How to Write a Management Memo

by Beth Rifkin
Write a memo that is respectful of a manager's busy schedule.

Write a memo that is respectful of a manager's busy schedule.

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Businesses use management memos to disseminate information to multiple people. Such memos detail news about policies, events or initiatives, for example, and deliver the information to all appropriate managers at the same time. Creating an effective management memo entails understanding your audience and realizing managers receive lots of correspondence throughout the day. Write the memo to be clear and concise, with a subject line of interest, to increase attention.

1. Send the memo only to those managers who require the information. Distributing memos to all of the supervisors in the organization every time time one is written can decrease the chance of having the memo read. By being selective, managers will know if they have received one, the content is probably important.

2. Write a strong subject, or Re:, line to catch the attention of the reader. Rather than something ordinary, such as, “Update to health benefits program,” you might write, “Exciting new benefits added to the health care program!”

3. Summarize the purpose of the article in the first sentence. The managers will use this as a guide to determine if they should continue reading. A generic opening to the memo can cause a busy manager to conclude the information is not worth her time, so include enough details in the first line to persuade the managers the memo is worthy.

4. Keep the memo short and concise. Use a combination of paragraphs and bullet points for quick reading. At the same time, include enough content to clearly explain the information. Many people have become conditioned to short social media posts for getting a point across; understand the difference between a memo directed at managers and a Twitter update, for example. The memo should provide a satisfactory summary of the issue.

5. Clarify any next steps or responsibilities of the readers. Clearly state if they need to gather certain information, attend a seminar, educate their subordinates on the matter or anything else that requires additional action. Include the specific deadline for the actions if there is one.

6. List a contact name and information should any of the managers have questions regarding the contents of the memo.


  • Don't assume the memo will be confidential, even if it is labeled as so. Any written document can fall into the wrong hands or be seen by prying eyes. Confidential information should be delivered orally rather than in a written format.

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