Whether you’re a professional writer or an internal comms novice, use our business memo examples to employees to craft quick, professional internal messages.
You’ve probably received some emails in the past that left you scratching your head.
And let’s face it: you’ve likely sent out business communications that left your recipients more confused than informed.
Due to the speedy nature of business memos, it’s easy to make mistakes—whether it be spelling errors, sharing incorrect details, or all of the above. But there’s an easy way to fix that.
In this blog post, we’ll show you how to ensure each business memo you send gets the point across quickly and without misunderstandings.
What Is a Memo to Employees?
An internal business memo is a written communication between managers, employees, and departments of an organization. Business memos are designed for passing along key information in a speedy fashion.
Typically, these types of communications are used by management or HR to convey new policies, share leadership communications, or pass along instructions to employees about a new business process.
Other common uses of a business memo include sharing employee feedback on performance reviews and providing instructions for completing tasks.
Overall, employee memos are used in situations where the information being communicated is important enough to require written documentation, but not significant enough to warrant a full-scale report or formal presentation.
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Crafting an Effective Employee Memo
Most of us are pretty familiar with the concept of a business memo. The challenge is understanding the difference between a great business memo and a subpar business memo.
In our opinion, these are the key components of an effective internal business memo:
Selecting the right format and tone for the message: Even if the memo is about a negative topic, such as disciplinary action, use a positive and professional tone. Avoid using negative or accusatory language, and focus on the actions employees can take to address the issue.
Writing with clarity and brevity: Memos should be brief, to the point, and written in clear language that is easy for employees to understand. Use short sentences and paragraphs, and avoid jargon or technical terms that might be confusing. Break up your text for clarity using an HTML email template with preset text boxes and plenty of white space.
Addressing the issue clearly and directly: Provide specific details, such as dates, times, and locations, to ensure that employees have all the information they need to take action or make decisions based on the memo.
Utilizing visual aids to enhance your message: Add structure and clarity to your message through CTA buttons, bullet points, and text boxes. Use headings and bullet points to break up the text and make the memo easier to read. This will help employees quickly identify the key points and take action as needed.
Providing follow-up instructions: If the memo requires a response or follow-up action from employees, provide clear instructions on what is expected and by when.
Using a data-driven internal memo software: A dedicated internal communications software like ContactMonkey lets you send responsive internal memos, collect real-time feedback and gather precision email analytics to continuously improve your internal communications strategy.
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Standard business memo template
A standard business memo should have an easily recognizable format and structure. In other words, it should include all of the components below:
[OFFSET]
[Company Letterhead]
[Date]
To: [Recipient’s name and job title]
From: [Your name and job title]
Subject: [Subject of memo]
[Body of memo]
Sincerely,
[Your name]
[Your job title]
cc: [List of additional recipients, if any]
Project-specific memorandums
A project-specific business memo is designed to communicate important project-related information to relevant stakeholders, such as developers, managers, or clients. Here’s an example of a project-specific memo:
[Company Letterhead / Logo]
To: [Recipient’s name and job title]
From: [Your name and job title]
Subject: [Project Name and Purpose]
I am writing to provide you with an update on the [Project Name] project. As you are aware, the purpose of this project is to [state the purpose].
[Include a brief background on the project and what has been accomplished so far. Highlight any key milestones or successes achieved.]
Moving forward, the next steps for the project are:
- [List the next steps for the project, including timelines and responsible parties.]
- [Provide any additional information or instructions as needed.]
If you have any questions or concerns about the project, please do not hesitate to contact me. I will provide regular updates on the project as we move forward.
Sincerely,
[Your name]
[Your job title]
cc: [List of additional recipients, if any]
New policy announcement memos
A new policy announcement internal memo is a written document designed to inform employees about a new company policy, explain the reasons for the change, and provide instructions on how to comply with the policy. Here’s an example of a new policy announcement memo:
[Company Letterhead / Logo]
[Date]
To: [Recipient’s name and job title]
From: [Your name and job title]
Subject: New Policy Announcement
I am writing to inform you of a new policy that will be implemented at [Company Name] effective [Date]. The purpose of this policy is to [state the purpose of the policy].
[Include a brief explanation of the policy and what it entails. Be clear and specific about what the policy is and how it will be implemented.]
We expect that this policy will [state the expected benefits or outcomes of the policy].
Please take the time to read and familiarize yourself with the new policy. If you have any questions or concerns about the policy, please contact [Name and contact information of the person to contact with questions or concerns].
Sincerely,
[Your name]
[Your job title]
cc: [List of additional recipients, if any]
Personal messages to employees
This type of business memo is used by managers or executives to convey personal messages, such as congratulations, condolences, or thanks to employees. Let’s take a closer look at an example of a personal message business memo:
[Company Letterhead / Logo]
[Date]
To: [Recipient’s name and job title]
From: [Your name and job title]
Subject: Personal Message
I wanted to take a moment to personally thank you for your hard work and dedication to [Company Name]. Your contributions have been invaluable, and we appreciate all that you do to help us achieve our goals.
