How to Write a Meeting Memo Step by Step in 2025

Knowing how to write a meeting memo is essential for clear communication and effective follow-ups. A well-crafted memo captures key points, decisions, and action items, keeping everyone aligned and informed.

So, what is the structure of a memo? How to write a memo for a staff meeting using the Krisp AI Meeting Assistant for enhanced productivity and efficiency?

Let’s discover practical tips, templates, and strategies to create concise, impactful meeting memos. This is how you can enjoy enhanced productivity and ensure nothing important gets overlooked.

What Is a Meeting Memo?

A meeting memo tells us about the participants, the purpose, date and time of the meeting, and its place together with additional details of what to expect. A meeting memo aims to summarize the essential discussion points, decisions made, action items, and next steps discussed during a meeting. It helps participants stay on the same page after the meeting.

How to Write a Memo for a Meeting

Are you seeking answers to “What is a good memo format?” or “How to write a memo step by step?” Below, you can find practical tips and best practices to create an effective memo for your meeting.

1.    Include Your Meeting Plan and Objectives

Knowing how to write a mandatory meeting memo starts with knowing what plan and objectives to include in your sample.

Namely, a meeting memo begins with a clear plan and objectives. Specify why the meeting is being held, its purpose, and expected outcomes. Also, detail the topics to be discussed and align them with company goals. As a result, your memo will set a productive tone and prepare recipients effectively.

2.    Know How to Send the Meeting Memo

Learning how to write a memo for a staff meeting also means knowing how to send it professionally.

Specifically, choose the right communication channel, such as email or internal platforms, to send the meeting memo. Moreover, address all relevant attendees and ensure clarity and professionalism. If mandatory, emphasize attendance and provide clear instructions on how to confirm participation.

3.    Include a Subject Line

Learning how to write a staff meeting memo also suggests knowing what to include as a subject line.

Namely, craft a concise subject line that clearly conveys the memo’s purpose. For example, “Mandatory Staff Meeting – Friday at 10 AM.” As a result, you can grab attention, ensure the memo is opened promptly, and set the expectations for the importance of the meeting.

4.    Create the Body of the Email of Your Memo

Additionally, learning how to write a meeting memo also means knowing what to include in the body of your email.

Specifically, include the purpose, date, time, location, agenda, and any preparatory materials regarding the meeting. Importantly, write in a clear, structured format so attendees can easily understand the message.

5.    Record Vital Information from the Meeting

Note key discussions, decisions, and assigned action items during the meeting. Moreover, include this information in the memo to provide a comprehensive summary for attendees and absentees. As a result, you’ll boost accountability for the next steps.

6.    Create Easily Accessible Hard Copies of the Memo

In addition to digital formats, print hard copies of the memo for distribution. This is especially true of those environments where there is limited digital access. Specifically, hard copies let attendees have the necessary details during the meeting.

7.    Adhere to Standards for Professional Writing

As you see, learning how to write a meeting memo involves more than one step. Following professional writing standards is another step to consider. Namely, maintain a formal tone, use consistent formatting, and organize content logically. Moreover, avoid casual language.

8.    Avoid Using Complicated Words and Sentence Structures

Use simple, straightforward language to communicate effectively. Besides, avoid jargon, overly complex words, or long-winded sentences that might confuse recipients. Finally, focus on clarity and brevity to ensure the memo is easily understood.

9.    Use an Active Voice

The next step in learning how to write a meeting memo is focusing on using an active voice. Because an active voice makes the memo more engaging and direct. For example, instead of “The meeting will be led by John,” write “John will lead the meeting.” As a result, you’ll add confidence and clarity.

10.  Use Bullet Points to Condense the Information

Organize key points using bullet points or numbered lists to enhance readability. As a result, recipients will quickly grasp essential details like the agenda, action items, or preparation instructions.

11. Remind Recipients to Confirm Their Attendance

Include a clear request for recipients to confirm their attendance. Moreover, specify the method, such as replying to the email or RSVPing through a link. This will result in proper tracking of participants.

