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A memorandum or memo, in the simplest sense, is a brief and informal message written with the intention of aiding human memory. It is devised for a specific purpose, and to a certain audience within the same organization. In most cases, it is considered as a means of internal communication (usually between people of the same office).

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At times, it may also serve as a formal message intended for business or diplomatic purposes. This means, a means of external communication between clients, business partners, suppliers, etc. Here, we will be discussing a meeting memo and what it is about.

Meeting Memo Example

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Sample Staff Meeting Memo Example

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Restaurant Staff Meeting Memo Template

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Memo for Meeting Announcement Example

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Meeting Memo Template

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Staff Meeting Memo Template

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Internal Meeting Memo

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Definition of a Meeting Memo?

A meeting memo is a memo that includes a written summary of a meeting, usually an upcoming meeting. Just like an agenda, a meeting memo usually contains a few details regarding the meeting, including the date (and time), location, and matters to be discussed.

It can also include the name and the position of the sender (in the organization), as well as the recipient’s name and position. Its main purpose is to notify or remind people that a meeting is to be held at a given time and place. You may also see hr memo examples & samples.

Official Meeting Memo

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Meeting Memo for Staff Sample

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Mandatory Meeting Memo Example

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How to Write a Meeting Memo

As mentioned, meeting memo is intended to notify people within a specific organization of an upcoming meeting they need to attend to. There are different ways in writing a meeting memo. Here are some of them:

  • Define the purpose of writing a meeting memo.
  • Plan the points to include in the meeting and consider the people to attend the meeting.
  • Determine the format of your formal memo.
  • Identify the main purpose or smart goal of the meeting.
  • Provide information on the matters to be discussed in the meeting.
  • You can add other details in your memo with regard to the meeting.
  • Attach a few supporting documents to your memo.

Meeting Memo for Safety

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Free Meeting Memo Sample

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Safety Meeting Memo

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Printable Meeting Memo Example

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Difference between Memo and Minutes of the Meeting

Indeed, a professional memo can be used as a notice of an upcoming meeting. However, it may also be used to serve as a notification containing the details of a previous meeting. This is why it is sometimes confused with the minutes of the meeting.

Let’s distinguish the difference by identifying each document’s purpose:

1. The minutes of the meetings serves as a record of the meeting, primarily containing a detailed description of the entire meeting, including the matters discussed, meeting attendance (a record of those present and absent during the meeting), specific actions taken, duration of the entire meeting as well as the discussion for each subject or matter, and other details that have taken place during the meeting, all in chronological order. You may also see management memo examples & samples.

2. A memo also serves as a record of the meeting, typically presenting the important details of the meeting. However, it is often intended to present the meeting details to those who were absent during the meeting.

In short, the minutes of the meeting serves as the official record of the meeting, which will be used for future reference of the previous meetings. On the other hand, a memorandum contains the same details presented in the minutes of the meeting, and may or may not omit a few points upon its presentation. You may also like internal memo examples & samples.

General FAQs

1. What is a Meeting Memo?

A meeting memo is a record that includes a written summary of a meeting, mostly an upcoming meeting that is to happen. Just like an agenda, a meeting memo usually contains details regarding the meeting, which includes the date, time and location of the meeting and especially, the matters to be discussed.

2. What is the purpose of a Memo?

A memo draws attention to the problems and they also solve the problems. They also accomplish their goals by informing the reader about any new information like policy changes, price increases, etc. It persuades the reader to take an action such as attend a meeting, change a current production procedure, etc.

3. What is to be included in a Meeting Memo?

You can add the following details in a meeting memo:

  • The name of the person calling for the meeting
  • The main purpose of the meeting
  • The agenda
  • The date, time and location
  • Whether it is mandatory to attend the meeting
  • Duration of the meeting
  • Details of whether or not refreshments will be provided.

4. What is a Memo used for?

A memorandum or memo contains a statement that is written by higher authorities of an organization. It is mainly used to share information, so everyone is aware of what is happening in and around the company. A memorandum aims to record and relay information and make brief appeals for others to understand.

5. How is a Meeting Memo written?

You can write a meeting memo using the steps that are mentioned below:

  • Define the purpose of writing the memo
  • Plan all the points to include in the meeting
  • Consider the people attending the meeting
  • Determine the format
  • Make it professional and understandable
  • Identify the main purpose or smart goals of the meeting.

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