As we continue to navigate these challenging times, it’s important that we stay focused on our mission and work together to overcome any obstacles that come our way. I am confident that, with your help, we will emerge from this stronger than ever.
If you have any concerns or questions about your work, please don’t hesitate to reach out to your supervisor or HR representative. We are here to support you and help you succeed.
Thank you again for all that you do for our company.
Sincerely,
[Your name]
[Your job title]
Internal company communications
An internal company communication memo is used to convey major organizational updates, such as the launch of a new internal product, or an employee training announcement. It’s focused on key important information that affects the organization as a whole.
Here’s an example of an internal company communication memo:
[Company Letterhead / Logo]
[Date]
To: All Employees
From: [Your name and job title]
Subject: Updates on Company News and Events
Dear All,
I am writing to provide you with some updates on recent company news and events. We have had several exciting developments over the past few weeks, and I wanted to take a moment to share them with you.
Firstly, I am pleased to announce that we have launched a new product line, which has already received positive feedback from our customers. This is a major milestone for our company, and it wouldn’t have been possible without the hard work and dedication of our employees.
In addition, we have also made some changes to our management team. [Name] has been promoted to [new position], and we are thrilled to have [Name] leading our team. We would like to extend our thanks to [Name] for his/her contributions in his/her previous role, and we look forward to his/her continued success in this new position.
Finally, we have some upcoming events that we would like to share with you:
- [List upcoming events, including dates, times, and locations.]
- [List upcoming events, including dates, times, and locations.]
- [List upcoming events, including dates, times, and locations.]
We hope to see you there!
Thank you for your ongoing support and dedication to our company. We look forward to continuing to work together to achieve our goals.
Sincerely,
[Your name]
[Your job title]
cc: [List of additional recipients, if any]
Launching a new product line memo example
A product launch internal memo is designed to build anticipation around a new product and familiarize employees with the item or service. These communications can make or break the first impression of your new product so it’s incredibly important to get it right. Here’s an example of a new product line memo that you can customize for your own needs:
[Company Letterhead / Logo]
[Date]
To: All Employees
From: [Your name and job title]
Subject: Launch of New Product Line
Dear All,
I am pleased to announce that we are launching a new product line at [Company Name]. This is a significant milestone for our company, and I am excited to share this news with you.
Our new product line includes [brief description of the new products and their features and benefits].
We believe that these products will be well-received by our customers and will help to further establish our company as a leader in the industry.
To support the launch of our new product line, we will be implementing a marketing campaign that includes [brief description of the marketing plan and tactics]. We encourage all employees to support this campaign and help to spread the word about our new products.
In addition, we will be offering training sessions to all employees to ensure that everyone is well versed in the features and benefits of our new products. These sessions will be held on [date(s), time(s), and location(s)], and we encourage all employees to attend.
We are excited to see the impact that our new product line will have on our business, and we look forward to working together to make it a success.
Thank you for your hard work and dedication to our company.
Sincerely,
[Your name]
[Your job title]
cc: [List of additional recipients, if any]
Performance improvement plan
A Performance Improvement Plan (PIP) internal memo outlines pain points in an employee’s performance and the steps that will need to be taken to improve performance. The memo is typically used as part of a formal performance management process to help employees who are struggling to meet the expectations of their role.
Here’s an example of a performance improvement plan (PIP) memo:
[Company Letterhead / Logo]
[Date]
To: [Employee Name and Job Title]
From: [Manager Name and Job Title]
Subject: Performance Improvement Plan
Dear [Employee Name],
I am writing to inform you that your job performance has not met our expectations. As a result, we have developed a Performance Improvement Plan (PIP) to help you address the areas that need improvement and to provide you with the support and resources you need to succeed in your role.
The purpose of this PIP is to identify specific areas of concern and to provide you with a roadmap for improvement. The plan includes the following components:
- Goals: We have identified specific goals that you need to achieve in order to meet our expectations. These goals are designed to help you improve your performance and to ensure that you are meeting the requirements of your role.
- Timeline: We have established a timeline for achieving these goals. We will monitor your progress regularly and provide you with feedback on your performance.
- Resources: We will provide you with the resources and support you need to meet these goals. This may include additional training, coaching, or other forms of support.
- Consequences: We have also identified the consequences if you fail to meet these goals. This may include disciplinary action up to and including termination of employment.
We understand that this can be a difficult process, but we are committed to helping you improve your performance and to ensuring that you have the tools and resources you need to succeed. We encourage you to work closely with your supervisor and to take advantage of any support or resources that are available to you.
If you have any questions or concerns about this PIP, please do not hesitate to reach out to me or to your supervisor.
Sincerely,
[Manager Name and Job Title]
cc: [List of additional recipients, if any]
Create Captivating Business Memos with ContactMonkey
A clear and compelling internal business memo helps to ensure that everyone in your company is on the same page and working towards the same goals. It also provides a written record of important information, which can be used for future reference and help support employees whenever they’re lost. But the best business memos are always created with readers in mind.
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