12. Proofread Your Memo

Learning how to write a meeting memo also implies carefully reviewing your sample for spelling, grammar, and formatting errors. Specifically, typos or inconsistencies can undermine professionalism and clarity. After all, a polished memo reflects attention to detail and credibility.

13. Send Your Memo in Advance

Distribute the memo in advance, ideally from three to seven days prior. Because early notice gives attendees sufficient time to prepare and ensures maximum participation.

14. Follow Up

Send a follow-up email or reminder closer to the meeting date. Specifically, reiterate key details and encourage last-minute confirmations. As a result, you’ll reduce no-shows, and everyone can come prepared.

Points to Include in Your Meeting Memo

As we discuss how to write a meeting announcement memo, let’s reveal what you should include in your sample.

• Meeting Name

Start the memo with the official name or title of the meeting, such as “Monthly Marketing Strategy Meeting.” As a result, you’ll identify the purpose of the memo, and recipients can immediately recognize its relevance to their role or department.

• Purpose or Topics Covered

Going forward with our discussion on how to write a meeting memo, let’s focus on its purpose or topic. So, clearly state the purpose of the meeting or summarize the key issues covered. For example, “To discuss the quarterly performance and upcoming marketing campaigns.” As a result, recipients will get an overview of the meeting’s intent and focus.

• Date and Time

As you read how to write a memo about a work meeting, make sure to include the exact date and time. Don’t forget about the time zones for virtual attendees. Ensure clarity to avoid confusion and allow participants to plan their schedules accordingly.

• Subject

Include a concise subject line summarizing the meeting’s theme or objective. For example, “Team Collaboration Strategies – January 2025.” As a result, you’ll set the tone and ensure the memo is read promptly.

• Location

Adding “Location” is the next step in our discussion about how to write a meeting memo. State the meeting’s venue, whether a physical location or a virtual platform. For virtual meetings, include links and access instructions to streamline the process for attendees.

• Chaired By

Identify the person leading the meeting, such as the chairperson, team lead, or project manager. As a result, you’ll boost accountability and help participants know who can answer their questions during the session.

• Participants

List all expected attendees, including their roles if necessary. This will add transparency and help participants understand the scope of the meeting and who will be contributing.

• Summary: Key Decisions, Approvals, Voting Outcomes

Including a brief summary is another step in our discussion about how to write a meeting memo. Specifically, a summary with decisions made, approvals granted, or voting results helps recap the focus and desired outcomes of the meeting.

• Action Items

List the tasks or responsibilities assigned during the meeting. Specify who is responsible, the deadline, and any resources needed to complete the assignments effectively.

• Next Steps: Upcoming Plans Related to the Discussions

“Next steps” is another point concerning our discussion about how to write a meeting memo. Namely, outline the upcoming steps or plans from the meeting to add clarity.

• Additional Information

Include any extra details, such as supporting documents, links, or references, to provide context or enhance understanding. Moreover, it ensures that the resources are easily accessible.

• Confirmation and Closing

«Confirmation and closing» is the final point in our discussion about how to write a meeting memo. Specifically, add a confirmation of follow-ups or attendance acknowledgments as a conclusion. Consider a polite closing, such as “Thank you for your participation,” to reinforce professionalism and collaboration.

How Long Should a Memo Be?

Business materials require a concise and easy-to-read style. So, make sure your meeting memo is short, direct, and easy to read and understand. Specifically, your meeting memo can be a page or two long, single-spaced, and left justified. Moreover, skip a line between sentences to show new paragraphs.

Meeting Memo Sample

So, you’re Googling “What is an example of a memo?” or “What is a memo sample?” right? Knowing the right answer to “What is the format of writing a memo?” can help craft a meeting memo quickly, efficiently, and effectively.

By the way, if you’re interested in “Is there a memo template in Word?” you can find them here: https://create.microsoft.com/en-us/templates/memo.

