If you need to make an official announcement within your organization, our well-formatted memo template can help you tick those internal communication goals in no time.
You may be used to the convenience of emails. But if the situation calls for an official memo, our business memo template is available to ensure you don’t stray too far from your usual place of convenience. Here are our detailed notes on how this memo template can best serve you.
Here’s a sample Memo template that can be easily customized and adapted to meet your requirements. It’s free to download and use.
What’s a Memo Template?
A memo or memorandum is a type of business letter that’s typically used to make internal announcements within a company, organization, or other types of institutions. For instance, you can send out a memo letter to make requests or inform employees of upcoming events.
Writing a business memo can be tricky if you’re uncertain which format to use, which is why our business memo template is available to keep you on track. Therefore, our memo template is simply a tool you can use to quickly come up with memo letters that are properly formatted and professional. It’s available as a customizable memo template google docs or memo template word and pdf.
The word memo template allows you to easily change the theme and style to suit your preference. All in all, a memo template is something that provides a simple but effective format to follow every time you need to communicate a specific issue, topic, or problem.
How Does the Memo Template Work?
Generally, a memo template’s format comprises elements such as a header, the body, and sometimes a call to action. The information you fill in might vary, depending on how formal you want the memo to be. Here’s a closer look at some of the key components of our easy-to-follow template.
This is the identifying information located at the top of the page. The label “Memo” can clearly be seen in large letters, so your readers will be able to immediately recognize the document for what it is. The following sections include “To” and “From” so you’ll be required to fill in the name of the person sending the memo and the names of your recipients.
There’s also “Date” and “Subject” so you’ll have to fill in the relevant information as well. The subject line is meant to inform the readers about the purpose of the memo.
In paragraph one, you’ll want to get straight to the point with no fluff. This is the section where you clearly and briefly explain the purpose of your memo. Typically, a common and effective opening sentence might begin by saying something like “I’m writing to request/inform….” Get the critical information out of the way and then use the next paragraphs to add more details that are relevant to the subject matter.
Paragraph two is where you provide context. For instance, if the purpose of your memo is to announce that there are team-building activities scheduled for the following week, then it’s likely best to phrase paragraph two as follows: “As our team continues to grow, management has deemed it important that we focus on developing skills that allow us to work together and thrive in the same environment for the benefit of everyone.”
The third paragraph contains the conclusion and a call to action. Using the example mentioned above, if the memo letter is about a team outing, an appropriate request or call to action would be “Please make sure you clear your workload in preparation for the day.” Or you can simply say “Your co-operation in this matter will be greatly appreciated." In any case, be very clear about what you expect your audience to do once they go through the memo.
There is no need to include a closing signature in this section of the memo.
Why Should You Use Our Business Memo Template?
Information that is presented as a memo is a lot harder to dispute than word of mouth. The reason is simple. Whenever a memo is sent, everyone is left with a copy. Therefore, there is evidence that communication was made, and the exact details of the communication will be available. This is crucial when businesses want to resolve conflict, and our memo template can help make this process easier.
Record of Operations
It is easy to keep track of events and other occurrences if your previous memos were made using our easy-to-understand memo template. It contains sections where you can find details about who was responsible for particular company actions, and what their aim was, and who initiated a certain course of action.
Less Disruptive than Phone Calls
A memo enables organizations to facilitate internal communications unobtrusively. Even when a print format is used, the recipient can read the memo at their leisure. This makes memos less disruptive when it comes to communication. Phone calls, on the other hand, need to be attended to in real-time due to their instant nature.
Ensures Fast Delivery of Information
The process of sending memos is quite simple if you use a memo template. With a print format memo, hand delivery via a courier can be made. It usually takes a single business day or two at the most to deliver a single memo.
With a digital memo, it’s even better. Sending a memo via email is just a few clicks away, and the memo is delivered instantly. Also, it is possible to simultaneously send a memo to a thousand recipients in a split second via digital means.
Encourages Critical Thinking
Our business memo template is short and precise. When you’re drafting your memo letter, this encourages you to lean towards brevity and how best to communicate your intent using fewer words. By doing so, your audience will be able to browse through the memo quickly and grasp your message without going through blocks of text.
How to Draft Effective Business Memos
Consider Your Target Audience
Before you go about sending a memo, you should always consider who the audience is and their level of understanding. If the goal is for the memo to be easily understood, then you should try to be as clear as possible. This eliminates all ambiguity and enables effective communication.
Maintain a Professional and Formal Tone
Since memos are often used to make announcements on behalf of organizations, it makes sense that they are formally written. Memos are usually used to make formal announcements, and the memo’s sender speaks on behalf of a department or the entire organization. This document should, therefore, give off professional vibes.
Emphasize the Subject
A memo should contain a clear and precise subject. If a memo is announcing a meeting, the specific purpose of the meeting should be outlined in the subject line. For instance, use “Logistics Contract Review Meeting” rather than “Business Meeting”. This will help make everything clear and help avoid confusion.
Go for the Direct Format
Various forms of business communication allow for a choice between indirect and direct formats. You should note, however, that a business memo template should always be direct and its purpose should be clearly announced.
When drafting memos, stick to the facts. Additionally, the tone of the memo should be objective and unbiased. Make it a point to avoid subjectivity at all costs.
The Bottom Line
Creating a business memo from scratch each time you want to use it will result in a waste of time and money. These are resources that can be invested in other tasks. Also, consistency and uniformity are important in business. You don’t want to have a different memo design each time you need to make an announcement or request.
Our memo template is handy since it can be reused and customized depending on what you need to do at that time. It, therefore, makes sense to have a professional business memo template that you stick to ensure your memo letters are always on point.