National Memo Day, celebrated each year on May 21, might not be the most famous observance on your calendar—but as an office manager, it’s a great opportunity to take a fresh look at how you communicate through memos. Whether you’re a frequent memo-sender or haven’t written one in years, this day is a nudge to reflect, refine, and maybe even reboot your approach.
If your inbox is overflowing and your team’s attention span is shrinking, you’re not alone. That’s why the first tip is a little surprising: send fewer memos. Before you hit “send,” ask yourself if a quick chat, an email, or a team meeting might serve your purpose better. Memos carry weight, and that’s exactly why they should be used sparingly—for formal updates, important policy reminders, or announcements that require a permanent record.
That said, if you never send memos at all, National Memo Day is the perfect excuse to try one out. You could even send a short, friendly memo to mark the occasion and include some communication tips for the team—something light, useful, and on-brand with the day. Consider including reminders about meeting etiquette, project deadlines, or even how to write a better memo. It can serve as both a celebration and a subtle training tool.
When you do send memos, it pays to get them right. Start by knowing your audience. Are you writing to the whole staff, just the leadership team, or a specific department? Tailor your tone and content accordingly. A memo to the HR department about new onboarding procedures will sound different from a company-wide announcement about next month’s potluck.
Then, keep your memos short and to the point. A good memo delivers the key message in the first few lines. Avoid jargon, fluff, or digressions. Think of your reader: they’re likely busy and skimming—your job is to make sure they don’t miss the point.
Don’t forget to date your memos. It may seem obvious, but it’s often overlooked. A clearly dated memo helps everyone track when the information was shared and keeps records organized.
Finally, proofread. Even a two-paragraph memo can lose its effectiveness if it contains typos or grammatical mistakes. A well-written, error-free memo signals professionalism and earns your team’s attention and respect.
So, this National Memo Day, take a moment to appreciate the humble memo—not just as a communication tool, but as a reflection of your management style. Sharpen your skills, cut back on clutter, and maybe send out one simple, well-crafted memo to celebrate.
