The structure
Keep it to one page so it can be read in a few minutes.
- Decision needed: one sentence, phrased as a question.
- Context: what changed and why it matters now.
- Options: two or three real options, including doing nothing.
- Recommendation: the preferred option and why.
- Risks and mitigations for the recommended option.
- Owner and date: who acts, and by when the decision is needed.
Why it works
Writing the memo forces the author to separate facts from opinions and to show alternatives. It also gives the leader a record of why a decision was made, which helps when conditions change later.
Common mistakes
- Burying the decision under background.
- Presenting one option disguised as three.
- Leaving out the cost of delay.
- Sending the memo without an owner or deadline.
Using it in weekly reviews
Bring open memos to the weekly review and close them in order of deadline. A decision that slips twice should be escalated or explicitly dropped.
Takeaway
One page, one question, real options, a named owner and a date. That is usually enough to unblock a team.
Frequently asked questions
What is a decision memo?
A short document that states the decision needed, the context, the options, a recommendation, risks and the owner and deadline.
How long should a decision memo be?
One page, so a leader can read it and decide in a few minutes.
Should doing nothing be an option?
Yes. Including it shows the cost of delay and makes the trade-off explicit.