7 Essential Memo Templates and Examples (2024)

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:

  1. [Step 1]
  2. [Step 2]
  3. [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:

  1. Wear business casual clothing Monday-Thursday
  2. Fridays are now casual dress days
  3. 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Reason for request: Our current software is outdated and slowing down our work.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.

How to Start a Letter (and Mistakes to Avoid)

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:

  1. [Task 1] – Assigned to: [Name], Due: [Date]
  2. [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:

  1. Create social media plan – Assigned to: Emma, Due: October 1
  2. 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.

What Is Active Listening? (Examples, How-to’s, Best Practices)

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:

  1. [Change 1]
  2. [Change 2]
  3. [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:

  1. All staff can work from home 2 days per week
  2. You must be in the office for team meetings
  3. 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.)

35 Examples for Gracious Replies: Responding to a Compliment at Work

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.

  1. Use a unique identifier for each memo
  2. Keep a log of all memos sent and received
  3. 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?

  1. To create a simple memo, start with a clear subject line.
  2. Write a brief introduction explaining the purpose.
  3. Use bullet points for key information.
  4. 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.

  • 5 Templates and 7 Examples: How to Write a Memo

  • 60 Great Examples: Positive Reviews Responses (Plus Templates)

  • Communication Skills: 25 Performance Review Phrases Examples

  • 10 Great Sales Pitch Examples and Templates

  • 2 Templates and Examples: Individual Development Plan

  • 42 Communication Skills Self Evaluation Comments Examples

Posted in: Communication

7 Essential Memo Templates and Examples (2024)
Top Articles
Latest Posts
Recommended Articles
Article information

Author: Msgr. Refugio Daniel

Last Updated:

Views: 5493

Rating: 4.3 / 5 (54 voted)

Reviews: 85% of readers found this page helpful

Author information

Name: Msgr. Refugio Daniel

Birthday: 1999-09-15

Address: 8416 Beatty Center, Derekfort, VA 72092-0500

Phone: +6838967160603

Job: Mining Executive

Hobby: Woodworking, Knitting, Fishing, Coffee roasting, Kayaking, Horseback riding, Kite flying

Introduction: My name is Msgr. Refugio Daniel, I am a fine, precious, encouraging, calm, glamorous, vivacious, friendly person who loves writing and wants to share my knowledge and understanding with you.