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 write a memo to employees that meets your objectives and how to choose a memo format for staff. We’ll also provide examples of memos in the workplace that you can instantly copy and use yourself.
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 announcement memo examples to employees include promotion briefings, work anniversaries, and mergers or acquisitions. Another sample internal memo to employees can include performance review communications or a request to complete a survey.
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 to staff. The challenge is understanding how to write a memo to employees that truly stands out. Knowing the difference between a great business memo and a subpar business memo is no small feat. Later in the blog, we’ll provide short memo examples to employees that you can use for yourself.
But first, let’s examine the memo format for staff and understand how to write a memo to employees that successfully captures their attention.
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 your memo to staff 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. Be sure to check out our short memo examples to employees below!
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 memo to staff 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 to staff 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.
See how ContactMonkey can save you 4 hours a week on internal communications!
10 Memo Examples to Employees
Whether it’s announcing policy changes, celebrating achievements, or outlining new initiatives, a well-crafted memo to staff can make a significant difference in your internal communications in terms of reach and engagement. Here are a few tried and true examples of memos in the workplace that you can instantly save and use across your internal communications:
1. Sample memo to staff template
A standard business memo format for staff should have easily recognizable elements 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]
2. Project-specific sample internal memo to employees
A project-specific business memo to staff 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:
Dear employees,
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]
3. New policy sample internal memo to employees
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 one of the most successful policy announcement memo examples to employees:
Dear employees,
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].
Sincerely,
[Your name]
[Your job title]
cc: [List of additional recipients, if any]
4. Personal message sample memo to staff
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:
Dear employees,
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 job title]
5. Internal communications sample memo from HR to staff
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 one of the announcement memo examples to employees that you can use for this purpose:
Dear employees,
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]
6. Launching a new product line sample memo to staff
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:
Dear employees,
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 further to 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]
7. Performance review sample memo from HR to staff
Discussing performance reviews isn’t always a breeze. But with a timely heads-up and good prep on the part of both employees and managers, it is possible to alleviate the stress of the review process and create an environment that fosters meaningful discussions. Here’s a sample performance review memo template that you can use to inform employees about an upcoming review:
Hello {{first_name}},
Please be advised that we will be conducting performance reviews on [date]. Your review will take no longer than [time], and your manager will schedule time in your calendar.
Performance reviews at [company] consist of [details about performance reviews at your company]. Please come prepared with [documents/notes required for performance review].
If you have any questions or concerns about your upcoming review, please contact [manager/supervisor name].
Thank you,
[Head of HR/Internal communications manager]
8. Performance improvement plan sample memo to employees
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) sample memo to employees:
Dear employees,
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]
9. Benefits enrolment sample memo from HR to staff
Open enrolment is a designated time period when employees can enrol in a new health insurance plan or modify their current coverage. Open enrolment generally occurs once a year and it’s a crucial window for adjustments. Therefore, it’s important to ensure your workforce is well-informed about the pertinent dates and deadlines associated with open enrolment. Here’s an open enrolment sample memo to employees that you can send to your workforce:
Hi [employee name],
It’s that time of year! Open enrolment for our health insurance plans begins next week. This is the time when you can make changes to your current coverage or sign up for a new plan.
Here are some important dates to keep in mind:
- Open enrolment begins: Monday, January 1
- Open enrolment ends: Friday, January 31
During open enrolment, you can:
- Review and compare the different health insurance plans that are available to you.
- Make changes to your current coverage, such as switching to a different plan or adding or dropping dependants.
- Enrol in a new plan if you are not currently covered.
Please note that if you do not make any changes to your coverage during open enrolment, your current coverage will automatically be renewed for the coming year.
To review your options and make any necessary changes to your coverage, please visit our benefits portal at [URL]. If you have any questions or need assistance, our benefits team is here to help. You can reach them by responding to this email or by phone at [phone number].
Thank you for your attention and don’t hesitate to reach out with any questions!
Best regards,
The [Company Name] team
10. Employee survey sample memo format for employees
Employee surveys are an invaluable tool for understanding your workforce. Yet, motivating employees to participate in surveys is usually more challenging than anticipated. Crafting a thoughtfully-worded and timely email memo for survey reminders can significantly boost participation rates among employees. Here’s an employee survey sample memo format for employees that you can implement:
Hi Team,
We want to hear from you! In our ongoing efforts to improve employee experience at [company name], we’re rolling out an employee opinion survey to ensure that your voice is being heard.
On [date], all employees will receive an email with instructions on how to complete the survey. The deadline to complete the survey will be [date].
We want you to feel confident sharing honest and authentic feedback so our survey will be completely anonymous.
We’re hoping for everyone to participate and ask you to encourage your colleagues and teams to share their insights!
Thank you in advance for your time and effort in making this initiative a success. As a token of our appreciation, you’ll automatically be enrolled to win a $100 Amazon gift card [or prize of your choice] upon survey completion.
Kind regards,
[Company name] Team
How to use ContactMonkey to Create Memos for Employees
The sample memo to employees were created using ContactMonkey’s email template builder. Using the drag-and-drop interface, you can easily customize your email templates to match your company branding:
Not only do ContactMonkey email templates save you time on your internal communications, they are fully responsive so they appear perfectly whatever device or email service your employees use. So you can rest assured that your memo format for employees is never distorted.
Sample employee memos built with ContactMonkey’s internal communications app are interactive as well. You can use ContactMonkey’s click maps feature to see exactly how your employees interact with your employee memos. Use this information to inform your email design so you can place important information where you know your employees will see it.
In addition to collecting employee feedback, all emails sent using ContactMonkey provide in-depth analytics and email tracking. You can use metrics like open rate, individual email opens, and read time to see how your employees engaged with your email:
With ContactMonkey email templates, you can ensure your internal communications are effective and reach everyone you should. You can also use email tracking analytics to find your best performing content to see what resonates with your employees.
Create better email copy with AI
Not sure how to write an employee memo that people will want to read? ContactMonkey has got you covered with our OpenAI ChatGPT integration. Simply write a prompt for what you want your email to say and our AI integration will create copy that you can use and customize.
Send only relevant emails to your employees
You can increase email engagement by targeting relevant emails at your employees by using custom distribution lists. Using ContactMonkey’s List Management feature, you can create your own distribution lists quickly and easily, without needing approval from your IT department:
Create Captivating Business Memos with ContactMonkey
We hope our examples of memos in the workplace gave you some inspiration and guidance. Now, let’s recap what we’ve learned:
- A clear and compelling internal business memo to staff helps to ensure that everyone in your company is on the same page and working towards the same goals.
- A quality memo to employees provides a written record of important information, which can be used for future reference and to help support employees whenever they’re lost.
- The best business memos are always created with readers in mind.
Create user-friendly and engaging business memos with ContactMonkey’s customizable email templates. With data-driven design capabilities, segmented email lists, and powerful user analytics ContactMonkey ensures that every business memo drives the engagement you need.
See how it works for yourself. Instantly set up your free trial of ContactMonkey today—no credit card required!
