How to Write a Meeting Memo in 5 Steps (with Sample Template)

“Clear minds; clear meetings.” Achieving this begins with effective communication; and at the heart of this lies the meeting memo. Whether you’re leading a small team discussion or a large staff meeting, meeting memos can be your roadmap for productive, truly meaningful conversations.

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What is a meeting memo?

A meeting memo is a concise document sent to participants before a meeting to outline key information and objectives. It typically includes:

Meeting purpose: A clear description of why the meeting is held.

Meeting date and time: To ensure attendees know when the meeting will occur.

Meeting location (physical space or dedicated link): To specify where the meeting will take place.

Meeting agenda: A structured outline of topics to be discussed.

List of participants: To inform attendees of who will be present.

Required materials or pre-work: Any documents or tasks attendees need to prepare in advance.

Optionally, a meeting memo can also include:

Duration of the meeting: Helps participants manage their schedules.

Roles and responsibilities: To identify who will facilitate, take notes, or keep time.

Meeting format or type: Indicates if a meeting is a brainstorming session, planning discussion, etc.

Expected outcomes: Specifies what should be achieved at the end of the meeting.

As illustrated above, the primary purpose of a meeting memo is to make sure everyone is informed and aligned before the meeting. It helps team members understand key talking points, prioritize their thoughts, and prepare relevant contributions.

5 Benefits of Meeting Memos

Before we explore how to write effective meeting memos, let’s take a look at the key benefits they offer.

Encourages preparation: Meeting memos give participants ample time to gather necessary information, complete pre-work, and formulate questions or ideas ahead of time.

Saves time during the actual meeting: Since participants arrive informed about the agenda items and key points, discussions can begin promptly and remain focused.

Enhances participation: When attendees know the purpose and topics of a meeting beforehand, they are more likely to engage actively, which leads to more comprehensive decisions.

Minimizes misunderstandings: By providing an organized outline of the meeting, a meeting memo reduces the risk of miscommunication and prevents avoidable errors.

Boosts transparency and accountability: A meeting memo highlights objectives clearly, making it easier to track progress and hold participants accountable for their responsibilities.

How to Write a Meeting Memo Step-by-Step

Now let’s get practical. By taking the steps below, you’ll be able to craft a meeting memo that is well-structured and informative.

1. Define the Meeting Purpose

The purpose of the meeting is the foundation of your memo. A well-defined purpose prevents confusion and keeps the discussion focused, setting the tone for the entire meeting.

Tips: 

Write a single sentence to clearly define the purpose. (e.g., “The meeting will focus on reviewing and finalizing the Q2 marketing strategy.)

Align the purpose with measurable objectives, like decision-making or brainstorming.

Check that the purpose is meaningful and relevant to all participants.

2. Gather All Necessary Information

Before writing the meeting memo, compile all essential details, such as the date, time, location, participants, and any required materials. Using a checklist will guarantee no important information is missed.

Tips:

Double-check the meeting time zone, especially for virtual or cross-time zone meetings.

Include links to any materials, reports, or documents that need to be reviewed before the meeting.

Identify the meeting facilitator or lead, so attendees know who to approach for questions.

3. Outline and Draft the Agenda

As the backbone of the memo, the meeting agenda outlines key topics and allocates time for each item. It should be structured logically, considering the sequence in which topics should be addressed to build momentum.

Tips:

Break the agenda into sections with time slots for each topic.

Prioritize important discussion points at the beginning of the meeting.

Include buffer time for questions or feedback.

4. Write the Memo

Now, compile all the information into a well-structured memo. When writing, aim to answer all potential questions attendees might have before the meeting.

Tips:

Utilize a meeting memo template (which we share in the last section) to ensure clarity and consistency in formatting.

List agenda items in concise bullet points to improve readability and make it easier for participants to follow.

Indicate which items require input from attendees and which will be for informational purposes only, so participants can prepare accordingly.

5. Proofread and Review

A polished memo demonstrates professionalism and attention to detail. Review the document carefully for typos, missing information, or unclear sections.

