A sales memo is a key part of closing deals. It provides a clear, official summary of the terms, whether you’re finalizing a B2B sale, transferring ownership or outlining expectations in a property transaction.
Structured documentation reduces confusion, speeds up timelines and builds buyer confidence. In both real estate and high-value B2B sales, a sales memo helps turn informal agreements into actionable next steps.
A memorandum of sale promotes transparency. A sales memo ensures all parties have a shared understanding of what’s been agreed, reducing disputes and keeping the transaction on track.
The guide breaks down when to use a sales memo, what it includes and why it matters across industries.
Key takeaways for sales memo
A sales memo (or memorandum of sale) documents key terms of a deal and ensures clarity between buyer and seller.
It plays a vital role in aligning all parties and moving sales processes forward efficiently.
Memorandums of sale are common in property, B2B and product-based sales, acting as a clear reference point for next steps.
CRMs like Pipedrive help teams automate, track and manage the full sales cycle, from memo creation to deal close.
Automating your sales documentation process reduces admin time, strengthens communication and keeps deals on track. Ready to streamline your process, try Pipedrive free for 14 days.
What is a memorandum of sale (sales memo)?
A sales memo, often referred to as a memorandum of sale, is an official document that summarizes the key terms of a sales agreement. It records the essential details, such as buyer and seller information, agreed price and sale conditions.
Rather than serving as a legally binding contract, a memorandum of sale acts as a formal acknowledgment that a sales deal has been reached.
In 2023, World Commerce & Contracting found that weaknesses in contracting processes lead to an average 8.6% erosion of contract value, capturing agreed terms in a concise sales memo helps protect value and maintain momentum between acceptance and contract.
A clear memorandum of sale reduces uncertainty by aligning everyone on the facts of the deal. It allows agents, buyers, sellers and legal representatives to begin their due diligence knowing that the same terms are documented and accessible.
The best sales memos emphasize accuracy and transparency. Capturing this information in a customer relationship management (CRM) platform, ensures the document stays connected to deal records, communication logs and timelines.
– Adapted from Rightmove Guides
What is included in a sales memo?
An organized sales memo includes the key details of a property or asset transaction. While formats may vary slightly depending on the industry or region, the core elements are consistent.
Here’s what’s typically included in a memorandum of sale:
Property or asset details: address, description and any unique identifiers
Buyer and seller information: full legal names, contact details and representatives
Agreed sale price: the final offer accepted by both parties
Dates and timelines: offer acceptance date, target completion or closing dates
Conditions of sale: including contingencies (e.g. subject to financing or inspections)
Solicitor or legal representative details: names and contact info for conveyancers or legal advisors
Any additional notes: special terms, included fixtures or relevant disclosures
When and why is a memorandum of sale used?
A memorandum of sale is issued after a verbal or written offer has been accepted but before any legally binding sales contracts are exchanged. It acts as a bridge between the offer and the formal contract process, signaling intent and moving the deal forward.
In property transactions, real estate agents typically issue the sales memo shortly after acceptance. It’s then shared with the buyer’s and seller’s solicitors to begin the conveyancing process.
In B2B or asset sales, it helps sales teams, legal and operations stay aligned while the sales contract is drafted. The sales memo outlines the commercial terms, like payment structure, delivery expectations, service-level agreements or licensing rights.
Sales memos are especially useful when deals involve multiple decision-makers or tight timelines. The memo reduces reliance on memory or scattered emails and help prevent last-minute changes from disrupting the process. A clear record of what’s been agreed builds trust, particularly in complex transactions.
Although it’s not legally binding, the memo serves an vital operational role. It captures the agreed terms at a key moment, before details become unclear or forgotten. Used properly, it improves sales communication, reduces the risk of misalignment and accelerates the deal lifecycle.
Note: According to Forrester’s The State of Business Buying (2023), nearly 90% of global B2B buyers said their purchase process stalled at some point. Documenting agreed terms in a sales memo helps maintain momentum between acceptance and contract.
Best practices for managing sales memos in your workflow
A clear, repeatable process for handling sales memos helps ensure consistency and reduces the risk of delays or errors. Below are several best practices to integrate into your sales workflow:
Standardize the format and content. Create a template that includes all essential deal information: names, dates, agreed price, terms and next steps, use it consistently across your team. A consistent format helps reduce missed fields and speeds up sales communication with solicitors, finance teams or clients.
