- Email is easy, but you may still need to write an official memo now and then. If you're a bit rusty about what format to use for a memo letter, go ahead and download our free Memorandum Template.Not to be confused with a private placement memorandum or credit memo, a memo letter is a type of business letter used mostly for internal communication within a company, organization, or school.
- Sample Memo Summary: This handout will help you solve your memo-writing problems by discussing what a memo is, describing the parts of memos, and providing examples and explanations that will make your memos more effective.
Email is easy, but you may still need to write an official memo now and then. If you're a bit rusty about what format to use for a memo letter, go ahead and download our free Memorandum Template. Not to be confused with a private placement memorandum or credit memo, a memo letter is a type of business letter used mostly for internal communication within a company, organization, or school.
The Serene memo template in Word is an excellent choice for a yoga studio, acupuncture clinic, or spa. There's also a classic business memo template in a variety of styles that suits most uses. No matter which memo templates you choose, you'll find it's easy than ever to create memos that are engaging and easy to read. A memorandum of understanding template is a non-binding written agreement the contents of which outline the terms and details of the agreement. In addition, it also includes the responsibilities and requirements of each party. The creation of this template is the first stage before you enter into a formal agreement with another party.
A memorandum may be used to make a request, announce an upcoming meeting, or communicate some important facts. Download the memo template below, or continue reading for some tips about how to write a memo and to see the sample memo format.
Memo Templates
The Vertex42 memo templates below can be downloaded for free and customized for use within your organization. Please note that the files should not be placed on any public server accessible via the internet.
Author: Jon Wittwer and Brent Weight
License: Limited Use (Applies to all the sample memo letters on this page).
Required: Microsoft Word® 2007+
Download
⤓ Word (.docx)⤓ Google DocsDescription
Use this free memorandum template when the context of the memo or the types of recipients would require it to be more formal. Note that a formal memo would list all the recipients. A serif font like Times New Roman generally makes a letter seem more formal as well.
Download
⤓ Word (.docx)⤓ Google DocsDescription
The sample memo letter is for more casual occasions such as within volunteer organizations. You may not need to list all of the recipients in a casual memo. You might also be more creative with fonts and images (but don't get too carried away with that).
Sample Memo Letter
Free Memo Templates Word Document
To: [Audience]
From: [Person and/or Department issuing the memo]
Date: [Date Sent]
Subject: [Subject of the Memo]
[Opening – Get to the point in the opening paragraph. Keep things simple and short. Make it easy and fast to read.]
[Summary – Provide enough background so all readers understand the history, but again, keep it simple.]
[Conclusion – End with a call to action.]
CC: [Send copies to anyone affected by the memo.]
Attachments: [List any attachments to the memo. Only list items referred to in the body of the memo.]
Using the Memorandum Template
Changing the Theme
We created the memorandum template and sample memo letter as .DOCX files for Word 2007+ so that you can easily modify the theme and styles. To change the theme, you can go to Page Layout > Themes to pick a different set of fonts for the entire document. For more information about themes and styles, you can look up those topics via the help system (F1).
Emailing a Memo
Email is easy and is great for informal communication - reminders about lunch parties or missing cell phones. For more formal or official communication, use a memo format.
A memo letter can still be sent by email. Copy your memo into the body of your email and include the official memo as an attachment.
Tips for Writing a Memo
Say what you need to say in the most concise and clear way possible. That isn't always easy, but everybody will appreciate not having to read a long memo.
For tips about how to write the body of the memo, see the guidelines included in the sample memo letter above.
Other tips:
Mcconnell Memo Outlines
- Make sure you send copies of the memo to anyone affected by it
- Consider email for informal messages or announcements
- If the situation is very formal, or the recipient is several pay grades above you, it may be more appropriate to use a formal business letter.
Memo Resources and Writing Aids
- Additional Writing Tips (.pdf) at www.fsb.muohio.edu - More guidelines to help you format a memo.
- Example Memo at owl.english.purdue.edu - This site lists a business memo sample with some more writing tips.
Other Free Memo Templates
The Microsoft Office® template gallery has a few memos to choose from. They don't give guidance on how to write the memo, but seeing the different formats may be useful.
You can also find memo templates by opening up Word and going to File > New and searching for 'memo' in the search field. There are few different designs available that way.
Related Content
Technical Memos
Description
Format
Length
Template
Example
Description
The ChE Technical Memorandum is used primarily for simple experiments in which the methods (apparatus, procedure, and theory) are familiar to your readers. Imagine your primary reader as a busy manager who reads very quickly. This memo highlights the elements distinctive to your team's experience with a particular lab. It focuses on results, your conclusions, and recommendations. The methods section gives context to your experiment, but it does not contain enough detail for the experiment to be duplicated.
