9 free memo templates to simplify business communication

A good memo often serves one main purpose: getting readers to act within a specific timeframe, or keep them in the loop. It should do one of these things: 

• Inform by sharing updates, policies, or results. Example: “Announce the new remote-work policy effective Nov 1.”
• Request information, approvals, or the completion tasks. Example: “Request department heads to submit Q4 budget forecasts by Oct 1.”
• Record decisions, agreements or procedures. Example: “Document the decision to adopt Vendor A for software rollout.”’

Having a single, well-defined purpose helps readers quickly grasp your message. If you combine two goals, such as announcing a policy and asking for a project update, communication may feel scattered and fall flat. Similarly, if you address the memo to everyone rather than a specific audience, it may feel less relevant.

As with email, the header is the memo’s label. This tells readers who it’s for, who wrote it, and what it's about. Done right, a good memo removes all guesswork before your audience reads the first line.

The standard header fields for memos are:

• To: Who the memo is for, such as specific people or teams.
• From: Your name, role, and department.
• Date when the memo is issued.
• Subject: A short, action-focused line that describes the goal. For example, “Action required: Approve draft marketing budget by Friday, 5 PM.”

Put the goal of the memo up front. That way, readers don't have to search for it. In the first few sentences, state why you’re writing and, if relevant, what action is required of the reader.

Example: “All managers must complete performance review forms for their direct reports by November 10. The forms are linked below.” Opening sentences — such as “We wanted to share some information” — are too vague.

Give just enough background to help readers make sense of your message. Keep it within 2-3 sentences or a short paragraph.

Example: “Support hours are being extended due to a 20% increase in evening call volume. Customer feedback shows late response times are impacting satisfaction.”

Lay out must-know facts in a format that’s easy to scan. You can use bullet points instead of long paragraphs, for instance, and keep each bullet to one idea.

Here’s an example for a policy update:

• “Hybrid schedule: 3 office days, 2 remote days.
• Teams choose office days but must align with manager.
• Applies starting Nov 1, reviewed after 90 days.”

If the memo asks people to do something, point out who needs to act, what they must do, and when they must do it. This removes ambiguity and keeps everyone accountable.

You can use a simple format like this: [Owner] — [Task] — [Deadline]. List actions in bullet points or a simple table for quick scanning, and address specifics like roles, dates, and expected outcomes. That is much more effective than "ASAP."

For example:

• “Marketing managers: Finalize campaign messaging and approve creative concepts by September 22.
• Design team: Deliver final graphics, video assets, and ad creatives by September 27.
• Social media team: Build campaign calendar and pre-schedule posts by September 29.”

Memos often need supporting material, such as policy documents, detailed instructions, or references. Instead of crowding the body of the memo with too much content, you can instead attach or link to those resources, clearly label them, and place them at the end.

Be sure to directly mention in the memo any attachments and links. Example: “Full policy details are available in the attached PDF.” Otherwise, people may miss them or wonder what they’re for.

Before you send the memo, always take a moment to double-check it. Make sure it’s clear, accurate, and easy to act on. Here are some tips:

• Avoid softening the ask. Overly polite language — such as “It might be helpful if you could…” — can make a necessary action seem optional.
• Use plain, straightforward language, avoiding jargon and filler.
• Keep sentences short and in active voice. You can also break up text with headings, bullets, and white space for quick scanning.
• Maintain a consistent tone. Switching between casual and overly formal language can make the message feel confusing or even unprofessional.
• Limit paragraphs to 2-3 sentences, aiming for one page or less.
• Review and spellcheck. Names, dates, numbers, attachments, and links should be proofread.
• Make sure the subject line reflects the memo’s true purpose.