Memorandum Writing

A memorandum is often your opportunity to document events accurately and clearly in your own words. Local 2554 can help you prepare a memo that is organized, factual, and consistent with policy and due process.

Well-written memorandums can matter in many contexts, including administrative reviews, investigations, and legal proceedings. For that reason, you should treat any memorandum as a professional document that may be reviewed by supervisors, investigators, attorneys, and non–law enforcement decision-makers.

Best Practices

• Start early. Don’t wait until the last minute—quality improves with time and revision.

• Stick to facts. Focus on what you observed, what you did, and why—using clear, objective language.

• Write for a non-law-enforcement audience. Avoid jargon and acronyms; explain actions plainly so anyone can understand the sequence of events.

• Be consistent and complete. Ensure dates, times, locations, and key details are accurate and logical.

• Have it reviewed. At minimum, have another agent review for clarity. When the matter is significant, contact the Union before submitting anything.

Local 2554 encourages members to involve the Union early—especially for memorandums connected to use of force, vehicle incidents, complaints/allegations, or any matter that could lead to review or discipline.

If you are asked to write a memorandum and you are unsure of the purpose or potential impact, contact a Union representative before submitting it.