How do I write a memo?

You can write a memo by following these five steps:Identify your audience.Clearly state your purpose.Plan the outline of the memo.Finalize the design and format.Send out the memo.

How to Write a Memo [Free Templates & Examples]

Recently, I had to write a memo for my colleagues who are photographers. A memo is different from an email because it is sent to a whole department or even the entire company. That’s why it’s important to know how to format a memo, not just what to say.

A memo is a short but official message used to share important information with a team or organization. Unlike emails, which are more casual, memos are for serious and official messages. The main purpose of writing a memo is to clearly explain what is happening, why it’s important, and what actions need to be taken.

How to Write a Memo in 5 Steps

A memo should include the following:

Remember! If you're sending a memo through email, it should be in PDF format. This keeps the design and look of the document the same. Normally, memos use a twelve-point font for the main text and a fourteen- to sixteen-point font for the titles. Make sure the font and design stay simple.

Step 1. Write an Insightful Heading

The heading of a memo should include these parts:

To — who the memo is for, like 'All Employees' or the name of a department

From — your name and job title

Date — when the memo is being sent

Subject — what the memo is about

Make sure the subject is very clear. For example, instead of saying 'Personnel Update,' you could say 'Alex Johnson Promoted to VP of Marketing'.

Note! The heading shows what kind of memo you’re writing. Even if you are sending the memo by email, you should still put the heading at the top. This helps everyone know who the memo is for and who sent it.

Step 2. Explain Your Purpose in the Introduction

In the introduction of the memo, briefly explain the situation, issue, or problem. This first part tells people why the memo is important and shares the main information. For example, it might talk about changes in leadership, new processes, or shifts in project priorities.

This section might also include things like:

proof or facts to support the issue
why the organization made this choice
background details
a clear statement of the problem
how the problem was discovered
important dates or timing
other important points

Step 3. Call to Action

Based on the type of memo, make sure to include a clear action for your readers, like:

Contact you if they have questions
Talk to their manager if they have concerns
Check attachments or visit a website
Finish a task by a certain date
Join or help with an event
Wait for more information

Note! You can write something like, 'Please [task you want done] by [due date]' or 'Thank you for your help.' If no action is needed, end with a friendly message inviting them to follow up.

Step 4. Discussion

The goal of this part is to convince the readers to follow your suggested actions, which is a key part of how to write a memo effectively. Start with the most important information and explain your ideas. Give clear facts or ideas to support your memo, starting with the strongest points and moving to the weaker ones.

Note! It’s helpful to include quotes or feedback from key people or managers who agree with the actions you're recommending. This makes your points more convincing. You can also compare similar actions taken by other groups or companies that have worked well.

Step 5. Closing

The closing part of your memo is a chance to wrap things up politely. If you want to become a professional photographer, practice this section of the memo. It’s a good idea to remind your readers what action you want them to take one more time.

Usually, memos don’t end with a goodbye, but if you want to include one, keep it short. Think about how your memo will impact your readers and use this last paragraph to create a polite ending.

Here are some ideas for conclusions:

Congratulate the recipients
Thank them for their support or patience, depending on the situation
Repeat any feedback or contact information from the Call to Action section
Invite them to look out for more information

How Does a Memo Differ from Other Business Documents

Memos are different from other business documents because of their structure and purpose, which is why it is important to know how to write a memo effectively. Unlike reports, which can be long and detailed, memos are short and to the point.

Memos are usually used for communication within an organization, while other documents, like a photography business plan or proposals, are often meant for outside partners or clients.

	Memo	Report	Business Plan	Official letter
Purpose	Internal communication	Data analysis, results	Strategic planning	External communication
Format	Informal but official	Formal	Formal	Formal
Target Audience	Employees	Management, interested parties	Investors, partners	Clients, partners
Tone	Clear and direct	Formal	Formal	Formal
Length	200-300 words	Can be 1000+	Usually 3000+	Usually 100-200 words
Structure	Short and concise	Detailed, with sections	Thorough, with various sections	Formal, structured

Types of Memos

I collected all the types of memos I use at work. Even if you want to start a photography business with no money, it’s important to understand the differences between all the memo types, why we write them, and what content they include.