Reminder: Write the bulk of your technical memo in the 3rd person. Also, use the past tense, except to describe equipment or to express facts that are always true. See FAQs for more guidelines on technical writing.
Note: This format is designed to cover different experiments in courses taught by different instructors. Depending on the course, experiment, and instructor, the contents of each section will vary in depth, detail, and emphasis.
Format
The technical memo has seven sections:
1. Summary
The most important section of your technical memo is the summary. A well-prepared summary enables your reader to identify the contents of the memo quickly and accurately. There are two options for the summary. Check with your instructor about which one to use.
Enumerated summary. This summary concisely states the purpose, conclusions, and recommendations in an enumerated list.
Abstract (attached to the memo). The abstract is a condensation of the subject matter. It gives a quantitative summary of your procedure, results, and conclusions. Read more on the abstract.
2. Introduction
The introduction answers the questions: What were your goals? Why is this experiment important?
The introduction states your purpose or objectives. It also summarizes your basic approach to the problem, giving an overview of the procedures. If you had a design problem, the introduction restates the problem and its significance. The introduction may also include background on previous work.
3. Methods
The methods section answers the questions: What was measured? How was it measured? What was the theoretical basis of the experiment?
This section briefly describes the apparatus and procedures and specifies any modifications. A concise discussion of the theory (1-2 equations) is also included.
Note: this Methods section condenses three parts of the Research Report (the theory, apparatus, and procedures) because your readers do not need to duplicate the experiment. However, your instructor may require that you refer to fuller descriptions of the apparatus, procedures, and theory in the appendix.
Scite python. 4. Results
The results section answers the questions: What data were collected? How were the data analyzed? What conclusions were drawn from the analysis?
The results section is a discussion that links your data analysis to your conclusions. It develops conclusions with reference to the figures, graphs, and tables of your analysis. Its depth and detail will vary according to your experiment and your instructor's preferences.
5. Conclusions/Recommendations
The conclusions and recommendations section answers the questions: What were the tasks? What were the most important conclusions and recommendations developed from each task?
Your results section has already stated your conclusions, but they are buried in the discussion. This final section re-presents them so they are accessible to someone reading quickly.
6. Appendices
The appendices of the technical memo must include raw data, sample calculations, a discussion of safety issues, and an error analysis. Some instructors may also require fuller descriptions of the apparatus, fuller descriptions of the procedure, derivatives of theory, an effort report, and other assignments specified by your instructor.
7. References
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Your text should cite all sources used, including the lab handout. References should be listed at the end of the appendix using APA documentation style. RefWorks (KSU Library) will generate the reference list for you. For example, you may cite a source like this in the text (Aikens, 2012). The reference would look like this:
Aikens, C. (2012, Spring). Liquid-Liquid Extraction. Lab Handout ChE 542, Kansas State University.
Policy Memo Outline
Length
Use this free memorandum template when the context of the memo or the types of recipients would require it to be more formal. Note that a formal memo would list all the recipients. A serif font like Times New Roman generally makes a letter seem more formal as well.
Download
⤓ Word (.docx)⤓ Google DocsDescription
The sample memo letter is for more casual occasions such as within volunteer organizations. You may not need to list all of the recipients in a casual memo. You might also be more creative with fonts and images (but don't get too carried away with that).
Sample Memo Letter
Free Memo Templates Word Document
To: [Audience]
From: [Person and/or Department issuing the memo]
Date: [Date Sent]
Subject: [Subject of the Memo]
[Opening – Get to the point in the opening paragraph. Keep things simple and short. Make it easy and fast to read.]
[Summary – Provide enough background so all readers understand the history, but again, keep it simple.]
[Conclusion – End with a call to action.]
CC: [Send copies to anyone affected by the memo.]
Attachments: [List any attachments to the memo. Only list items referred to in the body of the memo.]
Using the Memorandum Template
Changing the Theme
We created the memorandum template and sample memo letter as .DOCX files for Word 2007+ so that you can easily modify the theme and styles. To change the theme, you can go to Page Layout > Themes to pick a different set of fonts for the entire document. For more information about themes and styles, you can look up those topics via the help system (F1).
Emailing a Memo
Email is easy and is great for informal communication - reminders about lunch parties or missing cell phones. For more formal or official communication, use a memo format.
A memo letter can still be sent by email. Copy your memo into the body of your email and include the official memo as an attachment.
Tips for Writing a Memo
Say what you need to say in the most concise and clear way possible. That isn't always easy, but everybody will appreciate not having to read a long memo.
