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Memo template business
January 23, 2019 Anniversary Wishes 5 comments

Download a free memorandum template for Word. a private placement memorandum or credit memo, a memo letter is a type of business letter used mostly for.

When you need to write a business memo, it can be helpful to use a fill-in template to get started. Having the format already set up and a general guide regarding how to organize the information can really be a time-saver. Use one of the printable memos provided here the next time you need to draft a memo for distribution.

Customizable Memo Templates

The memo templates are set up as PDF documents that you can edit, save and print. Simply click the image of the one you'd like to use and it will open for you to customize. If you need assistance working with the documents, check out this guide to printables.

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General Fill-in Memo

This basic, fill-in memo form is a great choice if you want a basic template that provides guidance for formatting a memo.

Persuasive Memo

If you need to write a memo that is more persuasive in nature, choose this form. It includes sample persuasive language along with a format guide.

Directive Memo Example

This sample document is a good starting point if you need to write a memo that communicates a directive, along with a specific list of actions that need to be taken,

Technical Memo Example

If you are writing a memo that outlines details related to a technical project or its specifications, opt for this example memo.

Other Memo Types

Of course, these are not the only types of memos you may need to create. Other options may include an employee disciplinary memo, an employee promotion memo or a memo related to a performance review, just to name a few. The basic format is the same regardless of the reason the employee is being written.

Working With the Templates

Working with these templates is easy. Once the file is open, click anywhere to edit, making any necessary changes.

  • For example, you can click to specify the sender's name, the recipient's name and the name of people receiving copies.
  • You can also enter the current date and enter your own subject line.
  • Click in the text area to remove the sample text and add your own.
  • Proofread carefully, making sure that it is well-written, error-free and properly communicates the message you wish to convey.
  • Save the document to your computer or a USB flash drive so that you have a permanent record of the memo you create.
  • Send it to recipients, either by printing and distributing copies or emailing it as a PDF attachment.
  • Use the completed memo as a starting point when you write similar documents in the future.

When to Use a Memo

Memos should be used when you want to communicate information to one or more individuals within your organization in writing. They are particularly helpful for sharing information about policy or procedure changes, providing a detailed list of instructions or sharing information with one person that needs to be copied to another. For example, a manager might want to write a memo praising an employee for an accomplishment with a notation that a copy be placed in his or her personnel file.

Memos are generally used for internal communication instead of letters, which are more commonly used for external correspondence. For example, memos are generally used to communicate with internal audiences like employees, coworkers, and supervisors but not external audiences such as customers or suppliers. They can be printed for distribution or emailed to recipients.

Memo Writing Tips

Follow key memo writing steps any time you need to create this type of document. As with all workplace correspondence, memos should convey an appropriate level of professionalism. They should be formatted for visual appeal and be easily skimmed, as well as reflect quality, understandable writing.

Memos are not the place to let your creative writing skills shine through. Instead, communicate directly and clearly so there is little chance the message will be misunderstood. Write at a level appropriate for the intended audience and use an appropriate tone. Use brief sentences and terminology likely to be easily understood by the intended audience. Get straight to the point.

Meeting Audience Needs

Recipients will expect a memo to communicate important, timely information. Using a memo format provides consistency in the dissemination of that information.

Memos are a time-tested aspect of the business world and, when written properly , help Explore this Article Sample Memos Making Language and Formatting.

Memo Examples

memo template business

TO: Kelly Anderson, Marketing Executive

FROM: Jonathon Fitzgerald, Market Research Assistant

DATE: June 14, 2007

SUBJECT: Fall Clothes Line Promotion

Market research and analysis show that the proposed advertising media for the new fall lines need to be reprioritized and changed. Findings from focus groups and surveys have made it apparent that we need to update our advertising efforts to align them with the styles and trends of young adults today. No longer are young adults interested in sitcoms as they watch reality televisions shows. Also, it has become increasingly important to use the internet as a tool to communicate with our target audience to show our dominance in the clothing industry.

