Policy Memo Template

There are many issues that can arise in an organization that may hinder its smooth flow of processes or operation. Hence, a policy memo may come in as a useful notification to the employees on the stand of the management as of a certain date.

A policy memo usually comes about when the company is affected in a particular area. It could be a rise in expenses which prompts the company to issue a policy memo that internal costs should be lowered with the full cooperation of the staff. The policy memo will state the issue and its background clearly for a good understanding of the situation followed by an appeal of cooperation from the staff.

A policy memo can be quite compelling to the staff for the right and expected action to be undertaken. There would be an effective date where the policy takes effect. Hopefully, consequences will not be needed if staff complies to the policy mentioned.

The policy memo template may take on the following format:

* Company Name and Logo

* MEMO

* To:

* From:

* C.C.

* Date:

* Subject:

* Issue on hand

* Issue background

* Policy enforcement

* Policy statement

* Policy consequences

* Date of effect

There could be an authority where further clarifications can be sought by the recipients if there is any dissatisfaction regarding the policy. The company can issue a policy memo whenever a need arises.

Consider the attached sample template for your convenience.

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Deal Memo Template

Some times a business needs to take in extra hands to help out at the company’s peak period to ensure that the business does not suffer a loss, or is able to gain as much profit as possible. Hence, temporary employment or hire is very common in every business. Nevertheless, to ensure fair work conditions to both employer and employee, there must be some contract or deal memo that is beneficial to both parties.

A deal memo is an important piece of document to the employee as well as to the employer; it helps both parties to identify and accept their role in that particular setting. The memo states the job description and responsibilities of the hired hand as well as the obligations of the employer upon the satisfactory fulfilling of responsibilities by the employee.

This deal memo will farm off disputes or misunderstandings between the employee and employer. Both parties should be agreeable to the contents stated before signing at the bottom of the deal memo, as an acknowledgement of acceptance to the stated terms and conditions.

Working hours and payment rate must also be included besides the job responsibilities.

The deal memo template may have issues listed such as:

* Organization name

* Employee name

* Date of Employment

* Job Title

* Pay / Salary

* Job Scope

* Work Hours

* Employment Benefits

* Obligations

* Confidentiality clause

Depending on the job, the job scope may differ in different deal memos for different employees.

Consider the attached sample template for your convenience.

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Policy Memo Template

An organization may face many issues that need to be addressed quickly and properly; then, its decisions and policies must be conveyed to its staff for understanding and buy in to avoid any hiccups to the flow of processes or operation. Hence, a policy memorandum is important to convey the necessary as a useful notification to the employees on the stand of the management as of a certain date.

A policy memorandum, or memo for short, is made when the organization is impacted in a certain area. It could be a change in the marketing policy due to the changes of consumer needs identified. The organization would meet to discuss such issues before conveying their decision on the changes with a policy memo to its staff for their understanding and cooperation.

A policy memo is usually straightforward to its intention and objective. It is meant to execute its planned actions immediately for results to be reaped. There is usually an effective date where the policy takes effect. A policy memo template may take on the following format:

* Company Name and Logo

* MEMO

* To:

* From:

* C.C.

* Date:

* Subject:

* Issue on hand

* Issue background

* Policy enforcement

* Policy statement

* Policy procedure

* Policy consequences

* Date of effect

* Reporting Requirement

* References

A policy memo contents may change according to the need and objectives of the organization as directed by the management.

Consider the attached sample template for your convenience.

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Deal Memo Template

A Memo is usually sent to another individual or business associate with some information that is important or relevant for the recipient. It is a piece of important document that relates to both parties – sender and recipient.

A deal memo can be sent from the supplier of any goods to the recipient as a confirmation of the transaction agreed perhaps verbally. A deal memo records all the aspects of the acquisition such as listing the specific assets that are involved in this acquisition as well as the liabilities that are incurred. The deal may have some persons appointed as directors or some specific authority with regards to the deal. There could also be specific closing date of the deal as well as any due diligences and general representations that should be stated clearly in this acquisition. Specific closing conditions and costs with other relevant confidential information must be recorded. Good faith negotiations and interim actions may be listed.

The deal memo template may take on the following sections of information:

* Company Name and Address

* DEAL MEMO

* Dealer Name

* Acquisition info:

* Assets

* Fixed liabilities

* Directors’ appointment

* Closing date

* Due Diligence

* General representations

* Closing conditions

* Costs

* Confidential information

* Good faith negotiations

* Interim Action

* Witness column

* Signatories

The deal memo’s bottom states the witnesses of the deal and their signatories to confirm the terms of acquisition.

Consider the attached sample template for your convenience.

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Professional Memo Template

A Professional Memo is usually an internal circular which the organization’s authority sends down to its staff. It could be an announcement from the CEO or a company policy change from the Human Resource Department. Hence, it is a formal piece of document for all staff to note.

The professional memo template may take on the following format:

* Company Name and Logo

* MEMO

* To:

* From:

* Date:

* Subject:

The header portion lists the intended recipients of the memo and the sender of the memo at the ‘TO:’ and ‘FROM:’ columns respectively.

The template’s body usually lists the intention of the memo to its intended recipients. It can be written like any business letter that is professionally written in a formal format. Its contents serve to inform or update the recipients of the memo on matters that are related to the company.

No signature is normally required for an internal memo. It is usually short and kept to a page but at times, it can flow over to two pages. Other aspects of the Professional Memo such as “further clarifications” or “questions” are addressed in the body to refer to the appropriate authority, such as “For clarifications of the above new policy, please refer to…”; otherwise, all further enquiries are to be taken up by the sender of this Professional Memo.

There is no necessity to reply to a Professional memo formally as with a response letter or circular.

Consider the attached sample template for your convenience.

