Memos help share important info quickly and clearly. You’ve probably seen or written one before. Memo writing doesn’t have to be hard. In this article, you will find memo templates and examples to help you craft excellent memos.
Memos come in many forms to meet different business needs. Let’s look at some common types of memos and how you can use them effectively in your work.
Directive Memos for Instructions
Directive memos tell employees what to do. They give clear instructions about tasks, procedures, or policies.
Memo to Employees Template:
To: [Recipient]
From: [Sender]
Date: [Current Date]
Subject: [Task or Procedure Name]
Instructions:
- [Step 1]
- [Step 2]
- [Step 3]
Deadline: [Due Date]
Please contact [Contact Person] if you have questions.
Memo to Employees Example:
To: All Staff
From: Jane Smith, HR Director
Date: September 22, 2024
Subject: New Dress Code Policy
Instructions:
- Wear business casual clothing Monday-Thursday
- Fridays are now casual dress days
- No flip-flops or shorts allowed
Deadline: This policy starts October 1, 2024
Please contact HR if you have questions.
Request Memos for Actions
Request memos ask for something. They might seek approval, information, or action from the reader.
Request Memo Template:
To: [Recipient]
From: [Sender]
Date: [Current Date]
Subject: Request for [Action Needed]
I am writing to request [specific action].
Reason for request: [Explanation]
Action needed by: [Date]
Thank you for your help.
Request Memo Example:
To: John Doe, IT Manager
From: Sarah Johnson, Marketing
Date: September 22, 2024
Subject: Request for New Software
I am writing to request approval to buy new design software.
Reason for request: Our current software is outdated and slowing down our work.
Action needed by: October 15, 2024
Thank you for your help.
Confirmation Memos and Follow-Ups
Confirmation memos record agreements or verify information. They help avoid misunderstandings and keep everyone on the same page.
Confirmation Memo Template:
To: [Recipient]
From: [Sender]
Date: [Current Date]
Subject: Confirmation of [Topic]
This memo confirms our discussion about [topic].
Key points:
- [Point 1]
- [Point 2]
- [Point 3]
Please let me know if you have any questions.
Confirmation Memo Example:
To: Tom Brown, Sales Team
From: Lisa Chen, Marketing Manager
Date: September 22, 2024
Subject: Confirmation of New Product Launch
This memo confirms our discussion about the new product launch.
Key points:
- Launch date: November 1, 2024
- Target audience: Young adults
- Marketing budget: $50,000
Please let me know if you have any questions.
Report Memos for Updates
Report memos share information about projects, events, or issues. They keep everyone informed and up-to-date.
Report Memo Template:
To: [Recipient]
From: [Sender]
Date: [Current Date]
Subject: Report on [Topic]
Here’s an update on [topic]:
Progress:
- [Achievement 1]
- [Achievement 2]
Challenges:
- [Challenge 1]
- [Challenge 2]
Next steps:
- [Step 1]
- [Step 2]
Report Memo Example:
To: Alex Wong, CEO
From: Maria Garcia, Project Manager
Date: September 22, 2024
Subject: Report on New Website Development
Here’s an update on the new website development:
Progress:
- Home page design completed
- Product catalog 50% done
Challenges:
- Delay in getting product photos
- Need more server space
Next steps:
- Finish product catalog by October 15
- Start user testing on October 20
Project Update and Meeting Minutes Memos
These memos record project progress and meeting decisions. They help team members stay on track and remember important details.
Project Update and Meeting Minutes Memo Template:
To: [Project Team/Meeting Attendees]
From: [Sender]
Date: [Current Date]
Subject: [Project Name] Update / [Meeting Date] Minutes
Project Status / Meeting Summary:
- [Key point 1]
- [Key point 2]
Action Items:
- [Task 1] – Assigned to: [Name], Due: [Date]
- [Task 2] – Assigned to: [Name], Due: [Date]
Next meeting: [Date and Time]
Project Update and Meeting Minutes Memo Example:
To: Marketing Team
From: Chris Lee, Team Lead
Date: September 22, 2024
Subject: Q4 Campaign Update / September 20 Minutes
Project Status / Meeting Summary:
- Budget approved for $100,000
- Target launch date set for November 15
Action Items:
- Create social media plan – Assigned to: Emma, Due: October 1
- Design campaign logo – Assigned to: Jake, Due: October 5
Next meeting: October 1, 2025 at 10 AM
Safety Memo to Employees
Safety Memo to Employees Template
To: [Recipient]
From: [Sender]
Date: [Current Date]
Subject: [Task or Procedure Name]
Instructions:
[Step 1]
[Step 2]
[Step 3]
Deadline: [Due Date]
Please contact [Contact Person] if you have questions.
