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Example of a memo letter

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Example of a memo letter
October 15, 2018 Anniversary Wishes 5 comments

The free memo templates below are all formatted and ready to use. Simply download the theme you want, add.

Learning Objectives

  1. Discuss the purpose and format of a memo.
  2. Understand effective strategies for business memos.
  3. Describe the fifteen parts of a standard business letter.
  4. Access sample business letters and write a sample business letter.

Memos

A memo (or memorandum, meaning “reminder”) is normally used for communicating policies, procedures, or related official business within an organization. It is often written from a one-to-all perspective (like mass communication), broadcasting a message to an audience, rather than a one-on-one, interpersonal communication. It may also be used to update a team on activities for a given project, or to inform a specific group within a company of an event, action, or observance.

Memo Purpose

A memo’s purpose is often to inform, but it occasionally includes an element of persuasion or a call to action. All organizations have informal and formal communication networks. The unofficial, informal communication network within an organization is often called the grapevine, and it is often characterized by rumor, gossip, and innuendo. On the grapevine, one person may hear that someone else is going to be laid off and start passing the news around. Rumors change and transform as they are passed from person to person, and before you know it, the word is that they are shutting down your entire department.

One effective way to address informal, unofficial speculation is to spell out clearly for all employees what is going on with a particular issue. If budget cuts are a concern, then it may be wise to send a memo explaining the changes that are imminent. If a company wants employees to take action, they may also issue a memorandum. For example, on February 13, 2009, upper management at the Panasonic Corporation issued a declaration that all employees should buy at least $1,600 worth of Panasonic products. The company president noted that if everyone supported the company with purchases, it would benefit all.[1]

While memos do not normally include a call to action that requires personal spending, they often represent the business or organization’s interests. They may also include statements that align business and employee interest, and underscore common ground and benefit.

Memo Format

A memo has a header that clearly indicates who sent it and who the intended recipients are. Pay particular attention to the title of the individual(s) in this section. Date and subject lines are also present, followed by a message that contains a declaration, a discussion, and a summary.

In a standard writing format, we might expect to see an introduction, a body, and a conclusion. All these are present in a memo, and each part has a clear purpose. The declaration in the opening uses a declarative sentence to announce the main topic. The discussion elaborates or lists major points associated with the topic, and the conclusion serves as a summary.

Let’s examine a sample memo.

Figure 9.3

 

 

Five Tips for Effective Business Memos

Audience Orientation

Always consider the audience and their needs when preparing a memo. An acronym or abbreviation that is known to management may not be known by all the employees of the organization, and if the memo is to be posted and distributed within the organization, the goal is clear and concise communication at all levels with no ambiguity.

Professional, Formal Tone

Memos are often announcements, and the person sending the memo speaks for a part or all of the organization. While it may contain a request for feedback, the announcement itself is linear, from the organization to the employees. The memo may have legal standing as it often reflects policies or procedures, and may reference an existing or new policy in the employee manual, for example.

Subject Emphasis

The subject is normally declared in the subject line and should be clear and concise. If the memo is announcing the observance of a holiday, for example, the specific holiday should be named in the subject line—for example, use “Thanksgiving weekend schedule” rather than “holiday observance.”

Direct Format

Some written business communication allows for a choice between direct and indirect formats, but memorandums are always direct. The purpose is clearly announced.

Letters

Letters are brief messages sent to recipients that are often outside the organization.[2] They are often printed on letterhead paper, and represent the business or organization in one or two pages. Shorter messages may include e-mails or memos, either hard copy or electronic, while reports tend to be three or more pages in length.

While e-mail and text messages may be used more frequently today, the effective business letter remains a common form of written communication. It can serve to introduce you to a potential employer, announce a product or service, or even serve to communicate feelings and emotions. We’ll examine the basic outline of a letter and then focus on specific products or writing assignments.

