments (if any):
“Attachments: [List titles]”