Internet Advertising

XYZ Company needs to focus advertising on internet sites that appeal to young people. According to surveys, 72% of our target market uses the internet for five hours or more per week. The following list shows in order of popularity the most frequented sites:

  • Google
  • Facebook
  • Myspace
  • EBay
  • iTunes

Shifting our efforts from our other media sources such as radio and magazine to these popular internet sites will more effectively promote our product sales. Young adults are spending more and more time on the internet downloading music, communicating and researching for homework and less and less time reading paper magazines and listening to the radio. As the trend for cultural icons to go digital, so must our marketing plans.

Television Advertising

It used to be common to advertise for our products on shows like Friends and Seinfeld for our target audience, but even the face of television is changing. Young adults are tuning into reality television shows for their entertainment. Results from the focus group show that our target audience is most interested in shows like American Idol,The Apprentice, and America's Next Top Model. The only non-reality television show to be ranked in the top ten most commonly watched shows by males and females 18-25 is Desperate Housewives. At Blue Incorporated, we need to focus our advertising budget on reality television shows and reduce the amount of advertising spent on other programs.

By refocusing our advertising efforts of our new line of clothing we will be able to maximize the exposure of our product to our target market and therefore increase our sales. Tapping into the trends of young adults will help us gain market share and sales through effective advertising.

Attachments: Focus Group Results, January- May 2007; Survey Findings, January - April 2007

This is a sample memo; facts and statistics used are fictional.

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Chapter 16: Writing Letters and Memos

memo template business

Engineers and scientists use memos to make requests, to give announcements, and sometimes to communicate reports. Memos that make requests or announcements are read quickly. For such memos, get to the point in the first paragraph--the first sentence, if possible. In other words, state what you want up front. In the format suggested here, you should single space your memos and use a serif typeface. Skip a line between paragraphs. The following link shows this format in a pdf display.

In memos that make requests or announcements, keep the sentence lengths and paragraph lengths relatively short. Sentences should average fewer than twenty words, and paragraphs should average fewer than seven lines. Also, keep the total memo length to under one page, if possible.

Sometimes companies use memos to communicate short reports (two pages or more). For these types of memos, the format changes, as shown in the following example. For instance, you often include illustrations, attach appendices, and break the memo's text into sections. If references arise in the memo, you include a list at the end. In memos that act as reports, the style changes as well. For instance, the sentences and paragraphs are typically longer than in memos that simply provide announcements or make requests.

For all types of memos, space your memo on the page so that it does not crowd the top. Also, send copies to anyone whose name you mention in the memo or who would be directly affected by the memo. Finally, remember that final paragraphs of memos that make requests or announcements should tell readers what you want them to do or what you will do for them.


Attachments.


Copy to:
Name to Receive Copy
Name to Receive Copy



*Initials should be written in ink

Use these memo examples to make sure your next memo is clear, consistent, and targeted This is just a reminder to be careful with your use of company time .

Writing Business Memos

memo template business

Business Memos by Topic

Purpose of the Business Memo

The primary purpose of the business memorandum (commonly referred to as a memo) is to allow timely communication to a large number of employees or other members of an organization. The business memo is generally used in place of a traditional letter for internal communication, though memos may be used to communicate with individuals from other organizations in some instances.

Memos are used for a wide variety of purposes. They may be used to convey information such as policy changes, promotions or other personnel changes, a project status update, or increased offering of products and services. They can also be used to request that employees attend a meeting or make changes to work procedures or practices, or they can address a problem, such as employee tardiness or absence, or provide feedback on a product or program.

Business Memo Tips

As you prepare to draft your memo, think about your intended audience, and send the memo only to those who need it. Also, be careful when communicating confidential information; a face-to-face meeting may be more appropriate in such circumstances.

The tone of a memo is generally fairly formal, so choose your wording appropriately. It is inappropriate to be too informal (using slang, for example), but don't be verbose or flowery, either. Conciseness and clarity in language are always best. Use active rather than passive voice whenever possible.