All writing assignments have expectations in terms of language and format. The audience or reader may have their own idea of what constitutes a specific type of letter, and your organization may have its own format and requirements. This chapter outlines common elements across letters, and attention should be directed to the expectations associated with your particular writing assignment. There are many types of letters, and many adaptations in terms of form and content, but in this chapter, we discuss the fifteen elements of a traditional block-style letter.

Letters may serve to introduce your skills and qualifications to prospective employers, deliver important or specific information, or serve as documentation of an event or decision. Regardless of the type of letter you need to write, it can contain up to fifteen elements in five areas. While you may not use all the elements in every case or context, they are listed in Table 9.1 “Elements of a Business Letter”.

Table 9.1 Elements of a Business Letter

ContentGuidelines
1. Return AddressThis is your address where someone could send a reply. If your letter includes a letterhead with this information, either in the header (across the top of the page) or the footer (along the bottom of the page), you do not need to include it before the date.
2. DateThe date should be placed at the top, right or left justified, five lines from the top of the page or letterhead logo.
3. Reference (Re:)Like a subject line in an e-mail, this is where you indicate what the letter is in reference to, the subject or purpose of the document.
4. Delivery (Optional)Sometimes you want to indicate on the letter itself how it was delivered. This can make it clear to a third party that the letter was delivered via a specific method, such as certified mail (a legal requirement for some types of documents).
5. Recipient Note (Optional)This is where you can indicate if the letter is personal or confidential.
6. SalutationA common salutation may be “Dear Mr. (full name).” But if you are unsure about titles (i.e., Mrs., Ms., Dr.), you may simply write the recipient’s name (e.g., “Dear Cameron Rai”) followed by a colon. A comma after the salutation is correct for personal letters, but a colon should be used in business. The salutation “To whom it may concern” is appropriate for letters of recommendation or other letters that are intended to be read by any and all individuals. If this is not the case with your letter, but you are unsure of how to address your recipient, make every effort to find out to whom the letter should be specifically addressed. For many, there is no sweeter sound than that of their name, and to spell it incorrectly runs the risk of alienating the reader before your letter has even been read. Avoid the use of impersonal salutations like “Dear Prospective Customer,” as the lack of personalization can alienate a future client.
7. IntroductionThis is your opening paragraph, and may include an attention statement, a reference to the purpose of the document, or an introduction of the person or topic depending on the type of letter. An emphatic opening involves using the most significant or important element of the letter in the introduction. Readers tend to pay attention to openings, and it makes sense to outline the expectations for the reader up front. Just as you would preview your topic in a speech, the clear opening in your introductions establishes context and facilitates comprehension.
8. BodyIf you have a list of points, a series of facts, or a number of questions, they belong in the body of your letter. You may choose organizational devices to draw attention, such as a bullet list, or simply number them. Readers may skip over information in the body of your letter, so make sure you emphasize the key points clearly. This is your core content, where you can outline and support several key points. Brevity is important, but so is clear support for main point(s). Specific, meaningful information needs to be clear, concise, and accurate.
9. ConclusionAn emphatic closing mirrors your introduction with the added element of tying the main points together, clearly demonstrating their relationship. The conclusion can serve to remind the reader, but should not introduce new information. A clear summary sentence will strengthen your writing and enhance your effectiveness. If your letter requests or implies action, the conclusion needs to make clear what you expect to happen. It is usually courteous to conclude by thanking the recipient for his or her attention, and to invite them to contact you if you can be of help or if they have questions. This paragraph reiterates the main points and their relationship to each other, reinforcing the main point or purpose.
10. Close“Sincerely” or “Cordially” are standard business closing statements. (“Love,” “Yours Truly,” and “BFF” are closing statements suitable for personal correspondence, but not for business.) Closing statements are normally placed one or two lines under the conclusion and include a hanging comma, as in Sincerely,
11. SignatureFive lines after the close, you should type your name (required) and, on the line below it, your title (optional).
12. Preparation LineIf the letter was prepared, or word-processed, by someone other than the signatory (you), then inclusion of initials is common, as in MJD or abc.
13. Enclosures/AttachmentsJust like an e-mail with an attachment, the letter sometimes has additional documents that are delivered with it. This line indicates what the reader can look for in terms of documents included with the letter, such as brochures, reports, or related business documents.
14. Courtesy Copies or “CC”The abbreviation “CC” once stood for carbon copies but now refers to courtesy copies. Just like a “CC” option in an e-mail, it indicates the relevant parties that will also receive a copy of the document.
15. Logo/Contact InformationA formal business letter normally includes a logo or contact information for the organization in the header (top of page) or footer (bottom of page).

