memos

Memoranda, or memos, are written communications used within organizations to inform, request action, or document decisions. They are designed for internal circulation and function as a formal, referable record of information or instruction.

A memo typically begins with a header including To, From, Date, and Subject. The body states the purpose in a concise opening, followed by context, required actions, deadlines, and any supporting materials. Many organizations use bullet points, headings, and a signature line to improve readability.

Types of memos include informational memos (sharing updates), action or directive memos (assigning tasks), decision memos (documenting choices and rationales), and policy memos (outlining rules or guidelines).

Memoranda are often preferred for formal documentation and archiving. They differ from emails in tone, structure, and permanence: emails tend to be shorter and more informal, while memos emphasize clarity, accountability, and a written trail. Advantages of memos include a standardized format, ease of archiving, and clear assignment of responsibilities. Limitations include potential length, slower distribution than email, and the risk of being overlooked if not concise or targeted.

Best practices for writing memos include defining the objective and audience, crafting a precise subject, opening with purpose, using concise sentences, applying structured formatting, outlining required actions with deadlines, naming owners, proofreading, and storing the document in a shared repository. Archiving memos supports governance, compliance, and institutional memory.

Historically, memoranda have been a core tool of administrative and organizational communication. In modern settings, the format persists as templates or official records, even as digital communication evolves.