Memos Step by Step

Memorandums generally consist of a heading section, an opening paragraph or section, the body section, and a closing paragraph or section.

Heading

The heading section identifies the recipients of the memo, the sender, the date the memo was sent, and the subject (or purpose) of the memo. In the heading, determine to whom you are going to send the letter (that is, your audience). Include all those who really need to receive the information, but don't include anyone who doesn't—doing so just wastes their time and your money. Make sure to spell names correctly and to include the complete name and correct titles of recipients. The subject line should be specific enough to convey the main purpose of the memo (for example, "Mandatory Employee Benefits Meeting on Friday, June 4" rather than "Meeting"). The heading generally looks like this:

TO: (recipients' names and job titles)
FROM: (your name and job title)
DATE: (current date)
SUBJECT: (purpose of the memo)

You may choose to include your initials after your name and job title in the "From" line to show that you approve the contents of the memo (if you asked someone else, such as a secretary or administrative assistant) to write it on your behalf) or to authenticate the letter.

Opening

The opening paragraph or section states the purpose of the memo. It is generally quite brief—usually, no more than a few sentences. If, for example, the memo is in response to a particular problem, state the problem clearly. If, on the other hand, the purpose of the memo is to introduce a new policy or to provide a project update, briefly state that fact. Save the details of the memo for the next section. For longer memos (memos longer than about a page), the opening section might begin with a brief overview of the rest of the document (you can also include this information in a separate "Summary" section above the opening paragraph; NAME THAT CONTENT OF SUMMARY??). Memos do not begin with a salutation.

Body

In the body (or discussion) section of the memo, include any information the reader might need to know. The most important (and most specific) information should come first, followed by less important (and more general) information. Do not include information that is not important for readers, but let them know enough that they can understand the seriousness of the problem, the reasons for the change in policy, the research that was conducted that brought the problem to your attention, the details about the promotion, problems that could occur if action is not taken, the current status of the project, et cetera. Keep in mind that memos are meant to be brief (most are not longer than a page).

If you have included an attachment, such as a graph, chart, list, or a more detailed summary of research findings, you may want to identify it here if appropriate, or you can do so in the closing section.

For longer memos, use headings to help the reader quickly grasp the main points of the memo. If your memo is longer than a page, repeat the "To" line, the date, and the subject line on and add a page number to subsequent pages. Numbered and bulleted lists also allow the reader to scan information quickly. Try to keep sentences and paragraphs short and concise.

Closing

In the closing paragraph or section, indicate your recommendations, the action you want the reader to take, or (if no particular action is necessary) end the memo on a positive note. This section can often be very brief, but don't make it so brief that the reader is unclear about what he or she is supposed to do. Make sure to include enough information to clearly convey your request. If possible, include (or reiterate) the benefits the reader will receive by completing the action (such as improving office safety by following the new policy), and indicate anything you are doing or will do to help or make it easier for the reader complete the action.

If some readers may not have it, then you should include your contact information, such as your work phone number or e-mail address.

Traditionally, memos have not included signature lines. The practice of doing so is becoming more common, however. In such cases, the written signature is followed below by the typed name of the sender. No closing remark such as Sincerely or Best regards is necessary.

If you have included any attachments with your memo, identify them here. For example:

Attached: May 25 Training Seminar Agenda

Formatting the Business Memo

Format the document so that paragraphs are flush left, and insert an extra hard return before the first opening paragraph, before each heading, and between paragraphs of text.

TO:
FROM:
DATE:
SUBJECT:

Conclusion

Written well, business memos are an efficient, effective way to communicate within an organization. For more information on business writing, see the articles Effective Business Writing and Writing an Effective Business Document.

WATCH THE VIDEO ON THEME: How to Write a Perfect Memo

Answered By: Kate Anderson, Business Librarian APA does not provide guidance on formatting and writing memos, so font, font size.

memo template business
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