Memo format and template

A memo is a short internal document that tells staff about a decision, change or announcement. This template uses the standard heading block (To, From, Date, Subject), then a short summary, the background, what is changing with dates, what readers need to do, and who to ask. It works for policy updates, office notices and team announcements.

Template

• Memo (document): Share a clear internal announcement or policy update with a standard memo format: who, what, why and next steps.

How to use this template

1. Open the memo and fill in who it is to and from, the date and a subject line specific enough to find later, such as "New expense approval limits from 1 November".
2. Tell the AI what has changed and why, and paste any policy text or numbers it should include.
3. Make sure "What you need to do" lists actions with deadlines, then trim anything readers do not need.
4. Send it as an email with the memo in the body, or as a PDF for notice boards and records.

Writing a memo that gets read

• Put the main point in the first two lines. Many readers stop after the summary.
• Keep it to one page. Link to the full policy or attach it rather than copying it in.
• Use a neutral, direct tone. A memo is a record, so leave out jokes, blame and anything you would not want forwarded.
• State the effective date of any change, and what happens to things already in progress.
• Tell readers where to ask questions, and name a person rather than a department.

Frequently asked questions

What is the difference between a memo and a letter?

A memo is internal, for people in the same organisation, and uses a To, From, Date and Subject heading instead of addresses and a greeting. A letter goes to people outside the organisation.

Is a memo the same as an email?

Many memos are now sent by email, but the format still helps: a clear subject, the key point first and a defined action. Formal memos are also kept as PDFs for the record.

How do I write a memo to all staff?

Address it to "All staff", send it from the person with authority for the decision, and keep it short. Ask the AI to "make this suitable for all staff" if the draft has detail only some readers need.

Does a memo need a signature?

Not usually. Paper memos are sometimes initialled next to the sender's name instead.

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