6 min readConcept sheetOften a 5-mark drafting task, or a 2-mark definition

Writing memos

A memo is a short internal written message. It has a standard To, From, Date, Subject heading, then a direct, brief body.

Full nameMemorandum (plural: memoranda or memos)

Used forCommunication inside the organisation

HeadingTo, From, Date, Subject (and cc if needed)

Leave outInside address, salutation and complimentary close

Features of a memo

Internal: it goes to people inside the same organisation.
Short and to the point: usually one page or less.
Standard heading: To, From, Date and Subject replace the letter's address block and salutation.
Direct: the main point comes first, in the opening sentence.
Less formal than a letter, but still polite and businesslike.
No “Yours faithfully” and no full signature: the writer usually adds initials, at the end or beside the From line.
Today, many memos are sent as emails, but the same structure applies.

Common uses of memos

Announcing events, e.g. a fire drill, a staff meeting or a holiday roster.
Explaining a new policy or a change in procedure.
Giving instructions to a team or department.
Requesting information or approval from another department.
Confirming a decision taken in a meeting or on the phone.
Short internal reports (a memo report).

Structure of a memo

This is one common layout. Firms vary: some put the Date line first, and some have the writer initial beside the From line instead of at the end. Any clear, consistent layout is accepted.

1
Organisation name and the word MEMORANDUM
At the top, often on printed memo paper.
2
To
Name and job title of the receiver, or a group, e.g. “All staff”.
3
From
Name and job title of the sender.
4
Date
Written in full, e.g. 14 October 2026.
5
Subject
A short, specific line that says what the memo is about.
6
Opening paragraph
The main point or request, stated directly.
7
Body
The details: what, when, where, how and why. Use numbered points for steps.
8
Closing
The action needed, the deadline, and who to contact for questions.
9
Initials, cc and Encl.
The sender's initials; copies (cc) and enclosures, if any.

Example: a memo announcing a fire drill

Problem

Chamari Silva, HR Manager of Sayura Garments (Pvt) Ltd (a fictional company) in Katunayake, must tell all staff about a fire drill on Friday 23 October 2026 at 10.00 a.m. Write the memo, step by step.

Working

Heading: SAYURA GARMENTS (PVT) LTD: MEMORANDUM
To: All staff, factory and office
From: Chamari Silva, HR Manager
Date: 14 October 2026
Subject: Fire drill on Friday 23 October 2026 at 10.00 a.m.
Opening: “A fire drill will be held for all staff on Friday 23 October 2026 at 10.00 a.m.”
Body: “When the alarm sounds, (1) stop work and switch off your machine, (2) leave by the nearest marked exit, (3) walk, do not run, to the assembly point in the main car park. Floor wardens will check names there.”
Closing: “Please brief any new staff in your section. Call the HR office on extension 205 if you have questions.”
Sign-off: CS (initials only; no “Yours faithfully”)
cc: General Manager; Factory Manager

Answer

Heading block (To, From, Date, Subject) → main point first → numbered action steps → contact for questions → initials and cc. About 100 words, one page, no salutation or complimentary close.

Memo and letter compared

Point	Memo	Letter
Audience	Inside the organisation	Mainly outside the organisation
Heading	To, From, Date, Subject	Letterhead, date, inside address, salutation
Tone	Direct, less formal	More formal
Ending	Initials	Complimentary close and full signature
Length	Usually short	Short to long

In Sri Lankan business

In a large Sri Lankan group such as John Keells or Hayleys, internal notices (now usually sent by email) follow the memo format to announce things like holiday rosters, new safety rules, or that EPF/ETF member statements are ready to collect.

Exam angle

Short answer: “What is a memo?” A memo (memorandum) is a short written message sent within an organisation, with a To, From, Date and Subject heading.

Structured question: “As HR Manager, draft a memo to all staff announcing a fire drill next week.” Use the memo heading, a clear subject line, the main point first, numbered steps, a contact line and initials.

Remember it

Memo heading = T-F-D-S: To, From, Date, Subject. No “Dear Sir”, no “Yours faithfully”: just initials.