Like most forms of writing, memos come with so many rules, instructions, and suggestions that it's easy to forget a few. Since we've already addressed the dos and don'ts of how to write a memo, let's take a moment to look at these rules in practice.
While reading over the below memo examples, pay special attention to the key features of a memo. Ask yourself the following questions:
- Is it addressed to the right audience?
- Does the subject line accurately convey its contents?
- Does it anticipate and address potential objections?
- Is it formatted clearly and consistently?
When considering each memo's main text, pay close attention to the structure. The opening paragraph should restate the memo's purpose indicated in the subject line. Subsequent paragraphs should build on this opening statement and explain the memo's purpose in detail. Unnecessary information should be removed, and word choice should remain straightforward and professional.
An internal memo is used in the corporate or business environment to communicate and provide information to colleagues and managers about projects, specific goals, policy changes, and other work related subjects. Company Memo examples and blank memo examples seen on the page are to provide you with basis in the structure and making your own memo. Business memorandum or memoranda — also called memo or memos — are specially formatted written communications within your business. A memo’s format is typically informal (but still all-business) and public. Memos typically make announcements, discuss procedures, report on company activities, and disseminate employee information. If you have something confidential to communicate, don’t.
Memo Example 1: A General Office Memo
To: All Staff
From: The Manager
Date: May 27, 2010
Subject: Inappropriate use of time on Google Doodle games
It has come to my attention that many in the office have been spending time on the Google home page microgames. This memo is a reminder to use your work hours for work.
According to a recent article, the estimated daily cost of people collectively playing these games instead of working is over $120 million—which is calculated based on the daily average increased time spent on the Google home page (36 seconds).
Example Of Company Memo
If these estimates are applied to our 600 office employees, this results in a nearly $700 weekly loss.
This is a conservative estimate considering the extensive discussions that occur about beating the office's current high score. The extra cost quickly adds up.
Of course, we don't want you to view our organization as a place of drudgery and draconian rules. I encourage a fun and competitive environment, and I recognize that we certainly won't be profitable if you are unhappy or dissatisfied with your jobs. This is just a reminder to be careful with your use of company time.
Wright, Tony. (2010). The Tragic Cost of Google Pac-Man – 4.82 million hours. Retrieved May 26, 2010 from: https://blog.rescuetime.com/2010/05/24/the-tragic-cost-of-google-pac-man-4-82-million-hours/
Memo Example 2: A Departmental Memo
To: Computer Programming Division
From: Vice President Lumbergh
Date: February 19, 2016
Subject: Attaching cover sheets to TPS reports
This is to remind the division that, starting today, we are now filing all Testing Procedure Specification (TPS) reports with new cover sheets.
The reason for this change is simple. In addition to a new format, the cover sheets provide a summary of the report as well as the updated legal copy. The new cover sheets also include Initech's new logo.
Though this change may initially seem like a headache and an extra step, it is necessary to include the new cover sheets due to their updated information. Failing to do so will result in a confusing and inaccurate product delivered to our customers.
Please be sure to follow this new procedure.
Vice President Lumbergh
How To Write A Professional Memo
By following these memo examples and addressing your audience in clear, concise language, you'll be able to effectively communicate with your coworkers in all your correspondence.
A business letter is a letter from one company to another, or between such organizations and their customers, clients, or other external parties. The overall style of letter depends on the relationship between the parties concerned. Business letters can have many types of content, for example to request direct information or action from another party, to order supplies from a supplier, to point out a mistake by the letter's recipient, to reply directly to a request, to apologize for a wrong, or to convey goodwill. A business letter is sometimes useful because it produces a permanent written record, and may be taken more seriously by the recipient than other forms of communication.
Typically, side, top and bottom margins are 1 to 1 1/4 inches, and one-page letters and memos are vertically centered.
No special character or font formatting is used, except for the subject line, which is usually underlined.
The salutation or greeting is generally followed by a comma in British style, whereas in the United States a colon is used in formal contexts and a comma otherwise. The valediction or closing is followed by a comma.
Basic Memo Format
The following is the general format, excluding indentation used in various formats:
Business letters conform to generally one of six indentation formats: standard, open, block, semi-block, modified block, and modified semi-block. Put simply, 'semi-' means that the first lines of paragraphs are indented; 'modified' means that the sender's address, date, and closing are significantly indented.
Company Memo Sample
The open-format letter does not use punctuation after the salutation and no punctuation after the complimentary closing.
In a block-format letter, all text is left aligned and paragraphs are not indented.
In a modified-block format letter, all text is left aligned (except the author's address, date, and closing), paragraphs are not indented, and the author's address, date, and closing begin at the center point.
Semi-block format is similar to the Modified block format, except that the first line of each paragraph is indented.
In a modified semi-block format letter, all text is left aligned (except the author's address, date, and closing), paragraphs are indented, and the author's address, date, and closing are usually indented in the same position.
Sample Memo To Employees Memorandum
- ^Guffey, Rhodes and Rogin. Business Communication: Process and Product. Third Brief Canadian Edition. Thomson-Nelson, 2010. p. 183–214.
- ^Newman & Ober. Business Communication: In Person, In Print, Online. South-Western, 2013. p. 503–506.