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How to Write a Memo (with Templates)

Updated on August 16, 2014

People use templates for all kinds of reasons. One of the most prevalent reasons that people need to find a good template is to write a business memo that looks professional and gets the point across in a concise and direct manner. However, not everyone knows how to write a concise and effective memo on their own. This is especially true of business memos because there is a certain format that should be followed in order to ensure that they are correct and that they always look professional. Fortunately, there are templates that will help people write exactly the type of memo that they need in virtually any situation. You can search online for several different good memo templates. Here are four of the best websites to find them:

  1. Microsoft® Office Templates:
  2. Dotxes®:
  3. OpenOffice® Templates:
  4. Google® Docs:

Visiting these websites will help you find almost any template that you need to use and it is important to take some time to browse the websites and download the templates that you will need. Both websites offer a great deal of information and it takes some time to look through everything that is available. You will be doing yourself a favor to take some time with each and carefully look over the templates so that you can have everything that you need at your fingertips to create the most professional templates possible. Here are few steps to guide for writing a professional memo by using templates.

Step 1: Download a template

For instance, many business memo templates can be found by looking over the Dotxes website. You have the capability of fully previewing each template before you decide if it is something that you want to download or not. If you decide that you do want to download a template, all that is required is for you to click on the download button. Is simply does not get any easier to find outstanding templates that will work in a variety of situations.

Screenshot of Dotxes®
Screenshot of Dotxes® | Source

Step 2: Open your downloaded template

It is necessary to unzip the downloaded file to get template and related instruction files. Some listed sites may give you direct template file. You must then open the file in Microsoft Word. Sometimes when you unzip files and then try to open them in Microsoft Word, you run into a problem where for one reason or another, Microsoft Word does not want to open the file. You can typically remedy this problem by making sure that you have the latest version of Microsoft Word downloaded. Therefore, if you are not operating with the latest version of this software it is a good idea to download the latest version before you make an attempt at downloading, unzipping or opening any of the template files.

Screenshot of Dotxes® Template
Screenshot of Dotxes® Template

Step 3: Set up the header

After you have successfully opened the file in Microsoft Word, you can begin working on the template to create your own memo. The first step is to design your own header. You can even add your own logo and your own copyright in this section of the template in order to truly make it your own. However, it is always a good idea to read the website’s terms of use before you download any template, especially if you are planning on heavily customizing it to make it your own. This ensures that you are fully aware of how the company that designed the template wants it to be used and it guarantees that you will not find yourself facing any issues concerning the usage of the template later on.

Screenshot of Dotxes® Template
Screenshot of Dotxes® Template

Step 4: Step up the memo title

As you are customizing your memo, you will find a section that actually says "memo" in the template itself. This is placed there to give you an idea of where you should place your information in the various fields within the template. Of course, you will remove this wording and replace it with your own wording in order to create your own unique document.

Screenshot of Dotxes® Template
Screenshot of Dotxes® Template

Step 5: Fill in the memo fields

Your next step will be to fill in various fields of information, including who the document will be directed to and who it is coming from. In other words, be sure to fill in these fields with the company or individual's name that you wish to send the document to and then fill in your personal or company contact information in the field that is listed "from." Also be sure to fill in the subject field and if necessary, fill in the Cc field as well. Ensure that all of these fields have been carefully proofread before you send the document.

Screenshot of Dotxes® Template
Screenshot of Dotxes® Template

Step 6: Set up the memo message

After you have carefully proofread the parts of the memo that you have already filled in, you can type your message. There are many things that you may choose to do to make it read like a professional document or to make it easier to understand. For example, you can use bullet points or use numbered lists. It is also important to ensure that you aligned justify all of the paragraphs. When it comes to formatting the memo, use caution to use the same font size and start each topic with a heading that makes it easier for people to look over quickly. It also makes the memo look more professional. If necessary, create a table that can be related to a specific list within the memo. With a memo template, you can do whatever is necessary to make it read like the professional document that it should be.

Screenshot of Dotxes® Template
Screenshot of Dotxes® Template

Step 7: Set up the footer

You also want to be sure to add either your personal contact information or the contact information for your company in the footer of the memo. This is a vitally important step because you want to be able to receive feedback from other individuals who read the memo. Therefore, you should carefully proofread the contact information that you provide and ensure that you have placed all of the information in the correct fields before sending your document.

Screenshot of Dotxes® Template
Screenshot of Dotxes® Template

Step 8: Set up the memo theme

One of the most unique things about these types of templates is that you can even change the color of the entire document to suit your needs. This allows you to change each memo to fit a particular style or even a certain topic. It also ensures that you will be better able to guarantee that each memo looks professional, even from a distance.

Screenshot of Dotxes® Template
Screenshot of Dotxes® Template

Step 9: Save your memo

After you have completed your memo and selected the color scheme, be sure to save it to your computer so that you can easily refer back to it later. This also allows you to make easy changes whenever you need to write a new memo, especially if it is for a similar subject.

Screenshot of Dotxes® Template
Screenshot of Dotxes® Template

Basic tips to write a professional memo

Again, creating an effective memo for business does not have to be difficult and it is not something that should take you all day to accomplish successfully. Fortunately, there are just a few tips that you need to remember to create a professional memo from a template with ease, as you can see below:

  1. Find the right template and then download it.
  2. Use the template as a guide to help you create a professional document.
  3. Carefully fill in every field in the template.
  4. Make sure that you delete old information and type in your own information.
  5. Proofread each section of the memo that you have created.
  6. Adjust the color scheme on your document to fit each particular memo.
  7. Be sure to save your template once it has been completed so you can always go back to it.
  8. Use your template whenever you need to create a professional memo for business or virtually any other need.


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    • monic-alang profile image

      Monica Langley 3 years ago from USA

      Thanks peachpurple, for taking your time and reading this hub hope one day or another it'll be helpful. Thanks again :)

    • peachpurple profile image

      peachy 3 years ago from Home Sweet Home

      thanks, bookmark this page in case in future i need them