Strategies for Effective Letters

Remember that a letter has five main areas:

  1. The heading, which establishes the sender, often including address and date
  2. The introduction, which establishes the purpose
  3. The body, which articulates the message
  4. The conclusion, which restates the main point and may include a call to action
  5. The signature line, which sometimes includes the contact information

A sample letter is shown in Figure 9.5 “Sample Business Letter”.

Figure 9.5 Sample Business Letter

 

 

Always remember that letters represent you and your company in your absence. In order to communicate effectively and project a positive image,

  • be clear, concise, specific, and respectful;
  • each word should contribute to your purpose;
  • each paragraph should focus on one idea;
  • the parts of the letter should form a complete message;
  • the letter should be free of errors.

Key Takeaways

  • Memos are brief business documents usually used internally to inform or persuade employees concerning business decisions on policy, procedure, or actions.
  • Letters are brief, print messages often used externally to inform or persuade customers, vendors, or the public.
  • A letter has fifteen parts, each fulfilling a specific function.

Exercises

  1. Find a memo from your work or business, or borrow one from someone you know. Share it with your classmates, observing confidentiality by blocking out identifying details such as the name of the sender, recipient, and company. Compare and contrast.
  2. Create a draft letter introducing a product or service to a new client. Post and share with classmates.
  3. Write a memo informing your class that an upcoming holiday will be observed. Post and share with classmates.
  4. Find a business letter (for example, an offer you received from a credit card company or a solicitation for a donation) and share it with your classmates. Look for common elements and points of difference.
  5. Now that you have reviewed a sample letter, and learned about the five areas and fifteen basic parts of any business letter, write a business letter that informs a prospective client or customer of a new product or service.

[1] Lewis, L. (2009, February 13). Panasonic orders staff to buy £1,000 in products. Retrieved fromhttp://business.timesonline.co.uk/tol/business/markets/japan/article5723942.ece

[2] Bovee, C., & Thill, J. (2010). Business communication essentials: a skills-based approach to vital business English (4th ed.). Upper Saddle River, NJ: Prentice Hall.

A memo is a short message that businesses use to internally communicate official policy and procedures. An effective memo is concise, organized and timely.

How a Business Memo is Different from a Business Letter

example of a memo letter

Memo Letter Example | Memo Letter Sample

A memorandum (memo for short) is a short piece of writing generally written by the officers of an organization for sharing information among them. The main purpose of writing a memorandum is to keep record or convey information and decisions or to make short requests. To achieve its purpose a memo is usually written in an easy-to-understanding language. Plain and direct statements of facts are made to achieve its purpose.

A memo plays a very useful role in an organization. It also enables officers to maintain good business relationships. Another useful function of a memo is to establish accountability. Many organizations use printed memo forms. One can quickly write the message and transmit it to the concerned officer. Writing a memo takes comparatively less time since it does not contain several details which a letterhas. However, some examples of memos have been presented here to help the businesses to write memos correctly.

Memo Letter Example: 1

A memo letter informing the Office Manager about the purchase of office chairs. 

Summit Steel Company Ltd.

18, Karawn Bazar, Dhaka 1218

Interoffice Memo

Date            : 15 August, 2014

To               : Office Manager

From            : Zahirul Islam, Purchase Officer

Reference     : 216/BM

Subject        : Purchase of Office Chairs

As desired, the order for the supply of 500 office chairs has been placed with Navana Furniture Mart, 16 Jatrabari, Dhaka 1204. The chairs will be supplied in two lots of 250 each on 26 and 30 August, 2014.