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Office Memo Template

An Office Memo is an internal circular of information from the organization’s authority to its staff. It could be a company wide announcement or a departmental memo.

The office memo template may take on the following format:

* Company Name and Logo

* Internal MEMO

* To:

* From:

* C.C.

* Date:

* Subject:

The header portion lists the intended recipients of the memo at the ‘TO:’ section, with the sender’s name at the ‘FROM:’ section. There is a ‘C.C.’ section where other authorities are kept informed of the memo contents; C.C. refers to ‘carbon copy’ which includes names of people who should be kept in the loop with the memo information. The Date section refers to the date which the office memo is sent out. The Subject or Reference section lists out the objective or topic of the office memo.

The office memo template’s body refers to the information that the sender wants to convey to its recipients.

There is no signature required in an office memo as the sender’s name is listed at the header. An office memo is usually precise in its contents. It is usually sent out to convey some updated information to the staff on a ‘to know’ basis. If clarifications are required, the staff will need to revert to the sender personally or with a mail. Questions arising from an office memo are treated similarly as with clarifications required. Hence, there is no necessity to reply to an office memo.

Consider the attached sample template for your convenience.

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Memo Template

A Memo is usually an internal circular which is sent to members of a department or group of people common to a cause or location. It is a simple sheet of paper that allows specific information to be disseminated from one source to the rest of the group. If it is a memo in a business environment, it is normally quite formal.

The memo template may take on the following format:

* Company Name and Logo

* MEMO

* To:

* From:

* C.C.

* Date:

* Subject:

The header portion lists the main recipients in which this memo is directed to at the ‘TO:’ section. The originator of this memo would identify him/herself with his/her name at the ‘FROM:’ section. A ‘C.C.’ section, which refers to ‘Carbon Copy’, lists the names of other people who are indirectly involved in the memo contents or subject on hand. It could be higher authorities who are kept informed of the dissemination of information in this memo, or it could be personnel who have some vested interested in the memo contents or subject.

The Subject section states the overview or topic of the information disseminated.

The memo’s body is just space which the sender is free to list down the necessary information that needs to be conveyed to the intended recipients.

An important memo may have the sender recording his signatory at the bottom of the memo for verification purposes, with his designation and contact details, for further clarifications by the recipients.

Consider the attached sample template for your convenience.

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Meeting Memo Template

A Meeting Memo is usually an internal circular informing the relevant staff of an upcoming meeting. It is called by the facilitator to the personnel related to the subject of the meeting. It is a simple memo which basically informs the involved workers to attend the upcoming meeting. The agenda and objectives of the meeting are stated for the attendees’ information and preparation.

The Meeting memo template may take on the following format:

* Company Name and Logo

* MEMO

* To:

* From:

* Date of meeting

* Time of meeting

* Venue of meeting

The header portion informs the attendees the basic logistic information pertaining to the upcoming meeting.

The body of the Meeting memo contains the following:

* Agenda for the Meeting

* Objectives of the Meeting

* Format of the Meeting

The Agenda is listed clearly so that the attendees can prepare to be participative in that meeting, and to come prepared with reports and updates to be presented, if applicable.

The objectives of the meeting are stated in the memo so that the attendees will be having the same mindset before and during the meeting to avoid confusion and diversion of thoughts.

The format of the meeting is listed down so that the attendees can be prepared to facilitate or participate accordingly. If it is an informal meeting, the attendees can be more relaxed or dressed down, whereas if the meeting is formal, the attendees must be professional in their presentation.

Consider the attached sample template for your convenience.

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Legal Memo Template

A Legal Memo is similar to any office memo except that it is circulated at a law or legal firm. A legal memo is an internal circular which is sent to its legal team working or client on a related case where the memo lists the progress of the case on hand.

The legal memo template header can list:

* Legal Memo

* To:

* From:

* Date:

* Ref:

The header portion tracks the originator of the memo with the Ref. column listing the case on hand.

The body of the legal memo template may identify:

* Brief of case

* Questions presented

* Facts about the case

* Issues for discussion

* Conclusion

The Brief of case column is to state briefly the case on hand for a quick review of the case in discussion. The Questions presented column lists the queries that crop up from the current findings on the case that need to be addressed.

The Facts column can state the findings to date, presenting sufficient and present evidence for or against the case.

The Issues for discussion column is the crucial portion of the legal memo where the legal team needs to put on their thinking cap and propose solutions for each of the identified issues. The conclusion section is to record the final thoughts and decisions made by the legal team that should be followed up.

The legal memo is usually presented to the legal team ahead of a possible meeting.

Consider the attached sample template for your convenience.

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Interoffice Memo Template

An interoffice memo is an internal circular sent from one department to another in a formal manner to convey certain information. It could be sent out of the need to track the progress of some inter-department event or project, where updates can be conveyed from one department to another.

An interoffice memo is a formal record of communication that has transpired between the departments involved. It is a useful document to update each department of an event that is relevant to the departments listed on the memo, without wasting time on meetings and phone calls.

The interoffice memo template may take on the following format:

* Company Name and Logo

* INTEROFFICE MEMO

* To:

* From:

* C.C.

* Date:

* Subject:

The header portion lists the main recipients which usually address the department heads at the ‘TO:’ section. The originator of this memo would identify him/herself with his/her name at the ‘FROM:’ section. A ‘C.C.’ section, which refers to ‘Carbon Copy’, lists the authorities who should be kept in the loop for the vested interest in the project or event between the departments.

The Subject section states the overview or topic of the information disseminated.

The template’s body allows the sender to list down the necessary and important update information for the benefit of those involved in the event or project. It can be hand written or typed out.

An important interoffice memo may have the sender signing off at the bottom of the memo for verification purposes.

Consider the attached sample template for your convenience.

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