For tips about how to write the body of the memo, see the guidelines included in the sample memo letter above.
Other tips:
Mcconnell Memo Outlines
- Make sure you send copies of the memo to anyone affected by it
- Consider email for informal messages or announcements
- If the situation is very formal, or the recipient is several pay grades above you, it may be more appropriate to use a formal business letter.
Memo Resources and Writing Aids
- Additional Writing Tips (.pdf) at www.fsb.muohio.edu - More guidelines to help you format a memo.
- Example Memo at owl.english.purdue.edu - This site lists a business memo sample with some more writing tips.
Other Free Memo Templates
The Microsoft Office® template gallery has a few memos to choose from. They don't give guidance on how to write the memo, but seeing the different formats may be useful.
You can also find memo templates by opening up Word and going to File > New and searching for 'memo' in the search field. There are few different designs available that way.
Related Content
Technical Memos
Description
Format
Length
Template
Example
Description
The ChE Technical Memorandum is used primarily for simple experiments in which the methods (apparatus, procedure, and theory) are familiar to your readers. Imagine your primary reader as a busy manager who reads very quickly. This memo highlights the elements distinctive to your team's experience with a particular lab. It focuses on results, your conclusions, and recommendations. The methods section gives context to your experiment, but it does not contain enough detail for the experiment to be duplicated.
Reminder: Write the bulk of your technical memo in the 3rd person. Also, use the past tense, except to describe equipment or to express facts that are always true. See FAQs for more guidelines on technical writing.
Note: This format is designed to cover different experiments in courses taught by different instructors. Depending on the course, experiment, and instructor, the contents of each section will vary in depth, detail, and emphasis.
Format
The technical memo has seven sections:
1. Summary
The most important section of your technical memo is the summary. A well-prepared summary enables your reader to identify the contents of the memo quickly and accurately. There are two options for the summary. Check with your instructor about which one to use.
Enumerated summary. This summary concisely states the purpose, conclusions, and recommendations in an enumerated list.
Abstract (attached to the memo). The abstract is a condensation of the subject matter. It gives a quantitative summary of your procedure, results, and conclusions. Read more on the abstract.
2. Introduction
The introduction answers the questions: What were your goals? Why is this experiment important?
The introduction states your purpose or objectives. It also summarizes your basic approach to the problem, giving an overview of the procedures. If you had a design problem, the introduction restates the problem and its significance. The introduction may also include background on previous work.
3. Methods
The methods section answers the questions: What was measured? How was it measured? What was the theoretical basis of the experiment?
This section briefly describes the apparatus and procedures and specifies any modifications. A concise discussion of the theory (1-2 equations) is also included.
Note: this Methods section condenses three parts of the Research Report (the theory, apparatus, and procedures) because your readers do not need to duplicate the experiment. However, your instructor may require that you refer to fuller descriptions of the apparatus, procedures, and theory in the appendix.
Scite python. 4. Results
The results section answers the questions: What data were collected? How were the data analyzed? What conclusions were drawn from the analysis?
The results section is a discussion that links your data analysis to your conclusions. It develops conclusions with reference to the figures, graphs, and tables of your analysis. Its depth and detail will vary according to your experiment and your instructor's preferences.
5. Conclusions/Recommendations
The conclusions and recommendations section answers the questions: What were the tasks? What were the most important conclusions and recommendations developed from each task?
Your results section has already stated your conclusions, but they are buried in the discussion. This final section re-presents them so they are accessible to someone reading quickly.
6. Appendices
The appendices of the technical memo must include raw data, sample calculations, a discussion of safety issues, and an error analysis. Some instructors may also require fuller descriptions of the apparatus, fuller descriptions of the procedure, derivatives of theory, an effort report, and other assignments specified by your instructor.
7. References
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Your text should cite all sources used, including the lab handout. References should be listed at the end of the appendix using APA documentation style. RefWorks (KSU Library) will generate the reference list for you. For example, you may cite a source like this in the text (Aikens, 2012). The reference would look like this:
Aikens, C. (2012, Spring). Liquid-Liquid Extraction. Lab Handout ChE 542, Kansas State University.
Policy Memo Outline
Length
Memo Outline Format
The body of the technical memo (from the Introduction through the Conclusion) should be no longer than four single-spaced pages, including figures and tables. The four pages should include approximately two pages of text.
Template for the Technical Memo
Memo Outline Word
Follow the Technical Memo template in preparing your assignment. Instructions are in square brackets [like this]. If you cut-and-paste your writing onto a template, it helps if you (1) save a copy of your work as 'text only.' and (2) transfer the 'text only' version to the template. That way, you avoid importing new formatting.
Example
Download
