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Writing for Work Formats Memos  Example

Generic Example of a Business Memo

Below is an example of a generic memo.  Most business memos follow a similar format, including distribution information, an introduction, discussion or development, and a conclusion.

Memos may require you to follow a special format depending on your company protocol, or you may need to use a memo for specific types of communication, such as a policy announcement.

Many companies use standard formats for memos.  For printed memos, the format may require a standard letterhead.  For electronic documents, the required format my come from a template that has been customized by the company from a word processing program like Microsoft Word or Corel WordPerfect .

company format:

Peterson, Smith, and Jones, Associates

distribution information:

To: Marketing Department
From: Steve Anderson, Assistant Vice President
Date: December 31, 2002
Subject: 2003 Phone Policy Changes


On January 1st, 2003, our company is implementing new phone policy.  Because of customer complaints that our phones ring forever, we are requiring all employees to make a good-faith attempt to answer their phones within the first three rings. Please review this document before that date to ensure you understand and can implement the new phone protocols.


Over the past three years, our company has averaged four rings to pickup outside lines. This statistic is based on over 10,000 incoming calls. 

According to the better business advocacy think tank Phony Ring Institute (PRI) in Boulder, Colorado, our company's phone ring response rate is well below the national average for competitive companies in our sector..


On January 1st, 2003, Please answer the phone on the first three rings.  If you have any questions about this new policy please contact me in the next few weeks.

Steve Anderson

company format:

The material contained in this memo belongs to Peterson, Smith, and Jones, Associates, and is considered  confidential, proprietary information.



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