	Purpose	Content	Example
Informational Memo	To inform the photography team about updates, changes, or important events related to a project or studio operations.	General information without expecting a response	A memo announcing a new editing software or studio policy update
Request Memo	To request specific tasks or information from the photography team, clients, or collaborators	A clear request for action or data, often with a deadline	A memo requesting model releases or approval for meme campaign
Confirmation Memo	To confirm the details of an agreement, booking, or conversation, usually following a verbal discussion	Summarizes what was agreed upon for future reference	A memo confirming a photoshoot booking or project scope
Reminder Memo	To remind the team or clients of upcoming deadlines, appointments, or tasks	Friendly but firm, reinforcing important dates or requirements	A memo reminding clients of upcoming consultations or shoots
Directive Memo	To give specific instructions to the photography team or assistants, outlining what needs to be done and by when	Clear directives for tasks, often related to shoot preparation or editing	A memo giving directions for setting up a shoot
Report Memo	To provide a summary of a project’s status or performance	A concise report of progress, issues, or next steps for photography projects	A memo reporting the progress of editing or delivery of photos
Incident Memo	To report and document an unexpected incident, such as equipment failure or delays, during a shoot or project	A factual recount of what happened, potential impact, and the next steps	A memo explaining equipment damage or timeline delay
Meeting Memo	To provide an agenda before a meeting or a summary of key points and action items after a meeting	Lists discussion topics or decisions made during the meeting	A memo outlining the key takeaways from a client meeting about a photoshoot concept
Persuasive Memo	To convince clients or collaborators to approve a concept, adopt a new tool, or follow a proposed strategy	Presents reasons and benefits, with a clear call to action	A memo recommending new photography equipment or style for a client’s brand
Financial Memo	To communicate pricing, budget changes, or financial updates related to photography services.	Clear breakdowns of costs, budget approvals, or invoicing details.	A memo requesting payment or explaining additional charges for a shoot.
Creative Brief Memo	To outline the vision, goals, and creative direction for a photoshoot.	Detailed description of the concept, style, and deliverables.	A memo detailing the concept for a fashion photoshoot or branding session.

Free Templates & Examples

Writing a memo is pretty simple, and here’s a basic memo template to help you learn how to write a memo. It includes examples for different types of memos—like business memos and event memos—to get you started. You can use the general template as a guide and change it for different projects. I like using templates from Adobe Stock because I can easily customize them in Adobe Acrobat.

DOWNLOAD TEMPLATES

Project Memo Example

Here’s an example of a memo about postponing the start of a photography project. You can also use it to adjust a wedding photography timeline, for instance.

To: All Team Members

From: [Your Name], Project Manager

Date: [Current Date]

Subject: Delay of Photography Project Launch to Early 2024

We have to delay the Photography Project launch as we need more time to hear from our client and make changes to our photography plan. The new launch date will be in early 2024 instead of our original date of October 20.

Getting feedback from the client is very important for our project to succeed. We think it is worth taking extra time to make sure everything meets their expectations. Our creative team is also working on fixing some technical issues that need to be sorted out.

Thank you for your understanding. We promise to let you know the new launch date as soon as we make the necessary changes and get feedback from the client.

We appreciate your support and patience.

Legal Memo Example

If you want to understand photography copyright better, this template will be helpful to learn how to correctly write a memo.

To: All Team Members

From: [Your Name], Legal Counsel

Date: [Current Date]

Subject: Update on Copyright Policies for Photography Usage

Because of recent changes in copyright law and our photography practices, we are updating our internal rules about using photos. This memo is here to explain the legal responsibilities and best practices we need to follow to stay compliant.

