Short and Sweet—How to Write a One-page Memo

Why a One-Page Memo?

In his book Write Up the Corporate Ladder (AMACOM, 2003), Kevin Ryan makes the case for the one-page memo as follows: “Put yourself in the shoes of decision makers who receive hundreds of memos and e-mails each day. If every memo typically averages two pages, one-page memos would cut memo-reading work in half. Best of all, businesspeople who write brief, content-rich memos and e-mails get noticed because these formats are a sign of well-organized, incisive thinking.”

Ryan provides the following useful tips on when to use a one-page memo and how to write it most effectively.

When to Use a One-Page Memo

Obviously you can't cram 10,000 words into a 300-word format. You can write a one-page memo summarizing or critiquing an annual report, but you can't include the details of the report.

The one-page memo is most effective when used for:

• Summaries
• Calls to action
• Brief messages
• Minutes of meetings
• Requests for information

How to Write a One-page Memo

1. Decide if the material you need to convey is appropriate for a one-page memo (see above).
2. Establish your subject, audience and purpose for the memo. Use this information to write an outline for your memo.
3. Write a rough draft—without limiting yourself to one page. Let your thoughts flow; producing a two-or even three-page draft is a good start.
4. Write and rewrite your draft until it's as clear and succinct as possible.
   • Put your main point and/or your purpose and call to action in the first or second sentence or your subject line, no later.
   • Conclude by telling your readers (1) when you want them to respond, or (2) by what time or date they need to take some action or (3) what your next step will be.
5. Edit with a vengeance. This is the most important step in the one-page memo process. You can turn almost any other format—a long letter, a report or a proposal—into a one-page memo with ruthless editing. Use subheads and bullet points to break your message into readable portions.
6. Put the subject line to work. Don't use a vague or creative description of your subject. Consider it a subhead or even your opening sentence.
7. If you need to include attachments with your memo, include a line about it in your header to clearly and succinctly describe the additional materials.

Tips on Editing

When editing your memo-draft down to one page, how do you decide what to take out and what to leave in? The more experience you acquire in writing one-page memos, the more proficient you will become at the process. Here are some tips to keep in mind:

• Always keep your subject, audience and purpose foremost in your mind. Cut everything that doesn't support your main point or purpose.
• If you have to delete even more information, prioritize the remaining points by writing a number next to each one, then delete the least important.
• Accept that you may be forced to leave out an important fact or two. You can always include the missing data later in a follow-up report or letter if your reader likes the idea and requests additional information.
• Be abrupt—one-page memos don't need to have the smooth flow, tone and transitions of letters, reports and other formats. It's the price you pay for being super-concise.

One-page memos are not only easier to read than more lengthy communications, they often make a more lasting impression than a longer document because they are so “short and sweet.” Abraham Lincoln's famous “Gettysburg Address” is actually shorter than a one-page typewritten memo, at only 270 words!

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