Memos: Definition and Examples

A promotion means career growth, recognition, and better pay. In most cases, it also means you have to learn how to write memos now. You know, those messages about the latest development, like the next unnecessary meeting or department-wide bonus.

Memos are the backbone of medium to large organizations. They are used to communicate the latest development to entire departments or everyone in the company. If you find yourself in a leadership position, memos are in your future.

As much of a mild annoyance as they are, it is not the only thing they can be. You can use a memo to inform your staff of anything. It can be about a grueling two weeks of preparation for the latest product launch or the all-expense paid, two drink minimum margaritas Friday.

However, you must know the dos and don’ts of writing a memo. Then we will go over some examples.

The Key Forms of Business Writing: Basic Memo

Memo template


To: [Recipients]

From: [Your Name]

Date: [Date memo is sent]

Subject: [Subject of memo with key information]

I am writing to [purpose of the memo with specific dates].

[Key background information or context]

[Additional details or steps readers need to take]

Thank you for your attention to this matter. If you have any questions, please contact me at [your contact information].

[Your name]

What is a memo?

A memo, or memorandum, is a type of professional communication sent to all or some employees in an organization. It is a notice that communicates matters concerning the business, such as:

Memos are often sent to large numbers of recipients and may outline a certain action for employees to take.

Memo examples

Here are six examples of professional memos:

Example 1


To: All Employees

From: Daniel Livingstone, Director of Personnel

Date: January 30, 2017

Subject: February Growth Initiative: Punctuality

This is a reminder that next months growth initiative is clocking in on time.

The company values your time, and we ask that you value ours, too. Beginning on the first of the month, well be tracking start times throughout the month. The department with the most on-time employees will receive a half-day of paid time off to use this year.

Remember that your success fuels ours.

Thank you for great work,

Daniel Livingstone


[email protected]

Example 2


To: All Employees

From: David Sinclair, Director of Operations

Date: March 1, 2016

Subject: Construction in Building A and Closure of East Parking Lot

This is to inform you of construction scheduled from March 11 through March 18 in Building A. The crew will work on the second floor. All employees in Building A should plan to telecommute for these days.

Additionally, the east parking lot will be closed during construction, so all employees should park in the west lot or use the city garage at West and Lime streets.

If you have any questions, please contact me at 999-101-2345.

Thank you for your understanding and cooperation.

David Sinclair
[email protected]

Example 3


To: All Employees

From: Cynthia Grove, Human Resources Director

Date: October 25, 2018

Subject: Retirement Party for Robin Brookes on November 8

This is a reminder that we will be hosting a retirement party for Robin Brookes, our CEO of the past 11 years, on Friday, November 8. Please check your emails for invitations that out department sent two weeks ago. We want to send Robin off with the celebration she so diligently earned.

All employees are welcome to bring a guest, but no children, please. The dress code is formal.

Please reply by October 31 so that we can plan accordingly.

Thank you for your prompt attention. If you have any questions, please contact me at [email protected]

Cynthia Grove

Example 4


To: Marketing Department

From: Gloria Mathis, Director of Marketing

Date: March 1, 2016

Subject: Thank You For the Gift

I want to express my deepest thanks for the generous gift I received during my maternity leave. It would be impossible to thank each of you individually, but know that my family truly appreciates your thoughtfulness.

I look forward to sharing my gratitude (and baby pictures) in person when I return on May 5.

As a reminder, you can contact Cliff Simms for any urgent matters while I am away.

Thank you,

Gloria Mathis
[email protected]

Example 5


To: All Employees

From: Olivia Belmont, CEO

Date: December 18, 2018

Subject: Vacation Policy to Include Paid Service Day For Full-time Employees Effective Januar 1

This is to announce that we will be updating our vacation policy to include one paid service day for each full-time employee. The new policy will take effect January 1.

After sending out surveys to all employees and studying organizations that use similar policies, we believe this change will help us fulfill our goal of creating an environment that nurtures our team. We support your passions and callings and want to empower you to give back in ways that speak to you.

Beginning January 1, you can find the service day request form in your online employee portal under “HR Forms.” We hope you are as excited as we are about this positive step!

If you have any questions, please email me at [email protected]

Thank you,

Olive Belmont

Example 6


To: Sales Division

From: Maya St. Cloud, Sales Manager

Date: March 15, 2017

Subject: Quarter Two Revised Quotas

This is to inform you that the executive sales team will be sending revised quotas for Q2. You should receive the new numbers by March 22, and they will be in effect starting April 1.

After reviewing our sales figures from Q3 and Q4 of last year and Q1 this year, it is clear that our talented sales team is ready for a new challenge. Most salespeople exceeded their quotas by at least 11% in each of the previous three quarters. The management team congratulates you on this tremendous success!

We are confident that the new quotas will motivate you to reach even higher. The breakdown is as follows

Your manager will be sending your individualized numbers in the next week. These quotas will be our targets for Q2 and Q3, and the management team will reevaluate them in October. We appreciate all of your hard work and know that you are capable.

If you have any questions about these changes, please consult your direct manager.

Thank you,

Maya St. Clod
[email protected]


What is memo example?

Memo Example 1: A General Office Memo

Coworkers, It has come to my attention that many in the office have been spending time on the Google home page microgames. This memo is a reminder to use your work hours for work.

How do I write a memo?

How to Write a Memo
  1. Add the Title. A memo’s title is short and to the point, and is always placed at the top of the page. …
  2. Make Sure to Include the Date. …
  3. Designate Who Receives Memo With “To” …
  4. Make Clear Who the Memo Is “From” …
  5. Add a Clear Subject. …
  6. Write the Body. …
  7. Sign Off With a Good Close.

What should write in memo?

The purpose of a memo is usually found in the opening paragraph and includes: the purpose of the memo, the context and problem, and the specific assignment or task. Before indulging the reader with details and the context, give the reader a brief overview of what the memo will be about.

What are the parts of the memo?

The components of a memo are the heading and overview, context, tasks and resolutions, details, conclusion and attachments.

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