Staring at a blank page is one of the most frustrating feelings in the corporate world. You know exactly what you need to say. You need to tell the team about the holiday schedule, or perhaps you need to request a budget increase for your department.
However, getting the format right is a different story. You type a sentence, delete it, and type it again. You worry about whether you sound too bossy or too casual. You wonder if the margins are correct.
Writing a memo from scratch every single time is a massive waste of your valuable time. Smart managers do not reinvent the wheel. They use templates.
To help you reclaim your schedule, I have curated a collection of over 20+ professional, plug-and-play templates. These cover almost every scenario you will face in an office environment, from celebrating a promotion to announcing a system failure.
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Don’t want to copy-paste one by one? We have compiled all 20+ templates into a single editable Word document for you. You can save it to your Google Drive or download it as an MS Word file.
👉 Click Here to Download the Editable Memo Templates (Google Doc)
Note: To edit the file, go to File > Make a copy (for Google Docs) or File > Download > Microsoft Word.
These templates are designed to be editable. All you need to do is copy the text, paste it into your word processor, and replace the bracketed text, like [Insert Name Here], with your specific details.
If you are feeling a bit rusty on the specific rules of margins, spacing, and fonts, I highly recommend you review the structure of a business memo before you start editing. This will ensure your final document looks polished and professional.
Let’s dive into the templates.
The Universal Master Template (Start Here)
Sometimes, you do not need a specific scenario. You just need a blank canvas that follows the rules. This master template contains all the essential elements of a standard memorandum.
You can use this as a foundation for 90% of your internal correspondence. Note the clear separation between the header and the body.
Template 1: Standard Business Memo Format (Blank)
MEMORANDUM
TO: [Recipient Name/Department]
FROM: [Your Name/Title]
DATE: [Month Day, Year]
SUBJECT: [Specific and Clear Subject Line]
[Opening Segment]
State the purpose of the memo clearly in the first sentence. Explain why you are writing this and what the main point is. Do not bury the lead.
[Context/Discussion]
Provide the necessary background information here. If you need to list details, use bullet points:
- Detail 1
- Detail 2
- Detail 3
[Closing/Call to Action]
State clearly what action needs to be taken. Include a deadline if applicable.
[Initials] (Optional)
Category 1: HR & Administrative Memos
Human Resources is the department that relies on memos the most. Whether you are welcoming a new face or dealing with a difficult exit, the wording here needs to be precise. These documents often serve as legal records, so accuracy is key.
If you are unsure about which specific category your message falls into, you might want to read about the different classifications of memos to understand the tone required for each.
Template 2: New Employee Welcome Memo
MEMORANDUM
TO: All Staff
FROM: [Your Name], HR Manager
DATE: [Date]
SUBJECT: Welcoming [New Employee Name] to the Team
I am pleased to announce that [New Employee Name] has joined our team as the new [Job Title], effective [Start Date].
[New Employee Name] brings [Number] years of experience in [Field/Industry]. Previously, they worked at [Previous Company] where they [mention one key achievement].
Please join me in welcoming [New Employee Name] to the company. They will be seated in the [Department Name] area, so feel free to stop by and say hello.
Template 3: Employee Resignation Acceptance
MEMORANDUM
TO: [Employee Name]
FROM: [Manager Name]
DATE: [Date]
SUBJECT: Acceptance of Resignation
This memo is to formally acknowledge and accept your resignation from the position of [Job Title] at [Company Name]. As per your letter, your final day of work will be [Last Working Date].
Please ensure that all company property, including [Laptop, ID Card, Keys], is returned to the HR department by your final day.
We thank you for your contributions during your time with us and wish you the best in your future endeavors.
Template 4: Disciplinary Warning for Late Attendance
MEMORANDUM
TO: [Employee Name]
FROM: [Manager Name]
DATE: [Date]
SUBJECT: Verbal Warning Regarding Attendance
This memo serves to document our conversation regarding your recent attendance record. It has been noted that you were late to work on [Dates].
Punctuality is essential for the smooth operation of our department. Please be advised that immediate improvement is required. Continued lateness may result in further disciplinary action.
