Memo Examples

Memo Formats Made Easy

Most versions of Microsoft Word have memo templates available for use. Simply click on “File” – “New” – “Memo.” These templates fit a variety of communication and style needs, such as contemporary, elegant and professional, complete with headers and fill-in fields. The memo wizard function in Word allows for the customization of examples that can be saved with most of the basic information already in place.

The style selected depends on the tone of both the company and the memo. Consistency is also important, as the general purpose of a memo is to communicate important, timely information. Recipients become accustomed to reading memos for this reason.

Memo Examples: Content

There are three basic reasons to write a memo: to persuade action, to issue a directive or to provide a report.

There are also a few general rules to writing an effective memo. Here are some memo examples that put those rules into practice:

Persuasive

Memorandum

To: Andy Andler, Benita Buchanan, Charles Chavez

CC: Darcy Danko

From: Heady the Head Honcho

Date: June 1, 2006

Re: Need for New Memo Format

I’ve noticed that we don’t seem to be able to communicate important changes, requirements and progress reports throughout the company as effectively as we should. I propose developing one consistent memo format, recognizable by all staff as the official means of communicating company directives.

While I know this seems like a simple solution, I believe it will cut down on needless e-mail, improve universal communication and allow the staff to save necessary information for later referral.

Please talk among yourselves to determine the proper points of memo writing and return the input to me by 12 noon. I will then send out a notice to the entire staff regarding the new memo format.

Thank you for your prompt attention to this.

Directive

Memo

To: All Staff

From: Heady the Head Honcho

Date: June 1, 2006

Re: New Memo Format Effective June 1

In order to make interoffice communications easier, please adhere to the following guidelines for writing effective memos:

• Clearly state the purpose of the memo in the subject line and in the first paragraph.
• Keep language professional, simple and polite.
• Use short sentences.
• Use bullets if a lot of information is conveyed.
• Proofread before sending.
• Address the memo to the person(s) who will take action on the subject, and CC those who need to know about the action.
• Attach additional information: don’t place it in the body of the memo if possible.

Please put this format into practice immediately. We appreciate your assistance in developing clear communications. If you have any questions, please don’t hesitate to call me. Thank you.

Technical

Memo

To: Heady the Head Honcho, Andy Adler

From: Darcy Darko

Date: June 15, 2006

Re: Update on the T-12 Phase Three testing

As we enter Phase Four of the T-12 testing, I wanted to provide a progress overview of the Phase Three testing.

The body of the memo might include two-four paragraphs outlining the purpose of the memo. If this is a longer memo, each paragraph will have a subhead to help guide the reader through the document.

Finally, the writer includes a summary paragraph, which features bullets highlighting the main points of each previous paragraph, and concludes the memo with a stated action required by the reader or writer.

A quick note about the use of "memo" vs. "memorandum:" it doesn't really matter. It falls in line with the style selected by the writer.

More Memo Guidelines

All Purpose Example

To: (Recipient)

From: (Sender)

Date: (Month/Day/Year)

Subject: (These words can be bold format.)

This purpose memo provides a model. When writing a memo, state the purpose clearly at the beginning like I did in the first sentence. At the end of the memo you'll let the recipient know what action is expected. Memos are concise and focus on a single purpose. If you have more topics to discuss write a separate memo for each. Use lists to highlight and heading to highlight important items.

What to Include in Your Memo

• I am writing because
• The facts are
• I will, or I propose that you

When writing a memo margins should be 1 inch all around and left justified using block-style paragraphs and single spacing unless the memo is very short.

Further Formatting Guidelines

• Use an easy-to-read 12-point font
• Don't use a complementary close
• Don't sign a memo at the bottom
• Add your initials beside your name at the top. This indicates that you have read and approved the memo.
• If copies are sent to more than 10 people, place the list of names at the end of the memo. *When a memo is addressed to a distribution list, name the list.
• If your memo is long, start with a paragraph which functions as an executive summary.

In closing, I remind you to spell-check your work. If your bulleted lists are long, break them into clusters to help readers find their place when they go back to check a detail. When the memo is completed, take a moment to read it aloud. This will help you catch awkward wording or rhythms. And lastly, be sure to proofread. Spell check doesn't catch everything.

Conclusion

Writing effective memos helps keep the lines of communication open in your company or department. By incorporating some of the basic points from the memo examples above, you should notice a deeper connection with employees and co-workers.