Memos may sound old-school, but they’re still a go-to way to share quick updates, decisions, or requests inside many organizations. The first time I had to write one, I over-thought every sentence—and ended up with a wall of text nobody read. After a handful of tries (and a few friendly pointers), I discovered a simple formula. Below are seven bite-size tips that will help you write a professional memo in no time. I’ll also point out how Merlin AI can jump in to save you typing and second-guessing.

Tip 1: Start with a Clear Purpose and Audience

Before opening a blank document, jot down:

• Why the memo exists: Are you announcing a new policy, requesting resources, summarizing a meeting?
• Who needs to read it: Leadership, a project team, or the whole company?

That one-minute brainstorm shapes the memo’s tone and length. A finance update to executives is sharper and data-heavy; a team-lunch memo can be friendlier and brief. When you know the target, you cut the fluff.

Tip 2: Craft an Informative Heading (a Memo’s “Subject Line”)

Memos usually start with a block of metadata—To, From, Date, Subject. Treat the Subject line like a headline:

Subject: Marketing Budget Adjustment – Action Needed by 30 June

Three ingredients make it pop:

1. Topic: “Marketing Budget Adjustment”
2. Desired action/state: “Action Needed”
3. Deadline or timeframe: “by 30 June”

Quick Merlin Move Paste your topic sentence into Merlin and ask: “Suggest 5 concise memo subject lines.” Choose the clearest, then tweak.

Tip 3: Lead with the Bottom Line (BLUF)

Busy readers want the so what first. That’s the BLUF—Bottom Line Up Front. In one or two crisp sentences, state:

• What’s happening: “We’re reallocating $15 k from Events to Digital Ads.”
• Why it matters / What you need: “Please approve the new figures by Friday.”

If the entire memo ended there, the reader would still understand the takeaway.

Tip 4: Organize Details in Bite-Size Sections

After the BLUF, supply supporting info in short sections:

• Background: 2-3 lines of context.
• Key Details / Findings: Bullet points or numbered lists keep it skimmable.
• Next Steps / Recommendations: Clarify responsibilities and deadlines.

White space is your friend—no massive paragraphs. Use bold sub-headings if the memo runs longer than one page.

Tip 5: Keep Tone Professional, Concise, Human

A memo isn’t an academic paper. Aim for friendly but direct:

• Write in active voice: “The product team will launch…” (not “It will be launched”).
• Remove filler words: really, very, basically.
• Avoid jargon your audience doesn’t know.

When in doubt, read it aloud—if you stumble, tighten the sentence.

Tip 6: Let Merlin AI Draft or Tighten Your Memo

Staring at the BLUF? Feed Merlin your outline:

Prompt: “Draft a 150-word memo announcing a new remote-work policy. Use the BLUF format.> Key points: policy effective 1 Aug, applies to all departments, weekly in-office day Mondays.”

Merlin returns a structured draft in seconds. Next, use Shorten or Improve clarity to trim fat or fix passive voice. Finally, sprinkle in your team’s lingo or humor so it still sounds like you.

Tip 7: End with a Clear Call to Action and Reference Material

Wrap up by telling readers exactly what to do:

Action Required: Please send any questions or approval comments to me by 5 p.m. Thursday.

If you mention data, attach or link it—and label attachments clearly. Ending with thanks—“Thank you for your prompt attention”—adds a polite touch without fluff.

Conclusion: Your Next Memo, Made Simple

Writing a memo boils down to:

1. Know your purpose and audience.
2. Use a laser-focused subject line and BLUF.
3. Serve details in tidy sections.
4. Lean on Merlin AI for drafting or trimming.
5. Finish with a crystal-clear CTA.

Follow these seven tips and your memo will land on desks (or inboxes) ready to inform and inspire action—no eye-rolling, no TL;DR. Give it a try the next time an update is due, and watch how a well-crafted memo keeps everyone on the same page.