Policy Memo Generator

How to Use the Policy Memo Generator

1. 1. Pick the kind of memo. A decision memo asks the reader to choose and recommends an option. A briefing memo informs and recommends nothing. If your assignment says which, use it.
2. 2. Fill in the header. To, From, Date, and Re (the subject). The header tells the reader who the memo is for, who wrote it, and what it is about; a blank line stays blank on the printed outline.
3. 3. Describe the problem and the options. Write the problem and why it needs a decision now, the background the reader needs, and your options, one per line. Choose a length from one to five pages.
4. 4. Write into the outline. Copy it into your document, download it as text or Markdown, or print it. Complete the options table, then replace each prompt with your own writing.

The Parts of a Decision Memo

Most university policy-memo guides, such as the Duke Writing Studio's, tell writers to open with the recommended action and the reasons for it, with no introduction, because the reader may stop after the first paragraph. The rest of the memo then supports that opening. The outline follows this order.

Worked example: a two-page memo

Two single-spaced pages at 500 words a page is a 1,000-word limit, which the shares split into 150 words for the summary, 100 for the problem, 150 for the background, 350 for the options, 150 for the recommendation, and 100 for the next steps — the numbers the tool prints. The loaded example is invented: a policy analyst advising a housing director on whether to renew a waste-hauling contract unchanged, renew it with a contamination-reduction program, or add composting.

Decision Memo or Briefing Memo?

A decision memo exists to get a choice made, so it sets out options and recommends one. A briefing memo exists to bring a reader up to date, so it gives the bottom line, the background, the current situation, what it means, and what to watch — and keeps judgments separate from facts. The tool switches sections and word shares when you change the type, and drops the options and recommendation boxes for a briefing.

Common Policy Memo Mistakes

• Burying the recommendation. If the reader has to reach page two to learn what you want, the memo has failed its main job.
• Too much background. Include only what the reader needs to judge the options. Put the rest in an appendix.
• Straw-man options. Options that are plainly worse exist only to make your pick look good. Present each one fairly, including the costs of the option you recommend.
• No next steps. A memo that ends at the recommendation leaves the reader to work out who acts first.
• Unsourced figures. A memo's credibility rests on its numbers. Cite each one so a reader can check it.

Frequently Asked Questions

What is a policy memo?

A short document that briefs a decision maker on a policy problem and, in a decision memo, recommends what to do. It is written for a busy reader, so it leads with the conclusion and keeps background and analysis tight.

What goes in a policy memo header?

Four lines: To, From, Date, and Re (the subject). The To line names the decision maker, the From line names you and your role, and the Re line states the topic in a few specific words. Some organizations add a CC line or a classification.

How long should a policy memo be?

One to two single-spaced pages is common for student and workplace memos, but your assignment or organization sets the limit. The tool offers one, two, three, and five pages at 500 words a page and splits the words across the sections.

What is the difference between a policy memo and a briefing memo?

A policy or decision memo recommends a course of action and weighs options. A briefing memo informs the reader about a situation without recommending anything. Use the type your assignment names; if it does not, use a decision memo when the reader has to choose.

How many options should a policy memo have?

Two to four realistic ones. A single option is not a choice, and more than four makes each one thin. Include doing nothing only when it is a real alternative for the decision maker.

Should I cite sources in a policy memo?

Yes, for facts and figures. Use the citation style your course or organization requires, usually short in-text citations or footnotes, with a source list or endnotes if there is room. Readers rely on the numbers, so every one should be traceable.

Does the generator write my memo?

No. It places your own problem, background, and options in a standard structure, adds word targets, and shows a prompt wherever a part is missing. Nothing is generated by AI, and it runs in your browser — nothing you type is uploaded.