Memo template: Business format examples + free download

Communication keeps teams on the same page, but it should also be easy to understand. Using a consistent format makes it easier to create internal messages and helps employees take in information quickly.

That's where a memo comes in. A memo template is a great place to start when you want to inform your team or department of new procedures, strategy implementation, or upcoming projects. To convey your message clearly, it's essential to write your memo professionally.

In this guide, you’ll learn what a memo is, when to use one instead of an email, how to format it, the different types of memos, and tips for writing them well. You can then use our free memo template to try it out.

What is a memo?

A memo, which is short for memorandum, is a formal document used to share important information like policy changes, project updates, or company announcements with a whole team, department, or organization. Unlike personal messages or casual emails, memos are part of the official company record and meant for a wider audience.

You can send memos electronically or print them as handouts. Even if you know everyone you’re sending it to, it’s important to keep memos polite and professional. If you’re unsure, leave out emojis, texting language, and abbreviations to keep your message professional.

Reasons to send a memo

There are many reasons to send a memo instead of a regular email. While emails are more casual, memos are official and become part of the company record. Employees take memos more seriously. As a result, memos tend to be much more effective with cross-organizational communication.

A memo can:

• Explain policy changes

• Announce upcoming meeting agendas or events

• Announce budget cuts

• Summarize action plans

• Describe the onboarding of new clients

• Detail minutes from a meeting

• Request recommendations or feedback

• Notify employees of a company problem or solution

Sending an electronic memo to employee groups is beneficial because it provides a centralized location for employees to view company details. Everyone receives the same information at the same time as part of a consistent communication plan instead of hearing it through the grapevine.

Memo vs. email: when to use each

Both memos and emails are ways to communicate in writing, but they have different uses and levels of formality. Knowing when to use each helps you pick the right format for your message.

Here’s a simple rule: If the information is official, affects many people, and needs to be saved for future reference, use a memo. If you need a quick answer or are contacting just a few people, use email.

How to format a memo

There are different ways to structure a memo, but most include the same basic parts. You can adjust your memo template to fit the tone and content of your message.

Subject

Begin your memo with a clear subject line. The more specific it is, the easier it will be for people to understand and find your memo later. For example, instead of labeling your memo as "Company Event," use "Annual Holiday Party: Date and Details."

A subject line tells people what your memo is about before they open it. It also helps keep memos from getting mixed up in an inbox.

Heading

Each memo heading should have four standard fields to give readers context right away:

• TO: The person or group receiving the memo

• FROM: The person or team sending the memo

• DATE: The date the memo is sent

• SUBJECT: A specific description of what the memo covers

Body message

The body of the memo explains the main point of your message. Use the first paragraph to clearly state what the rest of the memo will cover. Keep this section short to get your message across quickly.

• Paragraph 1: Use statements such as "I am writing to inform you" and "I am requesting information on" at the beginning of this paragraph. This first paragraph should include the most important information in the memo.

• Paragraph 2: Use this paragraph to give more details and explain the topic further.

• Paragraph 3: Your third paragraph is where you give your request. An example of this would be asking a department for feedback on a project or to RSVP to a company event by a certain date.

Some memos don’t include a request. If that’s the case, you can use this space to thank your colleagues for their time. Before you send your memo, check your company’s communication policy. Some organizations may require you to include a logo, use certain fonts, or get approval before sending it out.

Call to action

A good memo clearly tells readers what to do next. Whether you’re asking employees to fill out a form, attend a meeting, or review a document, include a specific call to action near the end.

A strong call to action should include three things:

• The action: What you need recipients to do

• The deadline: When it needs to be completed

• The responsible party: Who needs to take the action

For example: "Please submit your updated contact information to HR by March 15."

Closing statement

Finish your memo with a short closing statement that repeats the main message or shows appreciation. One or two sentences are enough to end your memo professionally. For example, you might write: "Thank you for your attention to this matter. Please reach out to [contact name] with any questions."

Types of memos

There are four common types of memos, each for a different communication need. The format and business writing style are similar, but the audience, tone, and purpose are what set them apart:

• Suggestive: Encourages ideas and group discussion

• Confirmation: Documents verbal agreements in writing

• Request: Formally asks for action or resources

• Persuasive: Advocates for a decision or course of action

Suggestive memo

Sending a suggestive memo is a great way to find solutions to company problems. They often encourage creative thinking, brainstorms, and group discussions. When you send a suggestive memo, use positive and encouraging language. This helps get your coworkers interested in coming up with new ideas.

Example: Send a suggestive memo if you're an advertising agency seeking a group discussion of new ideas for a brand campaign.

Confirmation memo

Use confirmation memos to put verbal agreements in writing. Highlight the key parts of the agreement so everyone understands the goals. End the memo by asking if the other party needs more clarification or wants to change any details. This helps prevent confusion once the project starts.

Example: If you are a team lead of a marketing team, you may send a confirmation memo to your company's DevOps team while collaborating on a project. It would cover the project deliverables, make sure all stakeholders understand the project scope, and ensure no one has any questions.

Request memo

A request memo is a document or email you send when you need something from your company. Start by explaining why your request is needed. Keep your tone professional and persuasive when you suggest how to solve the problem. This is always good practice in memos, but it’s especially important in request memos.

Example: You would send a request memo if you are a human resources manager requesting that employees fill out their insurance information before a deadline.

Persuasive memo

A persuasive memo aims to convince your audience to take a certain action or support a decision. These memos do more than share information; they make a clear argument with reasons and evidence.

When writing a persuasive memo, remember these key points:

• State the issue clearly: Start with the problem or opportunity you're addressing

• Present your recommendation: Outline the solution and the benefits it brings

• Back it up: Use data, examples, or projected outcomes to strengthen your case

Example: You might send a persuasive memo to leadership proposing the adoption of a new software tool, explaining how it would save time, reduce manual work, and improve team collaboration.

Tips for writing a memo

Now that you know what to include in your memo and the types you can use, it’s time to focus on the right tone and format. Here are some tips for writing an effective business memo.

• Keep a professional tone: Always maintain a professional tone, but feel free to tailor it to your audience and objective.

• Avoid acronyms and abbreviations: Spell them out so all recipients can understand your message.

• Keep your memo to one page: Try to use three paragraphs to make your point quickly.

• Use attachments when necessary: Feel free to add attachments or flyers to provide additional context for your memo.

• Think about your audience: Adjust your message based on who you’re writing to.

• Keep formatting consistent: Maintain the same font, paragraph structure, punctuation, and grammar throughout the piece.

• Be clear and concise: State your request or announcement at the start of the memo.

• Remain objective: Stick to the facts and refrain from personal bias when writing a business document.

By following these tips and knowing what to include, you’ll be able to write professional and concise memos every time.

Memo template

Use our memo template to organize your document and create a clear message every time. When you send your memo, make sure to fill out the subject line, header, and body message completely.

Streamline team communication with project management tools

Using a memo template will help you communicate with everybody in your company. Combining it with a project management tool can help you keep all of your memos in one place and allow you to easily send memos to lots of stakeholders and team members. You can even connect memos directly to action items to bring these to-dos and messages to life.

Ready to bring your team communication together in one place? Get started with Asana and keep your memos, projects, and action items connected.

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Frequently asked questions about memos