An employee memo template is a note that is distributed to a group of people who needs to be involved with the agenda discussed in the memo. It can either be sent as an email, can be posted in a few strategic places around the office, or it can even be sent as an official letter.
How can you write an effective memo? Worry not as we are here to give you tips and steps on how you can do so. In this article, we have a step-by-step guide on how you can make your memos effective and not time-consuming. Your memo should not be long as it will bore your employees. Plus, we also know that you would also rather have your employees doing their work properly instead of reading a very long memo, right? So let us help you out with your memo writing dilemma. Do not forget to also check out the samples that we have uploaded to this very article. Keep reading this article.
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How to Write a Memo?
In big companies, one way of communication is by setting up business memo templates in the strategic areas of the office for all the employees to see or everyone who is addressed by the memo. With this being said, it is important that you are able to write the memo in a simple yet clear manner.
In this section of the article, we would like to give you a quick step-by-step guide on how you can write a memo. Just remember to keep reading.
1. Start with the Heading
The heading of your memo will be simple yet it will establish that your memo is indeed a memo. It will also include the people addressed by the memo and the date. To give you a good idea about how you can format your heading, we will give you a sample memo format for your heading.
- Start by writing the word MEMO or MEMORANDUM. This can be found at the top of your page and can either be aligned to the left or center-aligned. It should be in bold and have a bigger font size compared to the other texts of the memo. You can either set it to Heading 1 or Heading 2 to make it bigger than the other texts.
- Include who the memo is for. Your memo is a formal document, so it needs to be properly formatted. This is why you need to properly address who the memo is for. This can be found after the title. If you are sending the memo to one person, include his/her complete name and designation in the company. However, if you are sending to multiple employees or the whole staff, you can write “TO: ALL XXX Company Staff” or “TO: ALL Accounting Department Staff.” By including who is being addressed, people in the company will know who needs to pay attention to what is written in the memo. You may also include a “CC” or additional people who are also addressed by the memo. Write down the CC right after the primary addressee of your memo.
- Include who the memo is from. After writing who your memo is for, you should also write down who the memo is from. If the memo is from you, write down your name and your designation. If the memo is from someone else, do the same: write down their full name and their designation in the company.
- Include the date. The date you will be writing in your memo would be the date when the memo would be posted on the bulletin boards or when it would be sent in the email.
- Have a subject line. The subject line of your memo will give the recipient/s a good idea about what is the free agenda of the memo. It should be kept short yet specific.
- Properly format the heading. Capitalize words that the recipient/s need to pay attention to such as TO, FROM, DATE, and SUBJECT.
After following the heading tips that we have shared regarding memo headings, your memo heading should look a lot like the following:
TO: ALL Staff from the Accounting Department
FROM: Jenny Jenkins, Accounting Department Head
DATE: 25 January 2018
SUBJECT: Restructuring Expenses for Second Quarter
2. The Body of the Memo
There are some things that you need to consider when it comes to writing the body of the memo. We would like to give you a few quick tips when it comes to writing a notice memo.
- Think of your audience. If you know who your memo is for, you would be able to properly write it in a manner that the audience can relate to. With this being said, you will now know the approach you need to take in terms of the tone, the length, and how formal your memo should be.
- No need for salutations. Memos are typically addressed to multiple individuals and they are also brief in nature. This is why including a formal salutation is considered to be not a necessity anymore. Instead of including a salutation, go straight to what you intend to say to the recipient/s.
- Talk about the problem. Your introduction should go straight to what the concern is all about. Give a brief explanation why the topic or subject matters. Basically, this is a summary of what the entire memo is all about. Your introduction should be about one paragraph long.
- Give details of the problem. Give more information about the problem. However, make sure that you only give the relevant details and not discuss any unnecessary or unrelated details.
- Discuss proposed solutions. List down or write down any solutions that you would like to discuss with the team. Start with the most important topics and narrow it down to the specifics of each one. You should also let the recipient/s know why they are relevant to the subject and how they can benefit from each solution.
- Give a call-to-action. By letting the recipient know what are the actions that they should take, they would know what are the appropriate steps that they should take after reading the memo. For example, you can state it like this: “Starting June 22, ALL employees assigned in the Accounting Department are expected to attend the orientation regarding the new accounting tools to be used by the department.”
- Close the memo in a warm manner. Close your paragraph by restating the how to address the issues at hand. Let them know that you would be willing to set up a meeting with them as soon as possible or when it would be convenient. You can send out forms or employee suggestion forms that would help you assess when the most optimal date and time would be for a meeting.
3. The Final Touches to Your Memo
Making sure that your blank memo is properly formatted and looks polished as well as professional at the same time. We have a few tips on how you can do so.
- Professionally format your memo. To make your memo looking professional, make use of font sizes between 10pt–12pt with styles falling under the Sans Serif family (such as Times New Roman, Georgia, or Arial). Keep the margins on all sides between half an inch to one inch. Use a block format to ensure all texts are not indented and use double spacing to ensure that you have more white space. This will make your memo easier for the eyes of the reader.
- Review your memo. Proofreading will ensure that there are no grammatical errors as well as misspellings. This will also ensure that your memo is clear and concise. Make sure it is also free from technical terms and jargon. Make sure you also have all the details correct and that you cut out any unnecessary discussions from the memo to ensure that you are sticking to the important topics.
- Make sure the memo is approved for distribution. If you are the one who will approve the memo, make sure that you sign it at the bottom or write down your initials. If your company uses stamps for approval, use these and sign the seal as well.
- Add a logo. Adding your logo will make it more professional. You may also make use of a paper with your company letterhead if you want to.
- Method of Delivery. You can either post your memo on the bulletin boards, distribute to each recipient, or email it to the recipients.
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Making Use of Memo Templates
Standard memo templates are convenient ways of making a memo. Having one prepared for whatever memo needs you may have in the office will ensure that you will be able to make that memo in no time. You can definitely make use of the memo that we have shared with you on this very article. Take the following steps which are easy to follow and will help you make that memo in a snap.
- Pick the memo that you would like to use. There are 15 memo templates and samples that are available in this article. Each one is easy to download with just a few clicks. To download your chosen free sample memos, just download the green DOWNLOAD or BUY NOW button found below or on the side of the sample.
- Open the file. Your file will probably come in Word Document or PDF file format. For Word Document files, you can directly open these in your word document application (i.e., Microsoft Word or Mac Pages) whereas PDF files can be opened with PDF reader applications. For Microsoft Word files, you can directly edit the file while for PDF files, you can copy-paste the template to a word editing application and edit it once it has been pasted.
- Follow the same instructions as mentioned earlier. Basically, after opening your file in a word editing application, you can follow the same step-by-step instructions that we have discussed in an earlier section.
There you have it! You now have a better understanding of what memo writing is all about and what are the steps that you need to take in order to come up with a professional memo template. We hope that you learned a lot from this article and that you share this with your friends who you think might need advice about memo writing.
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