Memo Letter Example: 2

A memo letter requesting Marketing Officer to provide information about the export of Jam and Jelly in Western countries.

Renata Food Products Ltd.

32, Kalabagan, Dhaka 1217

Interoffice Memo

Date            : 15 August, 2014

To               : Marketing Officer

From            : Hasan Mahmud, General Manager

Reference     : 116/BC

Subject        : Export of Jam and Jelly

Recently, I visited the manufacturing plants at Sonargaon and discussed with the production managers the possibility of increasing the production so that we can export these items to western countries. They see no difficulty in doing so but before they take any define initiatives in this direction, they would like to have an estimate of the demand for our products in these countries.

So, I request you to contact our agents quickly and let me know the estimates by the end of September.  

Memo Letter Example: 3

Write a memo letter informing the vice principal to make all staff to be punctual.

Manarat International School

18 Lalmatia, Dhaka 1216

Interoffice Memo

Date            : 15 August, 2014

To               : The Vice Principal

From            : Mahmudul Hasan, Principal

Reference     : 105/BC

Subject        : Punctuality of all Staff

This is to inform you with great anxiety that the authority has noticed some teachers are not punctual and indifferent to their duties. In these circumstances, you all are requested to be more punctual and to take all necessary steps to maintain smooth environment of education in the institution.

Memo Letter Example: 4

A memo letter for the Marketing Manager to take necessary steps to increase sale of products.  

Tulip International

18 Motijheel, Dhaka 1000

Interoffice Memo

Date            : 15 August, 2014

To               : The Marketing Manager

From            : Mahmudul Hasan, General Manager

Reference     : 401/SP                

Subject        : Carelessness of Marketing Officers

This is to inform you with great anxiety that the rate of sale of our products has decreased tremendously due to the negligence of the Marketing Officers. In these circumstances, you are requested to take all necessary steps regarding the issue.

Memo Letter Example: 5

A memo letter to the district managers to improve their services and dealings with people properly.

Rural Development Committee

28 Mirpur, Dhaka 1214

Interoffice Memo

Date            : 15 August, 2014

To               : All District Managers

From            : Mahmudul Hasan, Vice President

Reference     : BB/105

Subject        : Improvement of Services and Dealings

This is to inform you all with great anxiety that many complaints have been received against district offices that you are not maintaining the standard of services and dealings with our valued clients. So, all concerned are requested to improve their services and dealings with our valued clients.

Memo Letter Example: 6

A memo letter requesting all college staff to contribute a part of their salary to the affected people.

Dhaka City College

Dhanmondi, Dhaka 1216

Interoffice Memo

Date            : 15 August, 2014

To               : All Teaching Staff

From            : Mahmudul Hasan, Principal

Reference     : 109/MC

Subject        : One day's Salary to the Cyclone-hit People

This is to inform you all that the authority of the college has taken decision to extend its helping hand to the people of cyclone areas. So, all concerned are requested to come forward with their one day's salary to stand by the distressed during their miseries and sufferings.

Memo Letter Example: 7

A memo letter apprising the employees of all branches about the suspension order of an employee of the same office.

Rupali Bank Limited

28 Motijheel, Dhaka 1000

Interoffice Memo

Date            : 15 August, 2014

To               : All Branch Managers

From            : Monir Hossain, General Manager

Reference     : 104/LT

Subject        : Appraisal of Cashier's Dismissal

This is to inform you all that Mahmudul Hasan, Cashier of Jatrabari Branch, has been suspended on charge of misappropriation of fund. All concerned are requested to abstain from transaction with him.  The bank authority will not be responsible for any sort of mishap.

Memo Letter Example: 8

A memo letter informing the employees of all branches to give Eid bonus. 

Unique Fabrics &   Fashions

Gazipur, Dhaka

Interoffice Memo

Date            : 15 August, 2014

To               : All officials

From            : Zahirul Islam, General Manager

Reference     : 316/LM

Subject        : Festival Bonus for All Employees

This is to inform you all with pleasure that the authority has taken decision to distribute Festival Bonus to all employees of the company. This decision is the result of the overall profit of the company. Bonus will be equal to every employee's one month's basic salary.

