How to write a professional memo: a practical template

Start with the decision you need

A useful memo helps someone decide or act. Before drafting, write one sentence explaining what the recipient needs to approve, note or do. Put that request near the beginning so it remains visible even when the recipient reads quickly.

For example: “Approval is requested to convene a two-hour planning session with the programme team on [date].” This is an illustrative sentence, not a pre-approved institutional format. Replace placeholders with confirmed information and use your organization’s template where required.

Use this memo structure

• To: the person or office responsible for the decision.
• From: the author and responsible unit.
• Date and subject: a specific, action-oriented subject line.
• Purpose: the decision or action requested in one or two sentences.
• Background: only the context needed to understand the request.
• Options and implications: cost, timing, dependencies and practical trade-offs.
• Recommendation: the proposed course of action and why it is preferred.
• Next steps: who does what, by when, once the decision is made.
• Attachments: evidence or detail that supports the request.

Make the recommendation easy to assess

Distinguish confirmed facts from estimates and proposals. If a cost is provisional, label it as an estimate and state what still needs confirmation. If approval is needed from more than one office, identify the sequence rather than implying that the memo itself authorizes expenditure.

Keep one main idea in each paragraph. Move lengthy background material into an attachment. Include alternatives when they would materially affect the decision; do not create artificial options simply to fill a template.

Copy this drafting prompt

Paste the prompt into the memo workspace and replace the bracketed fields. Add relevant source material so the draft reflects the actual decision. A prompt supplies direction; it does not replace the underlying evidence.

Prepare a concise professional memo for [recipient].
Decision requested: [specific action].
Context and verified facts: [paste source material].
Options, costs and timing: [confirmed details or labelled estimates].
Recommended approach: [proposal and rationale].
Required format or length: [institutional requirements].
Use only the information supplied. Mark missing facts as [to confirm]. Keep the request and next steps clear.

Check before circulation

• Does the opening state the requested decision?
• Can each important figure and claim be traced to a source?
• Are the recipient, dates and attachments correct?
• Are proposed actions distinguished from approved decisions?
• Has the responsible person reviewed the final document?