By Mary Gormandy White M.A. SHRM-SCP, SPHR – Corporate Trainer Consultant
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.
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.
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.
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