According to our current policy, all photos taken by [Photographer's Name] are protected by copyright. Everyone needs to know that using or sharing these images without permission can lead to serious legal problems, including copyright infringement claims.

To address these issues, we will be putting new procedures in place for getting the necessary licenses for using photos. Everyone on the team needs to learn these updated rules and make sure any use of photos follows copyright laws.

We will arrange a training session to go over these changes in detail and answer any questions you might have. It is important that we all follow these rules to protect our organization and the rights of our photographers.

Thank you for paying attention to this important topic. We appreciate your help as we work to improve our compliance with copyright law.

Business Memo Example

You can clarify photography marketing in your company by writing a memo like this one.

To: All Team Members

From: [Your Name], Marketing Manager

Date: [Current Date]

Subject: Update on Photography Marketing Strategy Rollout

I am writing to provide an update on our new marketing strategy for our photography services. The goal is to make our brand more visible and attract new clients. We had planned to launch this on November 19, but because of feedback from client meetings and the need for some creative changes, we are postponing the launch until early 2024.

This extra time will help us improve our visual content and make sure our promotional materials clearly show off our photography style and skills. We are also doing more market research to find the best ways to promote our services to potential clients.

We will let you know the new launch date as soon as we finish our strategy and get everything ready. We appreciate your understanding and flexibility during this time.

Thank you for your support as we work to improve our photography marketing!

Corporate Memo Example

Do you need to suggest using photography memes for your marketing strategy? You can try writing a memo like this one to learn how to write a memo effectively.

To: [Boss's Name]

From: [Your Name], Marketing Coordinator

Date: [Current Date]

Subject: Proposal for Photography Meme Marketing Campaign

I am writing to ask for your approval for a fun marketing campaign that uses memes to promote our photography services. We want to create a series of funny memes that show off our unique photography style and our recent projects in a fun and relatable way.

Memes are great for getting more engagement and visibility on social media. By using humor and popular trends, we can reach more people and create excitement about our brand. This campaign will help us improve our online presence and connect with potential clients who enjoy creativity and fun.

I suggest we set aside a small budget for graphic design and promoting on social media. Once we get your approval, I will work with the team to create a content plan and come up with the first meme ideas.

I am looking forward to hearing your thoughts and hope to get your approval to move forward with this exciting idea.

Thank you for considering my proposal!

My Personal Tips

It's important to know why the memo needs to be written because understanding its purpose will help you create the right context for it. Knowing how to write a memo helps make sure the memo's purpose is easy to understand.

Memos can be written for many reasons, such as:

To share information about a business matter (general business memo)
To provide updates on a project or service (project memo)
To ask for specific feedback (feedback memo)
To announce an upcoming event (event memo)

Keep it Short. Use clear and simple language. Memos should be brief and focused.

Use Headings. Divide the content into sections with clear headings. This makes it easier for readers to find important information.

Add Visuals. Include relevant images or graphics to support the text. Visuals can make the memo more interesting.

Stay Consistent. Use the same font style and size throughout the memo to give it a professional look.

Highlight Key Points. Use bullet points or numbered lists to show important information. This helps readers quickly scan the content.

Use Color Sparingly. Add color to highlight important sections, but don’t go overboard. Stick to the brand colors for a consistent look.

Proofread. Always check for spelling and grammar mistakes before sending the memo. A clean memo shows professionalism.

Consider Your Tone. Adjust the tone of the memo based on who will read it. Make sure it fits the company culture and situation.

FAQ

• What are the 5 parts of a memo?

A memo has five main parts: Heading, Introduction, Details, Call to Action, and Conclusion.

• What is a memo?

A memo, which stands for memorandum, is a short internal message that tells a group about a specific issue, solution, or event. Memos can be sent as paper letters, faxes, or attached to emails as PDFs.

• What is the format for a memo?

Memos are usually one page long with single-spaced paragraphs. They should be clear and quick to read. Since people often scan memos, using subheadings and bullet points can make them easier to understand.