The primary difference between a business memo and a business letter is the intended reader. Business memos are usually internal; that is between employees within a business, company or organization. On the other hand, business letters are usually between two businesses or a business and its clients. Because of this, business letters tend to be longer and use more formal language, while memos are shorter and more informal.
Business Memos
Memos use short sentences, less formal language, and bullet points to convey important information. Memos always contain a header that tells who it is from, who it is to, the date, and the subject.
Memo header
Example:
From: Managing Director
To: All staff
Date: Friday 15 May
RE: New clients visiting from Japan
Bullet points
Example:
Tuesday the 19th we will have three Japanese executives visiting our premises. Pleased note the following:
~ Morning coffee reception (Board Room) 9-10am (mandatory for key staff)
~ Visitors will be touring office and production areas
~ Lunch breaks should be arranged to insure coverage in all departments
~ Jason will host lunch (let him know if you are available)
Letter example
In contrast, the same information in a letter:
Regarding your visit to our company facilities on May 19th, we are pleased that you will be spending the whole day with us. A welcome reception has been organized from 9:00 - 10:00 a.m. in our Board Room, which will give you an opportunity to meet key staff members. Following the reception, representatives from each department will be available to answer your questions as you tour the offices and facilities. Your sales representative, Jason Dodge, will be hosting lunch.
Warning
Some businesses have very strict rules about the format of a memo. Always be sure to check the company manual or style handbook to learn the management's preferences.
