Memos are communications, within your company, and are similar to but differ from business letters. The heading and overall tone separate memos from business letters, as formal salutations and closing remarks are not required (since you’re typically sending memos to colleagues and not clients).
By and large, a memo informs a reader to a specific bit of information, such as meeting times or due dates. You might write a memo to persuade others to take action, give feedback on an issue, or react to a situation.
While memos offer a convenient path to effective (read: no fuss, no muss) communication, it is always necessary to determine if a meeting is more appropriate road to take.
If, for example, your team needs to make a very important hiring decision, a memo can ask for that information from team members and request a response by a specific date.
By planning and inviting everyone to a meeting, however, you get to hear final decisions and the rationale behind them. In fact, new ideas may stem from face-to-face discussions. By writing a memo in this scenario, you may never invent alternative ways of solving the problem.
Before writing a memo, outline your purpose for doing so, and decide if the memo is the best communication channel.