______________________________________________________________________

Meeting Memo

To: Marketing Team

From: John Doe, Marketing Manager

Date: January 15, 2025

Subject: Monthly Marketing Strategy Meeting

Meeting Details

Date: January 20, 2025

Time: 10:00 AM – 11:30 AM

Location: Conference Room A, 2nd Floor, Main Office

Meeting Facilitator: John Doe

Agenda

1. Welcome and Opening Remarks (10 minutes)
   • Introductions (for new team members)
   • Overview of meeting objectives

2. Review of December Performance (20 minutes)
   • Key metrics: social media engagement, email campaigns, and website traffic
   • Successes and areas for improvement

3. Discussion Topics
   • Content Calendar for Q1 2025 (15 minutes)
     • Review proposed topics and formats
     • Assign responsibilities

4. Upcoming Campaigns (20 minutes)
   • Valentine’s Day promotions
   • Spring Product Launch
   • Budget allocation and deadlines

5. Social Media Strategy Update (10 minutes)
   • Review the performance of recent platforms
   • Brainstorm new ideas

6. Action Items and Deadlines (10 minutes)
   • Confirm tasks for each team member
   • Set deadlines for deliverables

7. Closing Remarks and Next Steps (5 minutes)
   • Confirm the date and time of the next meeting (February 17, 2025)
   • Reminder about team training on January 25, 2025

Notes

1. Please review the attached December Performance Report before the meeting.
2. Bring your proposals for Q1 content ideas and any feedback on recent campaigns.
3. Contact John Doe ([email protected]) with additional agenda items or questions by January 18, 2025.

Attachments:

1. December Performance Report
2. Draft Content Calendar for Q1 2025

Let me know if you’d like further modifications.

______________________________________________________________________

Use Krisp to Craft Your Meeting Memo Productively & Effectively

How to write a memo after a meeting using the Krisp AI Meeting Assistant? It’s simple. Krisp’s AI Meeting Assistant offers exceptional features to make your meeting memo effective.

Moreover, Krisp’s AI Meeting Assistant helps create comprehensive and accurate memos with minimal effort, saving time and improving productivity.

Specifically, if you want to know how to write a meeting memo with the Krisp AI Meeting Assistant, let’s first discuss Krips’s features. Here they are:

1. AI Meeting Recording with unprecedented audio quality
2. AI Noise Cancellation with the most powerful noise suppression
3. AI Meeting Transcription with exceptional 96% accuracy
4. AI Meeting Notes & Summaries without errors

How Krisp Takes Meeting Memo Writing to the Next Level

Thanks to Krisp’s Meeting Recording, including Screen Recording, you can save the meeting information with excellent audio quality for future reference.

What’s more, Krisp’s Noise Cancellation feature removes background noises, voices, and echoes so you can enjoy distraction-free meetings. As a result, you can save essential discussions accurately.

Additionally, Krisp’s AI Meeting Transcription, including the Import and Transcribe feature, provides real-time transcription during meetings. Moreover, you can upload a meeting recording to Krisp to get its transcript. This is useful for offline recordings.

Moreover, the Krisp AI Meeting Assistant serves as a Meeting Notes and Minutes software. Krisp’s AI Meeting Assistant Summarizes key discussion points and action items for accurate documentation. And you can use the condensed information in a meeting notes template to send your memo to participants.

TIME’s top pick for note-taking apps without an in-meeting bot, the Krisp AI Meeting Assistant, offers excellent usability and competitive pricing.

Krisp’s flagship Noise Cancellation technology is already running on 200M+ devices and processing 80B+ minutes of conversations daily. Finally, Krisp’s AI Meeting Assistant works on WinOS and MacOS and with any videoconferencing tools like Zoom, Goole Meet, and Microsoft Teams.

Wrapping Up

Learning how to write a meeting memo involves knowing how to craft it and what points to include in your piece. So, the answer to “How to write a simple memo” is mastering the art of effective, easy-to-read, professional, simple, and concise memo writing. And this style boosts accountability and alignment among team members.

Moreover, using the Krisp AI Meeting Assistant’s features, such as Meeting Transcription and Noise Cancellation, you can create impactful memos. These will drive action and keep everyone informed. As a result, you can enhance communication and productivity in your company.

Frequently Asked Questions