Now that email is prevalent for business communication, memos may seem like relics of the past. However, a business or other organization will use a memo, or memorandum, for internal communication, often when the message included is highly important and requires a formal presentation, such as notification of policy changes or organizational directives. A memo looks similar to a business letter, which is typically a vehicle for formal external communications, but the format is slightly different. Unlike a letter, a memo does not include salutations, but it does state the recipient, date, and subject as well as who is sending the memo. The body of a memo may include a brief opening statement, persuasive arguments to back up the provided or requested information, and a list of any attachments. Since business memos are used less frequently and for more formal matters, as they command the attention of readers in a way that a basic email message may not.
You can save time by creating a professional memo from a template. Below you’ll find several template options that you can download for free, including an interoffice memo, confidential memo, and more.
This memo format template provides an outline to help ensure that you include key information. You can use this versatile template for a range of message types. It’s designed to look professional, and will help you convey the importance of the included content.
This is a classic internal memo template designed for Google Docs. Save the template to your Google Drive account and easily share it with a team, office, or department. The basic layout of this office memorandum template makes it appropriate for either semi-formal communication or more formal documents.
If your memo includes confidential information, use this template to clearly state and emphasize the sensitivity of the message. You may also want to include a statement at the end of the memo explaining the confidentiality terms that you expect readers to follow. For legal and ethical reasons, it is important to be clear about confidentiality, even with internal communications.
Create a Word memo template tailored to fit your company’s image. You can list a company name prominently at the top of the template, add a logo, include business details such as address and website, and adjust colors to suit your needs. Keep the style simple to make a strong impression without distracting from your message.
This simple memo template provides blank spaces for quick and easy formatting. You can use it in a range of settings, from urgent matters to routine announcements, and adjust the template as needed to personalize it or add sections.
In addition to formal communications, use an interoffice memo when you want particular formatting that email doesn’t accommodate. You may also want to be able to save the memo as a printable document. Follow the headings included in this interoffice memo or create your own to highlight key points.
You could use any of the templates on this page for formal matters, but this memorandum format template is reminiscent of a typical memo layout. Breaking the body of the memo into sections will help guide readers through the document, create clear transitions, and emphasize important facts and recommendations. When sending a formal memorandum as a hard copy, you may want to add handwritten initials along with your printed name.
An executive memo seeks approval from decision-makers in order to resolve issues related to business projects. Keep this type of memo brief, but you should include necessary details and clearly state concerns in order for management to make informed decisions. This approval memo template includes options for an executive to approve, disapprove, or follow up on the matter.
If you want a colorful design for your memo, this template offers a border option that frames the memo to create visual interest. Adding color while maintaining a professional style may grab the reader’s attention without distracting from the written content. You can customize the colors to match your taste and business needs.
Templates are available for a variety of memos, however, it’s helpful to know what you’d like to accomplish first before downloading too many options. A business memorandum should not be confused with a credit memo or a memorandum of agreement. A seller issues a credit memorandum to a buyer after they have made a purchase in order to reduce the amount owed or cancel the transaction. A memorandum of agreement, also called a memorandum of understanding (MOU), is similar to a contract and may or may not be legally binding, depending on the terms. An MOU describes the terms of a working partnership between two parties. Another type of memo is a private placement memorandum, which is a legal document businesses give to prospective investors when selling securities.
In contrast to memorandums that serve as legal documents, contract agreements, or invoices, business memos are communication tools used within companies, universities, and in government settings. They are often referred to as internal memos, which is somewhat misleading since all memos used in business settings are typically for internal communication. Some people may also describe business memos as office memos or interoffice memos within an organization. Other memorandum types include policy and operational memos, which provide top-down directives to employees about changes in policies or operations.
Since a memo is a form of formal communication, presentation is important. Here are some tips to keep in mind when writing a business memorandum:
When working from a template, you can also customize a memo by adding a company logo or making other adjustments so that it represents your business culture and industry standards.
Empower your people to go above and beyond with a flexible platform designed to match the needs of your team — and adapt as those needs change.
The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed.
When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time. Try Smartsheet for free, today.