If there are underlying issues affecting your schedule, please discuss them with me immediately.
Template 5: Dress Code Policy Announcement
MEMORANDUM
TO: All Employees
FROM: Management
DATE: [Date]
SUBJECT: Update to Company Dress Code Policy
Effective [Date], [Company Name] will be adopting a [Business Casual/Casual] dress code for all employees.
While we want everyone to feel comfortable, please ensure that your attire remains professional.
- Allowed: [Jeans, Polos, Sneakers]
- Not Allowed: [Flip-flops, Ripped Clothing, Sportswear]
Thank you for your cooperation in maintaining a professional image for our clients.
Template 6: Holiday Office Closure Notice
MEMORANDUM
TO: All Staff
FROM: Human Resources
DATE: [Date]
SUBJECT: Office Closure for [Holiday Name]
Please be informed that the office will be closed on [Date] in observance of [Holiday Name].
Normal business operations will resume on [Return Date] at [Time]. Please ensure that your out-of-office email replies are set before you leave for the holiday.
Enjoy the break!
Category 2: Operational & Internal Updates
These are the nuts and bolts of your daily business. These memos keep the office running smoothly. They ensure everyone knows when the meeting is, why the Wi-Fi is down, or how to get new pens.
Template 7: Staff Meeting Announcement (Mandatory)
MEMORANDUM
TO: [Department Name] Team
FROM: [Your Name]
DATE: [Date]
SUBJECT: Mandatory Staff Meeting: [Date]
This is to inform you that a mandatory staff meeting will be held on [Date] at [Time] in [Location/Conference Room].
The agenda for the meeting is as follows:
- Review of Q3 Goals
- Introduction of New Project Workflow
- Open Q&A
Please arrange your schedule to attend. If you have an unavoidable conflict, please notify me by [Date].
Template 8: Meeting Minutes / Summary Memo
MEMORANDUM
TO: Attendees
FROM: [Your Name]
DATE: [Date]
SUBJECT: Minutes of Meeting Held on [Date]
The following is a summary of the key points discussed during our project meeting on [Date].
Decisions Made:
- The launch date is moved to [Date].
- [Name] will take over the design phase.
Action Items:
- [Employee Name]: Complete the budget report by Friday.
- [Employee Name]: Contact the vendor regarding supply issues.
Template 9: Office Maintenance/Cleaning Schedule Change
MEMORANDUM
TO: All Staff
FROM: Operations Manager
DATE: [Date]
SUBJECT: Change in Office Cleaning Schedule
Please be advised that starting next week, the office cleaning crew will be operating on a new schedule.
Cleaning will now take place on [Days, e.g., Tuesdays and Thursdays] after [Time]. Please ensure your desks are clear of sensitive documents at the end of the day to facilitate the cleaning process.
Template 10: Internet/Wi-Fi Usage Policy Update
MEMORANDUM
TO: All Employees
FROM: IT Department
DATE: [Date]
SUBJECT: Internet Usage Policy Reminder
We have noticed an increase in high-bandwidth activities (streaming, large downloads) during business hours. This is affecting our network speed for business-critical tasks.
This is a reminder that the company network is strictly for professional use. Please refrain from using office Wi-Fi for personal streaming or gaming during work hours.
Template 11: Request for Office Supplies
MEMORANDUM
TO: Office Manager
FROM: [Your Name]
DATE: [Date]
SUBJECT: Supply Request for [Department]
We are currently running low on the following items in the [Department Name] department. Please authorize the purchase of:
- [Item 1, e.g., Printer Paper] – [Quantity]
- [Item 2, e.g., Whiteboard Markers] – [Quantity]
We need these items by [Date] for the upcoming training session.
Category 3: Financial & Performance Memos
Money matters require a paper trail. Whether you are giving someone a raise or asking for more money for a project, these memos need to be formal and data-driven.
Template 12: Salary Increment / Appraisal Letter
MEMORANDUM
TO: [Employee Name]
FROM: [Manager Name]
DATE: [Date]
SUBJECT: Salary Increment Notification
Following your recent performance appraisal, I am pleased to inform you that your salary has been reviewed.
