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How to Write an Internal Memo with GitHub Copilot

GitHub Copilot, the AI assistant developed by GitHub and OpenAI, is not limited to code generation. It can also assist you in writing professional documents, including internal memos. Thanks to its contextual understanding and text generation capabilities, Copilot helps you structure your messages, adopt the appropriate tone, and produce clear, impactful communications. In this tutorial, you will learn how to leverage GitHub Copilot to write a professional internal memo step by step, from initial framing to final proofreading. Whether you are announcing an organizational change, a new tool, or a company event, these techniques will save you valuable time while maintaining a high level of writing quality.

Prerequisites

  • 1.Have a GitHub account with an active Copilot subscription (Individual, Business, or Enterprise)
  • 2.Have Visual Studio Code installed with the GitHub Copilot and GitHub Copilot Chat extensions enabled
  • 3.Know the subject of the internal memo to write (announcement, change, event, etc.)
  • 4.Have identified the target audience for the memo (whole company, department, team)

Steps

1

Define the scope and context of the memo

Open GitHub Copilot Chat in VS Code (Ctrl+Shift+I or Cmd+Shift+I on Mac). Start by providing Copilot with the full context of your memo: the subject, target audience, desired tone, and key information to convey. The more precise your briefing, the more relevant the result. Create a new Markdown file (.md) to work comfortably.

I need to write an internal memo for [COMPANY_NAME]. Subject: [describe the subject, e.g., rollout of a new project management tool]. Audience: [e.g., all IT department employees]. Desired tone: [e.g., professional but accessible]. Key information to include: [list the essential points]. Suggest a detailed structure for this memo with recommended sections.

Tip: Save the context in a comment at the top of your Markdown file. Copilot will use it as a reference for all subsequent suggestions in the same file.
2

Generate the body of the memo section by section

Once the structure is validated, ask Copilot to write each section individually. Work section by section rather than requesting the entire document at once: this allows you to maintain control over the content and refine each part. Use Copilot Chat for complex sections and inline suggestions for simpler paragraphs.

Now write the [SECTION_NAME, e.g., Introduction / Context of the change] section. It should be about [X] lines long, explain [the key point of this section], and address employees directly using [formal/informal address]. The tone should remain [professional / caring / motivating].

Tip: Use the /fix command in Copilot Chat if a generated section contains awkward phrasing. You can also select a passage and ask: 'Rewrite this paragraph to be more concise and direct.'
3

Adjust the tone and level of formality

An internal memo should reflect your company's culture. Use Copilot to adjust the register of language according to your context: casual startup, formal large company, or intermediate environment. Select the generated text and ask for tone variations to find the right balance.

Here is the current memo: [paste text]. Rewrite it using a [choose: more formal and institutional / warmer and closer to the teams / more dynamic and engaging] tone. Keep all factual information but adapt the vocabulary, sentence length, and forms of address.

Tip: Ask Copilot to generate two versions with different tones. Compare them side by side to identify the phrasing that best fits your organization's culture.
4

Add structural elements and call to action

A good internal memo contains essential structural elements: a clear subject line, a date, the sender, and most importantly an explicit call to action. Ask Copilot to complete your memo with these elements and formulate a call to action appropriate to your objective (respond to a survey, attend a meeting, adopt a new tool, etc.).

Complete this internal memo with the following elements: 1) A catchy and informative email subject line, 2) A header with date, sender, and relevant department, 3) A summary box of key points (bullet list format), 4) A clear call to action stating [what employees need to do], 5) Contact details for questions. The call to action should be [urgent / informative / encouraging].

Tip: For important memos, ask Copilot to also generate a 2-3 line summary to place at the very beginning of the message. Busy readers will then get the essentials immediately.
5

Proofread, verify, and finalize the memo

Use Copilot as a proofreader to identify inconsistencies, repetitions, potential errors, and possible improvements. Ask it for a critical analysis of the final document before sending it. Systematically verify facts, dates, and names mentioned, as Copilot can sometimes generate plausible but inaccurate information.

Proofread this internal memo and provide a critical analysis: 1) Identify any inconsistencies or contradictions, 2) Point out unnecessary repetitions, 3) Verify that the tone is consistent from beginning to end, 4) Confirm that the call to action is clear and unambiguous, 5) Suggest 3 concrete improvements to strengthen the message's impact. Here is the memo: [paste final text].

Tip: Never rely solely on Copilot for factual verification. Personally review every date, proper name, number, and link mentioned in the memo before distribution.

Common mistakes to avoid

  • ✗Asking Copilot to generate the entire memo in a single request, which often produces generic text ill-suited to the company's specific context
  • ✗Not verifying factual information generated by Copilot (dates, names, numbers, procedures) which may be invented or inaccurate
  • ✗Using the memo as-is without adapting the tone and vocabulary to the company's culture, resulting in an impersonal output that employees immediately recognize as AI-generated
  • ✗Forgetting to include a clear call to action, leaving readers unsure of what is expected of them after reading
  • ✗Neglecting to provide enough context to Copilot in the initial prompt, leading to multiple iterations and off-topic results

FAQ

Can GitHub Copilot safely write confidential internal memos?
With GitHub Copilot Business or Enterprise, your data is not used for training models and conversations are encrypted. However, for highly sensitive information (restructurings, unpublished financial data), check your company's policy on using AI tools with confidential data. When in doubt, use Copilot to generate the structure and tone, then manually replace sensitive information.
How can I make Copilot respect my company's editorial charter?
Create a reference file in your project containing your company's editorial guidelines (tone, preferred vocabulary, standard phrases, words to avoid). Reference this file in your prompts or keep it open in a VS Code tab. Copilot will rely on this context to tailor its suggestions. You can also start each session with a system prompt describing the writing rules to follow.
Can Copilot translate an internal memo into multiple languages for an international company?
Yes, Copilot can translate your memo into multiple languages while maintaining a professional tone. Ask it to translate section by section rather than the entire document for better results. Specify cultural nuances in your prompt (formal 'vous' in French, level of formality in German, etc.). Always have a native speaker review the translation for important communications.

Related tutorials

How to write a professional email with GitHub CopilotHow to summarize a document with GitHub CopilotHow to write an internal memo with ChatGPT

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