Tips:

Double-check that all links and dates are accurate.

Re-read the memo from a participant’s perspective to confirm that the tone is appropriate and information flows logically.

Verify that any attachments in the memo are included and functional.

7 Best Practices for Writing Meeting Memos

In addition to the steps mentioned above, you can embrace these 7 best practices to improve the impact of your meeting memo and take it to the next level.

Send the memo at least a few days before the meeting. This will give team members enough time to review the agenda, prepare their contributions, and formulate any questions or suggestions they might have.

Write a direct and descriptive email subject line. Instead of vague phrases like “Meeting Memo”, specify the subject by writing “Agenda for Marketing Strategy Review - Q2 Meeting”.

Maintain a professional tone. Avoid jargon or overly casual or complicated language, and focus on being clear and to the point.

Use bullet points, headings, and bold text to highlight key matters. Avoid long paragraphs; instead, break the information into digestible sections.

Provide context if necessary. Add links to relevant documents, reports, or background materials to avoid ambiguity.

Follow a standard meeting memo format. This will provide consistency and help participants know where to find specific information quickly.

Send a follow-up memo after the meeting. Summarize key points, decisions, and action items to serve as a reference for participants.

Business Meeting Memo Sample

You can utilize this meeting memo example as a tool to create your own memos. Modify it to suit the needs and context of your team’s discussions.

Purpose of the Meeting: The purpose of this meeting is to review the marketing strategies for Q2 and make adjustments as needed based on performance data and industry trends. Meeting Details: Date: April 7, 2025 Time: 10:00 AM - 11:30 AM Location: Virtual meeting link: [Zoom Link] Facilitator: Sarah Arden, Marketing Director Attendees: Marketing Team Meeting Agenda: -Review Q1 Performance Metrics (10 minutes) Discuss results and insights. -Review Q2 Strategy and Make Adjustments (20 minutes) Evaluate current strategies and propose improvements. -Discuss New Product Launch Campaign (30 minutes) Plan marketing strategies for the upcoming product launch. -Discuss Resource Needs and Allocation (10 minutes) Address any resource requirements for the upcoming quarter. -Identify Action Items and Deadlines (10 minutes) Assign responsibilities and set deadlines. -Q&A session (10 minutes) Open floor for questions and additional comments. Required Materials: -Q1 Marketing Performance Report (attached) -Product Launch Overview (attached)

Frequently Asked Questions

How do you send a meeting memo?

You can send a meeting memo via email, using the email as the formal invitation for the meeting. In the email, include the memo along with any relevant documents for review. Begin with a brief greeting and provide a quick overview of the meeting’s purpose before including the memo in the email body.

Can ChatGPT write a meeting memo?

Yes, ChatGPT can certainly write a meeting memo. As an AI-powered language model, it can generate memos based on the information you provide, ensuring it is tailored to your needs. However, always review the final product as ChatGPT, like any AI, is not flawless and might require adjustments.

Is there a memo template in Word?

Word does not have a specific meeting memo template, but it does offer free business memo templates designed for announcements and internal communications. You can customize these designer-created templates as you wish. For instance, if you’re sharing a memorandum for your business, you can adjust the template to match your brand identity.

What is a conference memo?

A conference memo is a document that outlines the details of an upcoming conference. It typically includes event information, agenda, and any specific preparations required for participants. This memo format acts as a guide for smooth participation and clarity on expectations.

What is an Amazon style memo?

An Amazon-style memo is a distinctive format used by Amazon to present ideas and solutions in a narrative style. 6-pages long, it includes a detailed analysis of the problem, proposed solutions, and data-backed justification for the decision. This format supports deep thought and clear reasoning, promoting effective decision-making.

Summary

This blog shared step-by-step instructions on how to write meeting memos and listed 7 best practices to enhance their impact. It also provided a meeting memo template as an example, which covers essential elements like the meeting purpose, agenda, date and time, participants, and required materials.

With a well-written meeting memo in hand, you’re set to make every meeting count.