In recognition of your hard work and contribution to the [Project Name], management has approved a salary increase of [Percentage/Amount]. Your new annual salary will be [Amount], effective from [Date].
Keep up the excellent work.
Template 13: Budget Approval Request
MEMORANDUM
TO: Finance Director
FROM: [Your Name]
DATE: [Date]
SUBJECT: Budget Request for [Project Name]
I am writing to request an additional budget allocation of [Amount] for the [Project Name].
The initial budget did not account for [unexpected cost/new requirement]. This additional funding is necessary to ensure we meet the deadline on [Date].
Please see the attached breakdown of costs for your review.
Template 14: Expense Reimbursement Policy
MEMORANDUM
TO: Sales Team
FROM: Finance Department
DATE: [Date]
SUBJECT: Update to Travel Expense Reimbursement
Effective immediately, all travel expense claims must be submitted within [Number] days of the trip. Claims submitted after this period will not be processed.
Additionally, please ensure that original receipts are attached for any expense over [Amount]. Digital scans are acceptable.
Template 15: Internal Job Posting (Vacancy)
MEMORANDUM
TO: All Staff
FROM: HR Department
DATE: [Date]
SUBJECT: Internal Vacancy: [Job Title]
We are excited to announce an opening for the position of [Job Title] within the [Department Name] department.
We prefer to promote from within whenever possible. If you have [Number] years of experience in [Skill] and are looking for a new challenge, we encourage you to apply.
Please submit your updated resume to HR by [Date].
Template 16: End of Year Bonus Announcement
MEMORANDUM
TO: All Employees
FROM: The CEO
DATE: [Date]
SUBJECT: Annual Performance Bonus
Thanks to your dedication and hard work, [Company Name] has exceeded its financial targets for the fiscal year.
To share this success, management has approved a performance bonus for all eligible employees. The bonus will be calculated based on [Criteria] and will be paid out with your [Month] salary.
Thank you for a fantastic year!
Category 4: Proposals & Suggestions
If you want to change something at work, you have to sell the idea. These memos are persuasive. They follow a “Problem-Solution” structure.
Template 17: Proposal for New Software/Equipment
MEMORANDUM
TO: IT Director
FROM: [Your Name]
DATE: [Date]
SUBJECT: Proposal to Purchase [Software Name]
Problem:
Our current design software is outdated and crashes frequently, causing an average delay of 2 hours per week per designer.
Solution:
I propose we upgrade to [Software Name]. It offers [Key Feature] that will streamline our workflow.
Cost:
The license costs [Amount] per year. However, the increase in productivity is estimated to save the company [Amount] in lost hours.
Template 18: Suggestion for Process Improvement
MEMORANDUM
TO: Operations Manager
FROM: [Your Name]
DATE: [Date]
SUBJECT: Suggestion to Streamline Invoicing Process
I have noticed a bottleneck in our current invoicing workflow. Currently, invoices pass through three approvals, which delays payment collection by [Number] days.
I suggest we allow the Senior Accountant to approve invoices under [Amount] without secondary sign-off. This would reduce processing time by 50%.
Template 19: Request for Staff Training Budget
MEMORANDUM
TO: Department Head
FROM: [Your Name]
DATE: [Date]
SUBJECT: Request for Team Training Workshop
To keep our team competitive, it is essential that we stay updated on [Topic/Skill].
There is a 2-day workshop on [Date] titled “[Workshop Name].” I request approval to send [Number] team members to this training. The total cost is [Amount].
This training will directly improve our ability to [Specific Goal].
Template 20: Project Status Update (Weekly Report)
MEMORANDUM
TO: Project Stakeholders
FROM: [Your Name], Project Lead
DATE: [Date]
SUBJECT: Weekly Status Update: [Project Name]
Current Status: On Track
Accomplishments this week:
- Completed phase 1 of coding.
- Finalized vendor contracts.
Planned for next week:
- Begin user testing.
- Draft marketing materials.
Risks/Blockers:
- None at this time.
Category 5: Urgent & Crisis Communication
When things go wrong, you need to be clear and fast. Ambiguity during a crisis is dangerous. These memos are short and use direct language.