Capture all details at the time of agreement. Don’t rely on memory or scattered emails. Immediately record the buyer, seller, agreed terms and contact info into your CRM while everything is fresh. Capturing all details minimizes errors and avoids chasing down clarification later.
Store and link memos within your CRM. Attach the sales memo directly to the deal or contact record in your CRM. Doing so enables seamless handovers from sales to delivery or operations while keeping all deal documentation in one place.
Send memos to all relevant parties promptly. Speed is crucial, send the memo to both parties’ representatives as soon as it’s ready. Memos help avoid unnecessary delays and keep the transaction moving forward.
Set internal reminders for follow-ups. Use task automation or calendar reminders to follow up after sending the memo. Keeping momentum during legal checks, payment processing or contract finalization helps prevent delays and missed opportunities..
Review and update templates regularly. Reflect changes in your workflow or legal requirements by reviewing your memo format quarterly. Keeping documentation accurate helps prevent outdated terms from slipping into important deals.
Note: According to Grammarly’s 2023 State of Business Communication, 19% of business leaders say they’ve lost deals due to poor communication. A standardized, shared sales memo helps prevent those misses by keeping terms clear and handoffs tight.
A consistent sales memo process is about protecting deal integrity and accelerating the close.
How to write a sales memo
Writing a sales memo that actually drives action. A sales memo isn't just an internal update; it's a strategic weapon. It’s your concise communication tool designed to align your team, lock in leadership and execute your strategy. For smart CRM users and key decision makers, a powerful memo bridges the Insights hiding in your data (from Pipedrive or anywhere else) with clear direction.
The anatomy of an action-oriented memo
Stop writing lengthy emails. A great memo is built for speed and impact. Follow this breakdown:
Header blueprint: Include to, from, date and a punchy subject. Make the subject line feel urgent and relevant.
Single shot purpose: Hit them immediately, state in one sharp sentence exactly why they are reading this.
Key intelligence: This is where data meets direction. Briefly share your sales goals, critical product updates or the vital CRM insights that justify your action.
The next move: This is the most crucial part. What, specifically, must your team do now? Be explicit, set deadlines, and leave no room for guesswork.
Sign-off: A final word of motivation or sincere appreciation. A quick energetic close.
Sales memo examples
Subject: Q4 Lead conversion initiative
Purpose: To announce a new CRM automation workflow increasing deal conversion.
Action: Enable the “follow-up reminder” feature in Pipedrive by Nov 3
Subject: New Client Retention Strategy Launch
Purpose: To introduce a data-driven client retention initiative aimed at reducing churn by
15% this quarter.
Action: Review your client segments in Pipedrive, identify at-risk accounts using the “Deal Inactive” filter, and schedule personalized follow-ups by November 10.
Bonus Tip: Log all follow-up outcomes in Pipedrive so we can measure retention impact in the next performance review.
When you nail this structure, your sales memo doesn't just inform; it becomes the lever that drives immediate performance.
How Pipedrive helps manage and streamline sales memos
Pipedrive helps bring structure to the sales memo process by centralizing deal details, automating handoffs and making sure everyone stays aligned throughout the sales journey.
Using customizable pipeline management software, sales teams can define clear stages, from negotiation to verbal agreement to formal documentation, ensuring sales memos are triggered at the right moment in the workflow.
Once a deal is marked as agreed, workflow automation can create follow-up tasks, notify stakeholders or send automated emails containing the memorandum of sale. Further reducing delays and keeping transactions moving.
With custom fields, teams can store all memo-related data, such as agreed terms, solicitor details or timeline expectations, directly in the CRM. Each deal record becomes a complete source of truth, easily accessible by sales, legal or operations.
Shared access and sales reporting features help teams monitor deal health and catch bottlenecks before they become issues. Pipedrive brings consistency, visibility and efficiency to the process, turning documentation into a real sales advantage.
FAQs
Final thoughts
A sales memo, often called a memorandum of sale, is more than just a formality. It serves as the official handshake between buyer and seller, confirming key terms and setting the stage for a smooth transaction.
When treated as a core part of the sales strategy, the sales memo improves communication, reduces errors and accelerates the closing process. Tools like Pipedrive support the workflow, so that teams benefit from greater visibility, automation and control to manage deals more effectively.
For businesses focused on consistency, transparency and efficiency, refining the sales memo process is a valuable step.
