How to Write a Decision Memo for a University Case

A decision memo is a compact argument for a particular reader who needs to choose or act. It differs from a general essay because the audience, decision and recommended step shape the content. The case facts should be analysed rather than repeated. Before drafting, identify who is deciding, what options are actually available and which criteria matter. Use the format given by your lecturer if it differs from a workplace memo convention.

Define audience and purpose

Write the recipient’s role and the decision deadline at the top of your plan. What do they already know, and what information do they need to act? Open with the recommended decision when the genre expects a direct answer. Avoid broad academic background that never affects the choice. A manager choosing a supplier needs cost, reliability and transition risk more than a history of the entire industry.

Set criteria before ranking options

Agree on the criteria that follow from the case: financial impact, feasibility, timing, user needs, legal constraints or reputational risk. Weight them explicitly if the task asks for a formal score, and test whether the weights are defensible. Do not choose an option first and invent criteria afterward. If crucial data are missing, state the assumption and show how the recommendation changes under a plausible alternative.

Compare options using like evidence

Apply the same measure to each option. If one cost covers a year and the other covers three months, normalise them before comparing. Explain trade-offs rather than filling a table with unexplained scores. State the strongest argument against your preferred option and why it does or does not overturn the recommendation. Unsupported certainty is especially dangerous in a short memo because there is little room for caveats.

Make the action sequence clear

Specify what should happen next, who would be responsible in the case and what evidence would signal success or failure. A pilot or staged decision may be appropriate when uncertainty is high. Mention a contingency if a key assumption fails. Keep action items within the scope of the assignment; do not imply you implemented a real organisational decision from a classroom case.

Edit for scanning and evidence

Use headings that tell the reader what each section does, such as Recommendation, Rationale, Risks and Next Steps. Keep paragraphs short but analytical. Cite outside evidence in the required course style, even if professional memos often use different conventions. Check that the final version could be understood on its own and that confidential case information is handled according to the brief.

Worked example

In a case about choosing campus software, a memo might recommend a limited pilot of Vendor B because it meets accessibility needs, while noting its higher recurring cost. The memo should explain the comparison basis, name the pilot users and define a review point. A generic line saying “B is the best and should be used immediately” gives the decision-maker too little information.

A one-page memo test

Place Recommendation, Why Now, Evidence, Main Risk and Next Step as headings on a single page. Fill each with the shortest defensible answer from the case analysis. If an option requires a hidden assumption, put it next to the recommendation rather than burying it in a footnote. Check whether the proposed next step has an owner and a measurable decision point. A compact table can compare two options, but do not use scores without explaining what each score means. The memo should survive being read by someone who skipped the longer case report. If your course asks for a formal letterhead or citation style, follow it; the one-page test is a planning device, not a universal formatting rule.

Checklist before you submit

Identify the reader, decision and deadline.
Compare options with consistent criteria.
State the strongest risk to the recommendation.
Specify a feasible action and review trigger.

Questions students ask

Can a memo use bullet points?

Yes when they help a decision-maker scan evidence, provided the underlying reasoning remains clear.

Do I need citations in a case memo?

Follow your academic brief. External claims usually need attribution even when the format is concise.