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How to Write an Internal Memo with DALL-E

DALL-E, the AI image generation tool developed by OpenAI, can transform your internal memos into visually striking documents. By creating custom illustrations, conceptual infographics, and accompanying visuals, you capture your colleagues' attention and reinforce the memorability of key messages. This tutorial guides you step by step to leverage DALL-E in creating professional visuals that enrich your internal communications. Whether announcing an organizational change, celebrating a team success, or disseminating a new policy, DALL-E allows you to produce images tailored to your tone and brand guidelines, without resorting to a graphic designer. Discover how to combine effective writing and AI-assisted visual creation for internal memos that make an impression.

Prerequisites

  • 1.Have an OpenAI account with access to DALL-E (via ChatGPT Plus or the API)
  • 2.Defined the subject and key messages of your internal memo
  • 3.Know your company's brand guidelines (colors, visual style)
  • 4.Drafted at least a preliminary version of your memo's text

Steps

1

Define the structure and core message of the memo

Before using DALL-E, structure your internal memo: identify the objective (inform, mobilize, celebrate), target audience (whole company, specific department), and key points to convey. Draft a catchy title, contextual introduction, body of the message, and call to action. This step is crucial as it will determine the visuals you ask DALL-E to create to accompany each section.

Tip: Use the 5W rule (Who, What, When, Where, Why) to ensure your memo covers all essential information.
2

Create the main visual with DALL-E

Generate a header image that immediately grabs attention and reflects the theme of your memo. Describe precisely the desired style (corporate illustration, photorealistic, flat design) and key visual elements. Specify your brand colors to maintain brand consistency. The header image is the first thing your colleagues will see: it should spark interest and set the tone for the message.

Create a professional flat design illustration for an internal company memo on the theme [YOUR THEME]. Use colors [YOUR CORPORATE COLORS]. The image should evoke [DESIRED EMOTION: collaboration, innovation, celebration]. Clean and modern style, suitable for a professional environment. Horizontal banner format 16:9.

Tip: Always request a horizontal format (16:9 or 3:1) for header banners, as they integrate better in emails and intranets.
3

Generate icons and illustrations for each section

To make your memo more readable and engaging, create small illustrations or icons to accompany each key point. For example, if your memo announces three new measures, generate a distinct icon for each. This aids quick understanding and allows readers to scan the document effectively. Ensure visual style consistency across all illustrations.

Create a set of 3 minimalist icons in [flat design / line art] style using colors [YOUR COLORS]. The icons represent: 1) [CONCEPT 1], 2) [CONCEPT 2], 3) [CONCEPT 3]. Transparent background, uniform and professional style, suitable for a corporate document.

Tip: Generate all icons in a single set within one prompt to ensure visual consistency among them.
4

Design a summary infographic

Use DALL-E to create a summary visual that condenses the essential points of your memo into an infographic. This visual is particularly useful for dense or technical memos: it provides a quick overview and can be shared independently on internal channels (Slack, Teams, intranet). Describe the desired layout, the data to highlight, and the expected level of detail.

Create a professional vertical infographic summarizing the following key points: [POINT 1], [POINT 2], [POINT 3]. Modern corporate style with colors [YOUR COLORS]. Include simple icons for each point, clear visual hierarchy with arrows or connectors. Readable text, light background, portrait format suitable for sharing on internal messaging.

Tip: For infographics containing text, prefer adding text yourself afterward with an editing tool, as DALL-E may generate typographical errors.
5

Assemble the final memo and adjust visuals

Integrate the generated visuals into your memo, ensuring harmony between text and images. Place the banner at the top, icons next to each key section, and the infographic at the end or as an attachment. Review the whole to check that visuals reinforce the message without overwhelming it. If a visual is not perfect, go back to DALL-E to refine it by adjusting your prompt with more precise instructions.

Variant of the previous visual: same style and colors, but [DESIRED ADJUSTMENT: brighter, less cluttered, with an additional element, different angle]. Maintain consistency with other illustrations in the memo.

Tip: Limit yourself to 3-4 visuals maximum per memo to avoid diluting the message. An over-illustrated memo loses seriousness and effectiveness.

Common mistakes to avoid

  • ✗Using DALL-E to generate text in images: the tool often makes typographical errors. Add text yourself with a graphic editor.
  • ✗Neglecting visual consistency by generating each image with a completely different prompt, resulting in a visually incoherent memo.
  • ✗Overloading the memo with visuals at the expense of text content, harming message clarity.
  • ✗Forgetting to specify brand colors in prompts, leading to off-brand visuals.
  • ✗Not checking that generated images are appropriate for the professional context before distributing them company-wide.

FAQ

Can DALL-E write the text of my internal memo?
No, DALL-E is an image generation tool only. For writing the text, use a language model like ChatGPT, then use DALL-E to create accompanying visuals that will enrich your memo.
How to maintain my company's brand guidelines with DALL-E?
Systematically specify your corporate colors (hex codes if possible), the desired visual style, and brand elements in each prompt. Create a reference prompt that you reuse as a base to ensure consistency across all your visuals.
Are images generated by DALL-E royalty-free for internal use?
According to OpenAI's terms of use, images generated by DALL-E belong to you and can be used for commercial and internal purposes. However, check the specific terms of your subscription and consult your legal department for large-scale corporate use.
Which image format is best for internal memos?
For emails, use PNG format with a resolution of 1024x1024 or 1792x1024 (landscape). For intranet, 16:9 format is ideal. Compress images if necessary to avoid weighing down emails, aiming for less than 500 KB per visual.

Related tutorials

How to write an internal memo with ChatGPTHow to create marketing visuals with DALL-EHow to write an internal memo with Claude

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  2. Paste it into ChatGPT, Claude or your favorite AI assistant.
  3. Replace the bracketed variables with your details, then refine the result.

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