Template 21: IT System Failure / Downtime Alert
MEMORANDUM
TO: All Users
FROM: IT Support
DATE: [Date]
SUBJECT: URGENT: Email Server Downtime
Please be advised that the company email server is currently experiencing technical difficulties. You may be unable to send or receive external emails.
Our team is working on the issue and expects a resolution by [Time].
Please use [Alternative Method, e.g., Slack/Teams] for urgent internal communication.
Template 22: Emergency Evacuation Drill Notice
MEMORANDUM
TO: All Personnel
FROM: Safety Officer
DATE: [Date]
SUBJECT: Fire Drill Scheduled for [Date]
We will be conducting a mandatory fire evacuation drill on [Date] at approximately [Time].
When the alarm sounds, please proceed calmly to the nearest exit and assemble at the designated meeting point in the parking lot. Do not use the elevators.
This is a drill to ensure our readiness for a real emergency.
Template 23: COVID-19 / Health Safety Protocol Update
MEMORANDUM
TO: All Staff
FROM: Management
DATE: [Date]
SUBJECT: Updated Health and Safety Protocols
Due to the recent rise in seasonal flu cases, we are implementing the following precautionary measures effective immediately:
- Hand sanitizer stations have been installed at all entrances.
- Employees feeling unwell are encouraged to work from home.
Please prioritize your health and the safety of your colleagues.
Template 24: Immediate Change in Working Hours
MEMORANDUM
TO: Production Team
FROM: Plant Manager
DATE: [Date]
SUBJECT: Temporary Change in Shift Timings
Due to urgent maintenance work required on the main assembly line, the morning shift will start one hour later tomorrow, [Date].
New Start Time: [Time]
New End Time: [Time]
Normal hours will resume the following day. We apologize for the inconvenience.
Best Practices for Customizing These Templates
Now that you have the raw materials, you need to refine them. Copying and pasting is great, but a few small tweaks will make these templates truly effective for your specific workplace.
1. Check the Placeholders
This seems obvious, but it happens more often than you think. There is nothing more embarrassing than sending a memo that starts with “Dear [Employee Name].”
Before you hit print or send, do a “Find and Replace” check. Ensure every bracketed item has been filled in with real data.
2. Tone Check
A template gives you the structure, but you provide the voice. The tone you use for a “Holiday Party” memo should be vastly different from the tone of a “Disciplinary Warning.”
Read the text aloud. Does it sound like you? Does it fit your company culture? If you work at a very casual startup, you might want to soften the language. If you work at a law firm, keep it formal. If you find yourself making errors in tone often, you should check our list of common memo writing mistakes to see what to avoid.
3. Don’t Over-Write
The beauty of these templates is their brevity. Do not add three paragraphs of fluff just because you feel the memo is too short.
Business memos are meant to be concise. If the template is four sentences long, it is probably because that is all that is needed. Resist the urge to clutter the page.
Frequently Asked Questions (FAQ)
Q: Can I send these memos via email?
A: Absolutely. In the modern office, most memos are distributed digitally. You can copy the text directly into the body of an email, or you can save the memo as a PDF and attach it. If you choose the PDF route, ensure your email body gives a brief summary. For more on this, check our guide on memo vs email.
Q: Should a memo be signed?
A: Traditionally, you do not sign a memo at the bottom like a letter. Instead, you initial next to your name in the “FROM:” line at the top. However, in digital formats, this is often skipped entirely.
Q: What is the standard font for these templates?
A: Stick to the classics. Times New Roman, Arial, or Calibri are safe bets. Keep the font size between 11 and 12 points for the body text.
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Download 20+ Business Memo Templates (Editable Doc)
Conclusion
There you have it. You now have a comprehensive library of over 20 business memo templates at your fingertips.
Whether you are managing a crisis, announcing a party, or correcting behavior, these templates will save you hours of typing and formatting. They ensure that your communication is clear, professional, and effective every single time.
My advice? Bookmark this page. The next time you need to write a memo, you won’t have to stare at a blank screen. You can just come here, copy, paste, and get back to work.
1 Comment
thanks for the tips