Safety Memo to Employees Example:
To: All Employees
From: John Smith, Safety Manager
Date: October 15, 2025
Subject: Fire Drill Procedure
Instructions:
1. When the alarm sounds, promptly stop all activities.
2. Follow the designated evacuation routes posted in each department.
3. Assemble at the designated meeting point outside the building for a headcount.
Deadline: This procedure will be practiced on October 20, 2025, at 10:00 AM.
Please contact John Smith in the Safety Department if you have questions.
Policy Change Memo
Policy change memos inform staff about new or updated company rules: they explain what’s changing and why.
Policy Change Memo Template:
To: [All Staff/Affected Department] From: [Sender] Date: [Current Date] Subject: New [Policy Name] Policy
We are updating our [policy name] policy. Here are the key changes:
- [Change 1]
- [Change 2]
- [Change 3]
Reason for change: [Explanation]
This policy takes effect on [Date].
Policy Change Memo Example:
To: All Staff
From: Pat Johnson, HR Director
Date: September 22, 2024
Subject: New Remote Work Policy
We are updating our remote work policy. Here are the key changes:
- All staff can work from home 2 days per week
- You must be in the office for team meetings
- You need to log your hours in the new time tracking app
Reason for change: To improve work-life balance and boost productivity.
This policy takes effect on October 1, 2025.
Crafting Content Within Memos
Identifying Action Items in a Memo
Action items are tasks that need to be done after reading the memo. Make them stand out by using bullet points or bold text, and be specific about who needs to do what and by when.
Example phrases:
- “Please submit your report by Friday.”
- “John, set up a team meeting for next week.”
- “Everyone must update their contact info.”
- “Marketing team: create new social media posts.”
- “HR: review the new policy changes.”
Keep action items short and clear: this helps readers quickly see what they need to do.
Incorporating Attachments and Contact Information
Add any extra files or info your readers might need, and list attachments at the end of your memo. You can also include contact details for follow-up questions.
Example phrases:
- “See attached budget report for details.”
- “Review the included PowerPoint for more info.”
- “Find the new form in the attachments.”
- “For questions, contact Jane at ext. 123.”
- “Email support@examplecompany.com for tech help.”
(Make sure file names are clear, and double-check that all attachments are actually included.)
Call to Action
End your memo with a clear next step by telling readers exactly what you want them to do. (Set a deadline if needed.)
Example phrases:
- “Please reply with your thoughts by Tuesday.”
- “Join our team meeting on Thursday at 2 PM.”
- “Sign and return the form by next week.”
- “Start using the new process today.”
- “Share this info with your department.”
A strong ending helps ensure your memo gets results. It leaves readers with a clear idea of what to do next.
Memo Registration
Registration is an important aspect of memos. It’s a way to track and organize your documents.
- Use a unique identifier for each memo
- Keep a log of all memos sent and received
- File memos by date or topic for easy retrieval
By giving each memo a number or code, you can refer to it easily in future communications. This system helps avoid confusion and keeps everyone on the same page.
Q & A
How do I create a simple memo for various occasions?
- To create a simple memo, start with a clear subject line.
- Write a brief introduction explaining the purpose.
- Use bullet points for key information.
- End with a call to action or next steps.
What is the proper format and structure for writing a memo?
Use a clear, readable font like Arial or Times New Roman. Set 1-inch margins. Single-space the text. Add an extra space between paragraphs. Use headings to organize longer memos. Keep it to one page when possible.
Which date format should be used when drafting a memo?
Use a clear, unambiguous date format. “September 22, 2024” is a good choice. You can also use “9/22/2024” or “22 September 2024”. Pick one format and stick with it for all your memos.
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