What an internal memo is — and how to write one people actually read
An internal memo (memorandum) is a short, formal message circulated within an organisation — to announce a decision, give an instruction, or share information across a team or the whole company. Its signature feature is the header: To, From, Date and Re (the subject), so a reader knows at a glance who it’s for and what it’s about.
The memo is the workhorse of internal communication in Kenyan offices — for policy changes, revised hours, safety notices, or a directive from management. Done well it is clearer and more accountable than a group chat: it is dated, it is on the record, and its subject line is searchable.
A good memo respects the reader’s time. State the point in the first line, give only the detail that matters, and — if you want something done — make the action and the deadline unmistakable. Keep it to one page; a memo that runs long stops being a memo.
What a clear memo includes
- ◆The header: To, From, Date and Re (a specific subject)
- ◆The point, stated in the opening line
- ◆Only the detail the reader needs, in short paragraphs
- ◆A clear action and deadline, if you’re asking for something
- ◆Your organisation’s letterhead, so it reads as official
Common mistakes to avoid
- ✕A vague subject line (“Update”) that tells the reader nothing
- ✕Burying the point at the bottom
- ✕Writing an essay when three sentences would do
- ✕Sending a memo for something that needed a conversation
Questions
What’s the difference between a memo and a letter?
A memo is internal and uses a To/From/Date/Re header with no salutation; a letter is usually external and addressed to a named recipient with “Dear…”. Use a memo inside the organisation, a letter outside it.
When should I use a memo instead of an email or WhatsApp?
When the message is formal, needs to be on the record, or must reach many people consistently — policy changes, directives, official notices. For a quick question a message is fine; for something people may refer back to, a memo.
How long should a memo be?
One page, ideally a few short paragraphs. If it’s longer, it probably needs to be a report or a meeting.
Does a memo need a signature?
Not always — the “From” line identifies the sender. For a significant directive many managers still sign or initial it, which you can add before printing.
This tool is free to write and preview, with an editable draft on your letterhead. Downloading a clean PDF without the small watermark is KES 50 in Kenya (a one-off) and free elsewhere. It is a template, not legal advice; for anything with legal weight, have it reviewed before you rely on it.