Memo Letter Example: 9

A memo letter requesting the subordinates to attend a farewell meeting of one of the members of your staff. 

Western Fabrics & Fashions

Konabari, Gazipur, Dhaka

Interoffice Memo

Date            : 15 August, 2014

To               : All Employees

From            : Abul Hasnat, Manager

Reference     : 302/NC

Subject        : Request To Attend Farewell Ceremony

This is to inform you all that the farewell ceremony in honour of Mahmudul Hasan, Assistant Manager, is going to be held at 11 a.m. on 25 August 2014. All concerned are requested to attend the ceremony. 

Memo Letter Example: 10

A memo letter from a Mayor requesting an officer to distribute relief good among the poor.

Gafargaon Municipal Office

Gafargaon, Mymensingh

Interoffice Memo

Date            : 26 August, 2014

To               : Upzila Nirbahi Officer

                   Gafargaon, Mymensingh

From            : Kayser Ahmed Chowdhury, Mayor

Reference     : 306/UNC    

Subject        : Request for Proper Distribution of Relief Goods

We came to know that the relief goods sent from the Prime Minister's Emergency Fund are not being distributed properly. Instead of the real flood victims, the relief goods are going to the influential who are not at all flood-affected.

We hope that you will direct the authority concerned to investigate into the matter and ensure proper distribution of the relief goods.

You can also see: Memorandum Letter Sample | Memorandum LetterExample

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How To Write a Good and Clear Memorandum

example of a memo letter

Email is easy, but you may still need to write an official memo now and then. If you're a bit rusty about what format to use for a memo letter, go ahead and download our free Memorandum Template. Not to be confused with a private placement memorandum or credit memo, a memo letter is a type of business letter used mostly for internal communication within a company, organization, or school.

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A memorandum may be used to make a request, announce an upcoming meeting, or communicate some important facts. Download the memo template below, or continue reading for some tips about how to write a memo and to see the sample memo format.

Memo Templates

The Vertex42 memo templates below can be downloaded for free and customized for use within your organization. Please note that the files should not be placed on any public server accessible via the internet.

Author: Jon Wittwer and Brent Weight
License: Limited Use (Applies to all the sample memo letters on this page).
Required: Microsoft Word® 2007+

Formal Memorandum Template

⤓ Download

For: Word 2007 or later & Office 365

Other Versions

Google Docs

Description

Use this free memorandum template when the context of the memo or the types of recipients would require it to be more formal. Note that a formal memo would list all the recipients. A serif font like Times New Roman generally makes a letter seem more formal as well.

Casual Memo Letter Template

⤓ Download

For: Word 2007 or later & Office 365

Other Versions

Google Docs

Description

The sample memo letter is for more casual occasions such as within volunteer organizations. You may not need to list all of the recipients in a casual memo. You might also be more creative with fonts and images (but don't get too carried away with that).

Sample Memo Letter

Formal Memorandum Template

This sample memo format includes some tips about how to write your memo. These tips are also included in the memorandum template.

Memorandum

To: [Audience]
From: [Person and/or Department issuing the memo]
Date: [Date Sent]
Subject: [Subject of the Memo]

[Opening – Get to the point in the opening paragraph. Keep things simple and short. Make it easy and fast to read.]

[Summary – Provide enough background so all readers understand the history, but again, keep it simple.]

[Conclusion – End with a call to action.]

CC: [Send copies to anyone affected by the memo.]
Attachments: [List any attachments to the memo. Only list items referred to in the body of the memo.]

Using the Memorandum Template

Changing the Theme

We created the memorandum template and sample memo letter as .DOCX files for Word 2007+ so that you can easily modify the theme and styles. To change the theme, you can go to Page Layout > Themes to pick a different set of fonts for the entire document. For more information about themes and styles, you can look up those topics via the help system (F1).

