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Like most forms of writing, memos come with so many rules, instructions, and suggestions that it's easy to forget a few. Since we've already addressed the dos and don'ts of how to write a memo, let's take a moment to look at these rules in practice using the below memorandum examples.
Features of a Memo
While reading over these memo writing examples, pay special attention to the key features of a memo. Ask yourself the following questions:
- Is it addressed to the right audience?
- Does the subject line accurately convey its contents?
- Does it anticipate and address potential objections?
- Is it formatted clearly and consistently?
Learn from Our Memo Format Example
When considering memo writing examples, pay close attention to the structure.
- The opening paragraph should restate the memo's purpose indicated in the subject line.
- Notice also how each of our memo examples' subsequent paragraphs build on this opening statement and explain the memo's purpose in detail.
- Unnecessary information should be removed, and word choice should remain straightforward and professional.
If you are unsure what to include and what to omit from your memo, send it to Scribendi's five-star proofreading service.
For an example of standard memo writing format, read on.
Memo Example 1: A General Office Memo
To: All Staff
From: The Manager
Date: May 27, 2021
Subject: Inappropriate use of time on Google Doodle games
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.
According to a recent article, the estimated daily cost of people collectively playing these games instead of working is over $120 million—which is calculated based on the daily average increased time spent on the Google home page (36 seconds).
If these estimates are applied to our 600 office employees, this results in a nearly $700 weekly loss.
This is a conservative estimate considering the extensive discussions that occur about beating the office's current high score. The extra cost quickly adds up.
Of course, we don't want you to view our organization as a place of drudgery and draconian rules. I encourage a fun and competitive environment, and I recognize that we certainly won't be profitable if you are unhappy or dissatisfied with your jobs. This is just a reminder to be careful with your use of company time.
Wright, Tony. (2010). The Tragic Cost of Google Pac-Man – 4.82 million hours. Retrieved May 26, 2010 from: https://blog.rescuetime.com/the-tragic-cost-of-google-pac-man-4-82-million-hours/
Memo Example 2: A Departmental Memo
To: Computer Programming Division
From: Vice President Lumbergh
Date: February 19, 2021
Subject: Attaching cover sheets to TPS reports
This is to remind the division that, starting today, we are now filing all Testing Procedure Specification (TPS) reports with new cover sheets.
The reason for this change is simple. In addition to a new format, the cover sheets provide a summary of the report as well as the updated legal copy. The new cover sheets also include Initech's new logo.
Though this change may initially seem like a headache and an extra step, it is necessary to include the new cover sheets due to their updated information. Failing to do so will result in a confusing and inaccurate product being delivered to our customers.
Please be sure to follow this new procedure.
Vice President Lumbergh
Memo Example 3: A Memo Example to Students
To: All First-Year Psychology Students
From: Professor Jenkins
Date: October 23, 2021
Subject: Update to this week's assignment
This is to let you know there is a mistake in the reading list for this week.
The literature list you all received is from last year and is outdated. We have since made changes, and these changes are outlined below.
Instead of reading Chapters 1–3 of The Science of Psychology, and Chapters 6–8 of Neurobiology, read Chapters 2–3 of The Science of Psychology and Chapters 5–8 of Neurobiology.
Please be sure to follow these new instructions.
By following these memorandum examples and our memo writing format and addressing your audience in clear, concise language, you'll make your correspondence more effective.
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About the Author
Scribendi's in-house editors work with writers from all over the globe to perfect their writing. They know that no piece of writing is complete without a professional edit, and they love to see a good piece of writing transformed into a great one. Scribendi's in-house editors are unrivaled in both experience and education, having collectively edited millions of words and obtained numerous degrees. They love consuming caffeinated beverages, reading books of various genres, and relaxing in quiet, dimly lit spaces.