10 Memo Template Samples
Sometimes you need to send a message to a large group of people, and when you’re communicating with colleagues at work, it’s important that you remain professional when sending out pieces of mass communication. The best way to send a message to multiple people is with a memo, and a great memo template will help make sure you follow office protocol for sending messages.
What Are The Different Styles Of Memos?
There are many styles of memos, varying from general office memos to formal company memos. Styles vary per subject and company, and many businesses have templates made specifically for different subjects. Templates for memos should be consistent with others used within the office and they should be clear and concise. Office memos are usually written in a letter-like format, but they shouldn’t be too long and they shouldn’t have an informal tone.
Here we highlight 10 of the most common types of templates for memos:
- Internal Memo Template
- Interoffice Memo Template
- Office Memo Template
- Business Memo Template
- Policy Memo Template
- Operational Memo Template
- Memorandum of Agreement Template
- Memorandum Memo Template
- Accounting Memo Template
- Casual Template
An internal office memo is for communications between a single department or team as it is typically used to send a message regarding a specific group’s job function. If your department or team needs to meet a particular deadline or have a meeting, one of these templates is a good way to use the same method whenever needed.
An interoffice memo is for communications between two or more departments within a company. It is like an internal memo, except it sends a message to multiple departments, groups, or teams. Many companies have an email group for each team, making it easier to send to a large group without typing names individually, and adding a template of an interoffice memo to this email group can help save time your colleagues would spend recreating the same message time and time again.
Similar to an internal and interoffice memo, this template is for communications among teams within a company or to send a mass message to all the employees. For example, if your office is planning to close early for any reson, it will usually send out a company memo to make sure it reaches every employee at the same time.
A business memo is used when addressing another individual within the company. This template is usually far more formal than a standard email, and it’s the one we recommend using if you’re sending it to someone you’ve never met, because you’ll want to make sure that the subject you’re touching on is being taken seriously, but a business memo can also be slightly casual since it isn’t being sent to the entire office.
A policy memo is used to address company policies, such as Human Resources requirements, dress codes, or other office standards, whenever there are changes or an incident prompts management to remind everyone in the company of certain rules and regulations that employees must follow. You can send policy memos on either internal or in interoffice memos as these subjects are usually company-wide, but it is best to have a policy memo template saved for policy-specific occasions.
An operational memo is like a policy memo because it addresses a company issue or change will occur. This memo will typically address changes such as office hours, closings, and what to do in case of natural disasters or other emergencies. It won’t address Human Resources subjects like policy memos do, but it will usually be sent to the entire company.
Memorandum Of Agreement
A memorandum of agreement is for legal agreements. Certain company rules, such as what you can discuss outside of the company, are discussed with new employees at their time of hire, and new hires usually sign this memo at this time. This memo can also be used to send nondisclosure agreements, contracts, and other private company policies that employees must agree to.
You can use a memorandum to address internal changes within in the company, such as a change in email protocol, how to format a document, and more. Today, updates in technology and company changes come quickly and frequently, and saving a template of a basic memorandum will reduce your time spent rewriting the same messages you often send to your colleagues or employees.
An accounting memo is used to address invoices, expenses, and other monetary situations. You can use an accounting memo to remind employees of their need to settle their expenses before the end of the year or to alert everyone that tax season is approaching. You can also use an accounting memo to address spending rules for company credit cards for travel, hotel accommodations, meals, buying office supplies, throwing parties, and other expenses. An accounting memo can also be used as an internal memo within the accounting team.
Casual memos are used to communicate informal office activities, such as potlucks, team dinners, or off-site outings for birthdays, holiday parties, and other special occasions. Casual memos are almost the same as internal office memos, but they are not memos that need to be signed off on by the recipients or upper management. Casual memos are used to let everyone know what’s going on socially. You can use this memo with calendar invites for certain activities for employees. Casual memos don’t need to be written formally like other memos, but they will still need to follow company policy.
Your company may also create its own stylized memo templates. Different businesses provide different services, so they may have specific memos drawn up to address the various circumstances or communications unique to their industries. For instance, a commercial real estate company wouldn’t have the same templates as an auto mechanic. Since most memos are written in a letter-like format, no matter how short it is it should always include the same information. All memos should contain:
- A heading
The heading of your memo should address the recipient(s), the sender(s), and the date. There should also be a subject line addressing the topic of the memo. The introduction is the first paragraph of a memo and it presents the subject of the memo and any relevant background information on the topic being addressed. The body of a memo should detail the memo’s purpose and give explanations for any proposed actions. The conclusion, or the close, should give final instructions and direct readers to where they can find more information about the subject discussed.
For example, if you sent out a memo about setting up an email signature, then the conclusion should detail the steps one can take to do so. Despite slight variances depending on the subject, memos should follow a distinct template based on your company and the services it offers. For external communications, the memo should feature your company’s logo and contact information for the sender, making it as possible for someone working outside of your office to contact the right person.
When completing a memo, be sure to proofread your work because you don’t want to send a memo that’s riddled with errors to coworkers. If you’re sending hard copies of your memo, you might need to add your signature or initials to show that you’ve approved the dispersal of the memo. If you’re sending a memo via email, we recommend that you only send a PDF version, because this prevents anyone else from editing when after opening it. You can also make a memo password protected if it contains personal information about the company.
What Is The Best Source For Memo Templates?
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Microsoft Office has a memo template gallery for users that allows them to change and adjust the templates at will. It will also send users to the internet if they can’t find the exact memo template they need. Microsoft Office users can also find memo template samples by using its search engine. Also, many websites offer free downloads of memo templates, and some sites offer a guide on how to create memos for specific subjects from scratch.
How To Choose The Right Memo Template
The best way to choose the right memo template is to choose the right layout for the subject you’re addressing and one that’s directed toward the audience you’re trying to reach. For example, you wouldn’t use a template for an accounting memo to send a casual memo about an office lunch being served in the lobby. Your memo template should be clear and easily understood by any reader, and while each memo should be unique depending on its subject, your company may have a particular way of formatting their memos, so be sure to conform to its standards.
Memos are great for sending messages within a company and reach everyone simultaneously, and a simple memo template makes it even easier for you and fellow employees to communicate with one another. A memo template also adds consistency to messages sent within a company and prevents minor mistakes from happening when addressing official issues, and now you have everything you need to make professional memo templates of your own.