Emailing a Memo

Email is easy and is great for informal communication - reminders about lunch parties or missing cell phones. For more formal or official communication, use a memo format.

A memo letter can still be sent by email. Copy your memo into the body of your email and include the official memo as an attachment.

Tips for Writing a Memo

Say what you need to say in the most concise and clear way possible. That isn't always easy, but everybody will appreciate not having to read a long memo.

For tips about how to write the body of the memo, see the guidelines included in the sample memo letter above.

Other tips:

  • Make sure you send copies of the memo to anyone affected by it
  • Consider email for informal messages or announcements
  • If the situation is very formal, or the recipient is several pay grades above you, it may be more appropriate to use a formal business letter.

Memo Resources and Writing Aids

  • Additional Writing Tips (.pdf) at www.fsb.muohio.edu - More guidelines to help you format a memo.
  • Example Memo at owl.english.purdue.edu - This site lists a business memo sample with some more writing tips.

Other Free Memo Templates

The Microsoft Office® template gallery has a few memos to choose from. They don't give guidance on how to write the memo, but seeing the different formats may be useful.

You can also find memo templates by opening up Word and going to File > New and searching for "memo" in the search field. There are few different designs available that way.

Related Content

 

Review memo formatting guidelines from University of Maryland University To: Person(s) to whom the memo is primarily addressed (examples: James Brown.

How To Write an Effective Memo

example of a memo letter

Have you ever wanted to disseminate information around the office or to your employees in your business? Then try coming up with a memo. Simply put, a memo is a short, concise message or document which is used for communication in an office or a business.

Contents

Memos are very important so you should know how to make a good memo template or business memo template so you can start spreading messages internally in your office or your business.

The most effective kinds of memos must be short, to the point, very organized and given on time. It should be able to give enough information that the reader won’t have any questions after reading it.

Business Memo Templates










Memo has its origin from the Latin word memorandum, which is a noun and has the same root as the word memorare. Memorare then means to mention, recount or call to mind – which is also the similar definition of the word memory. This means that it can also serve as a reminder for people of something important.

In the office or business setting, memos are given to employees internally as a form of written communication. Information which must be formally documented is usually presented in the form of a memo to highlight its importance. There is a lot to learn about memos and in this article, you will learn all about the uses and purposes for giving out memos, types of memos as well as how to make your own business memo template. Read on and be guided by all you need to know about memos.

General Purposes of a Memo

Before you start creating your own memo template, it would be useful to know what the general purposes of a memo are. Memos are formal documents used in an office or business setting to communicate with the employees.

Memos are mainly for internal communication and are very rarely given to clients, customers or the general public. It can easily be made in your computer though sample memo templates, which are available on this website.

Here are the most general purposes for giving out memos:

To Give Information on News and Events

Memos can be used to give the employees information regarding upcoming events or the latest happenings related to the company, organization, business or the office. These kinds of news and events could be as simple as gatherings or fun events which are to be hosted or as relevant as an explanation for any changes which may be happening.

It could notify employees about any staff promotions or movement in departments or branches. It could also be about new products, merchandise or services that the business offers or those which have been phased out. Any new information can be given to the employees through a memo.

To Deal with an Issue or Concern

As with all organizations or businesses, issues or concerns may come up which need to be addressed especially when these concerns have caught the attention of the management. A memo can be used to describe all the details of the issue or concern to bring to light what needs to be dealt with and keep everyone involved informed. Too many absences or tardiness of employees’ can as well as employee misconduct are examples of such concerns which call for formal memos.

For Making Requests

Memos can also be given to employees when the management needs to make requests from them. A request for consent or cooperation to do extra work, a request to attend important meetings or a request to make changes in work practices are some examples of memos made for making requests. These memos must also contain any instructions as well as all the details the employee needs to be able to fulfill the request made. You can also include benefits or rewards for carrying out the action or completing the task so that your employees would be more inclined to grant your request.

