The Decision Memo — One Page, One Decision, Full Context

The decision memo is the most common form of executive writing and the most commonly written badly. Its purpose is singular: to provide an executive with everything they need to make a specific decision, in a format they can process in under five minutes. One page. One decision. No ambiguity about what is being asked.

The failure mode is the memo that informs instead of recommending. 'This memo provides an update on the vendor selection process' is an informational memo. It tells the reader what happened. The decision memo says: 'This memo recommends selecting Vendor A and requests your approval to proceed.' One tells the reader what occurred. The other tells the reader what to do. Only one of them is a decision memo.

1. Section 1: The Recommendation (First Paragraph) State the decision request in the first paragraph. Specifically. 'We recommend approving [specific action] at a cost of [X], beginning [date]. Your approval is needed by [date] to maintain the project timeline.' Four sentences, complete decision context. The executive reading the first paragraph of this memo knows what they are being asked, what it costs, and why the timing matters. Everything after this paragraph is support for this request.
2. Section 2: The Context (Brief) Provide only the context the decision-maker needs — not the full history of how you arrived at the recommendation. Two to four sentences on the situation, the options considered, and why this option is recommended. Assume the executive has the background. If they do not, a one-sentence framing is sufficient. 'We have been evaluating three vendors for the implementation support role; this memo recommends the selection and approval pathway for moving forward.' That is enough context.
3. Section 3: The Analysis (Compressed) If the decision requires evidence, provide the two or three most important data points — not the full analysis. A decision memo is not a research report. It is the endpoint of research, presented in the most compact form that still allows the reader to evaluate the recommendation. If the executive needs the full analysis, reference it: 'Full vendor evaluation framework and scoring matrix available upon request.' That sentence does the work without bloating the memo.
4. Section 4: The Ask (Explicit) Close with an explicit action request. 'Please indicate approval by replying to this memo or scheduling a brief call if you have questions.' Or: 'This decision requires your signature on the attached authorization form.' Never leave the action implied. The executive who reads the memo and does not know exactly what to do next will either ask for clarification (creating a delay) or do nothing (creating a longer delay). Make the action clear and make it easy.

One formatting note specific to decision memos: the header block matters. Every decision memo should include, in a standardized header: To, From, Date, Subject. The Subject line should state the decision, not the topic. 'Subject: Approval Request — Vendor Selection for Q2 Implementation' is a decision subject line. 'Subject: Vendor Selection Update' is a topic subject line. The decision subject line tells the reader what action is required before they have opened the document. That is thirty seconds of executive reading time returned to the reader before the memo begins.