Over the years, I’ve noticed something consistent in my museum management courses: graduate students are well-prepared to write academic papers, but many struggle when asked to write professional memos—the format that museum directors, CEOs, and board members actually read.

This isn’t a flaw in their abilities; it’s a mismatch between what universities traditionally teach and what museums need. Academic writing is designed to demonstrate thinking. Managerial writing is designed to support decisions.

In the museum field, we write memos all the time—to recommend actions, summarize findings, or prepare leaders for decisions. That’s why many of the assignments in my courses require students to write to a real audience: a museum director, board chair, or CEO. Students practice being clear, concise, and actionable—skills that will serve them throughout their careers.

At recent professional conferences, I’ve also heard colleagues say that emerging professionals often struggle with executive communication. They know their subject matter, but don’t always know how to structure recommendations for decision-makers. Supervisors want to help, but explaining “how to write a memo” can be surprisingly difficult without concrete models.

For years, I’ve used the FranklinCovey Style Guide for Business and Technical Communication as the foundation (available free online). It offers excellent standards and a managerial memo structure that aligns beautifully with museum leadership needs.

Still, many students found it challenging because executive writing feels so different from college writing. So I created a new two-page memo about memos: “Writing Professional Memos in Managerial Format” (available as a free download at the end).

This short guide distills what I’ve learned by reviewing hundreds of student memos in my courses. It breaks down the memo structure step-by-step, highlights common pitfalls (such as burying recommendations on page three), and offers tips for clearer, more confident writing.

If you are:

• an emerging museum professional trying to communicate more effectively, or
• a supervisor or mentor wanting a way to teach your staff what “good” executive writing looks like,

this handout may help.

You’re welcome to use it, adapt it, and share it freely. There’s nothing unique or proprietary about it, and you’re welcome to remove my name and use it with your own staff or students. If it helps strengthen communication in our field, that’s a win.

Clear writing leads to better decisions. Better decisions lead to better museums.

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If you try it with your team or students, I’d love to hear how it goes. What other tools would help emerging professionals build confidence in their communication? Let me know in the comments or email me directly. And if you prefer a Word version, I’m happy to provide it via email.