For Giving Feedback

Feedback is essential in all kinds of organizations so you can use a memo to give your feedback on any products, services or even programs which have been done in the company. The purpose of giving a memo which provides feedback is that it lets the employees know all there is to know about the quality of the products as well as their performance. This is valuable so that employees know how to improve their performance or make changes in any products or services to make them more efficient for the clients and customers.

These are the most common and general purposes of a memo. As you can see, memos really are important so you can start thinking about making your own memo template word for your business. Now let’s move on to other uses of business memos.

Professional Memo Templates










When to Use a Business Memo

Now e-mails are more popularly used to communicate within the office, but you should not discount the fact that memos are still vital and important for more formal information which needs to be documented using hard copies.

There are many types of memos and all these types and sample memo templates can be downloaded from the internet. But before you do so, let’s learn about when you should be using a business memo in your office or organization:

When There are any Changes in Company Policies

A lot of times, companies, businesses or organizations need to change their policies especially when they see that some policies don’t work or are already outdated. In cases like these, it would be appropriate to give a memo to all employees regarding any and all changes to the company. Giving out a business memo would formalize the changes and also give all the employees information on when the changes are to take place. Business memos about changes in company policies can be given to all the employees and also placed in an area which is visible to all.

When Announcements Need to be Made

When making important announcements, such as the promotion of old employees or the introduction of new employees, giving a business memo would be appropriate. This would ensure that any important announcements not only formally announced but are also documented. You can email announcements to make it a lot easier but you should still use a formal format when creating it.

When Employees Need to be Reminded

Reminders are essential in any kind of business and when there are very important reminders to be given, you can use a business memo to spread the information. Such reminders would include a task which employees need to do before a deadline or a reminder on how employees must behave inside the office or the organization.

These are all the uses and purposes of memos and business memos. These uses should be enough to convince you that memos are crucial in companies and organizations and that you should start making use of them. Now let’s look at the different types of memos before you start creating your own memo template.

Memo Format










Types of Memos

Coming up with a business memo template for your company would be a lot easier if you learn the different types of memos and all the details about them. Once you know all this information, you can start making a memo template word or you can look at online resources and work with sample memo templates.

Here are the different types of memos worth learning about:

1. A Request Memo

This type of memo is commonly used in order to get a good response to any request made by the management thus it should be worded convincingly. An excellent request memo must contain the following information:

  • The request should be stated in a clear and concise way which the reader or employees must understand. It should be stated so as the readers won’t have any questions about it.
  • Any reasons for the request must be given too. Of course, employees must know why the request is made, otherwise, you may not get a very favorable response from them. They may not agree to fulfill a request if they don’t know why it has been made.
  • If there are any costs or expenses involved, they must be given as well, in full detail and with the proper explanation.
  • Any recommendation for carrying out the tasks, actions or requests must also be stated to guide the employees in case they do not know how they would complete the request.

All these information and statements should be stated diplomatically to ensure that the employees will agree to the request.

2. A Confirmation Memo

This type of memo is created in order to formally validate an agreement which has been made as well as document it. This type of memo is important so that both parties are sure that the agreement is to be honored. A good confirmation memo should include:

  • All the most important points which were discussed and agreed upon by both parties. You would have to be very clear and specific when stating these points.
  • Enumerate and emphasize these points clearly so you can easily gain access to them for quick reference when you need to in the future.

Before finalizing your memo, it would be a good idea to show it to everyone involved to encourage any feedback or to clear up any vague or doubtful points.

3. A Periodic Report Memo

These types of memos are disseminated regularly to give information about the company. These could be in the form of monthly or quarterly sales reports or such similar ones. Here are a few important points about these types of memos:

  • When creating this kind of memo, you’d have to make a template such as a form which just needs to be filled in so that information can just be easily entered each time.
  • The sample memo template should be created so that it can just be reused every time the memo is due.
  • It should also have a space for any descriptive or narrative comments, in case the need arises.

This is the easiest type of memo to use once you’ve already created the template as you won’t have to make it again and again.

4. A Suggestion Memo

Memos can also be used to put across different ideas and suggestions from employees or from the management. They could be suggestions on how to improve the workplace or ideas and suggestions on how to deal with issues or concerns. Here are some tips on making these types of memos:

  • Always start with good comments about the situation and then offer the ideas and suggestions for changing it.
  • Organize the ideas and suggestions by subject and make use of headings or titles to emphasize them.
  • Use concise statements and always go straight to the point to avoid confusion.

Following these tips would ensure that your memo along with the suggestions that go with it would be effective and would give a positive note to it as you give the memo to your employees.

5. The Informal Study Results Memo

Sometimes studies are informally done in organizations and companies by certain personnel and everything about it should be written on a memo to inform everyone involved. These types of memos are usually presented as a form and should contain the following:

  • The purpose of the informal study must be clearly stated (and you have to stick to it!)
  • To make your memo easily readable, you can make use of headings and subheadings to highlight or emphasize certain points. This would make your memo clear and easy to go through.
  • Just like all other memos, be concise and specific when stating your points, issues or concerns.
  • These types of memos can be written using more informal language to make it easier to read by everyone.

You can follow a format for these types of memos or you can come up with your own format, depending on what kind of study you are doing.

There you go, the 5 main types of memos which can be given in an office or an organization. Now that you have a lot of information about memos, we can move on to creating your own business memo template, which can be found in the next section.

Word Memo Templates










How to Make Your Own Business Memo Template

Now that you know the uses and purposes of business memos, as well as the different types, you can already start creating your own template. You can either start with a simple template or make others as the need arises or you can go ahead and make templates for all the different types of business memos. It’s all up to you!

Here are some steps and tips in creating an efficient and official business memo:

  • Open the software of your choice and format your page. Set the margins and pick a font which looks official. You can change font sizes when you’re editing your memo later on.
  • The first and possibly most important part of your memo is the heading. You can use the word “Memo” or “Memorandum” at the very top of your page as it would serve as the title of your document.
  • The next thing to do is address the recipient/s of the memo properly as this serves as a formal communication in the business. Make sure to use the full name/s of the recipient/s of the memo.
  • You can also add other recipients of the memo in the CC line. This doesn’t include the recipients of the memo but all other people who have to be informed of the contents of the memo.
  • You would then have to write your full name in the “From” line along with your job title.
  • The date the memo is given is also essential so you’d have to include it.
  • Now you have to place the subject line. This part would give the reader an idea of what your memo is all about.
  • All these are important parts of the heading and must be found at the very top of the page. The title should be in the middle but all the other information should be aligned at the left hand side.
  • Now that you’re done with the heading, you can add a line below it to separate it from the body of your memo.
  • Before you write the body of your memo, think about your recipients and your audience. Think about the issues, concerns as well as any questions which the readers might have so you can address them all in your memo.
  • You don’t have to place a formal greeting in a memo. You can immediately introduce what the memo is all about in the very first paragraph under the heading.
  • After the introduction, you can go on to discussing the whole issue along with any background information about it but remembers to be brief and concise. Give a detailed summary of the most important points – you can use subheadings and headings to emphasize points if you wish.
  • For longer memos, you can even include lists, graphs or charts as long as you get your point across and you’re sure that the readers will understand everything. Write down all the relevant information regarding the memo, no matter what purpose you have for making it.
  • Finalize your memo by ending it on a positive note. Once you’re done with it, you can format your memo to make sure that it is readable and well spaced. Also, make sure to proofread your memo in order to see if you’ve made any mistakes.
  • Print out your memo on an official letterhead of your company or organization and when it has been printed, write down your initials by hand. This would personalize it as memos don’t usually have a space for signature. Writing your initials next to your name would indicate that you’ve approved the memo. Once that’s done, all you have to do is choose your method of spreading your memo!

Posted on September 20, 2017In Documents

Tags:Documents, Memo

Aug 20, The point of a memo—as opposed to a full business letter—is to convey Learn how to make your memos quick to write and easy to read.

example of a memo letter
Written by Moogugal
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