Internal Memo Template

An internal memo is circular of information sent within the department, usually from the superior to its department team, announcing some information relevant to its department only. For example, the Production department may send an internal memo to inform its staff that the lights were found to be on one evening when no one was in the office.

Hence, issues that concern only that department can be conveyed to a small group of workers using an internal memo.

An internal memo template can then be simpler in structure and may even be of a smaller size, with limited information on it. The header may take on the following format:

* Company Name and Logo

* INTERNAL MEMO

* To:

* From:

* File Reference:

*Date:

* Subject:

The header portion lists the recipients and originator of the memo while the File Reference refers to the memo number or reference from the superior to its department workers. The Subject section states the objective of the internal memo.

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. It would list:

* The main content of the memo

* Actions required or requested

* Deadline for above actions

* Cooperation of department

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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Fax Memo Template

A Fax memo is just a memo that is faxed over to the recipient(s). It could be sent over to branches of the company all over the country or world. It could be an international meeting where the meeting invitees are from different places and a fax memo can be given to the meeting attendees with regards to a particular project or group activity.

A fax memo can contain information which serves as an update or instructions to inform its recipients of further action to be taken, upon receipt of the fax.

A fax memo copy is usually in black and white. There is no limit to the number of copies you can fax over or to any location you want, as long as the connections are available. The recipient’s fax machine should have sufficient cache to store any big transfer of information.

A fax template usually has the following components as header:

* Recipient’s fax number

* Sender’s fax number

* Date of fax

* Time of fax

* Total number of pages

The above information is standard on each page of the fax copies.

A faxed memo can be responded to with columns of response as per sender’s request. Hence, the body of the faxed memo template can cater for response boxes such as:

* Urgent

* Review

* Reply

The recipient can fax over the same sheet with his response indicated on the appropriate column. He can even add on his comments.

Consider the attached sample template for your convenience.

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Memo Format Template

A Memo is an internal circular among company employees whether company-wide or by department. A memo states some important information concerning the business or company that the relevant employees must be updated with. The memo format can be simple and straightforward. It can be computerized to allow easy adjustments to its template for insertion of information.

The memo format template may take on the following format:

* Company Name and Logo

* MEMO

* To:

* From:

* C.C.

* Date:

* Subject:

The Company name and logo are usually pre-printed on the memo format template. The user is directed to the “TO:” portion for filling in the recipients’ names before moving to the “FROM:” portion whereby the sender enters his own name, identifying himself as the issuer or sender of the memo. The ‘C.C.’ section, which means ‘Carbon Copy’, lists the names of other people who need to be kept in the loop of this memo. You can enter as many names for the “TO:” and “C.C.” as you need to.

The Date refers to the date in which the memo is sent while the Subject portion records the objective of the memo.

In a computerized memo format template, you will be directed to the memo’s body with a click of the button to start typing in your information. There is really no limit to what you want to type to convey your message to your recipients in an electronic memo.

Consider the attached sample template for your convenience.

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Debit Memo Template

Debit memos are essential to any company that is in operation. A debit memo functions like an invoice where a company is ‘billed’ for some services rendered or goods sold by another company. But the difference is that the billing is made internally; the bill is conveyed from one department or branch of a company to another department or branch of the same company.

Hence, a debit memo is an internal billing within the company to record one department/branch’s services or sales to another department/branch of the same company.

There may be no physical payment with a debit memo although the internal financial sheets of the company record the transaction clearly. A debit memo reflects the operation between the different parts of the company for a truer financial condition.

Hence, a debit memo template may contain similar columns of information that is found on an invoice template, such as:

* Department or Branch name

* Department or Branch address & contact information

* Debit memo number

The debit memo also records information such as reason for raising a debit memo; this allows the department or branch head to approve or be updated on the transaction that has taken place. This piece of document also allows the internal auditor to track the internal activity.

The body of the Debit memo template is also similar to an invoice body with the following columns of information:

* Item

* Description

* Quantity

* Unit Price

* Total Price

Consider the attached sample template for your convenience.

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Credit Memo Template

Credit memos are necessary in any company in operation with many departments or branches. A credit memo functions like a sales invoice where one department or branch is ‘credited’ or ‘paid’ for some services rendered or goods passed on to another department or branch of the same company.

Hence, a credit memo is an internal billing within the company to record one department/branch’s services or sales to another department/branch of the same company.

There may not be any physical payment when a credit memo is raised by one department to another. However, the internal accounts track the transaction between the departments to monitor the flow of finances and workload between the departments or branches of the company.

A credit memo template may contain similar columns of information that is found on an invoice template, such as:

* Department or Branch name

* Department or Branch address & contact information

* Credit memo number

* Date of Issue

The credit memo also records information such as reason for raising a credit memo, so that the internal auditor is able to track this activity or internal transaction.

The body of the Credit memo template is similar to an invoice body with the following columns of information:

* Item

* Description

* Quantity

* Unit Price

* Total Price

A credit memo may contain the department head’s name and signature to indicate his approval of such a memo raised from his department to another.

Consider the attached sample template for your convenience.

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Business Memo Template

A business memo is an internal memorandum circulated in an office with news for the company staff. It could contain news of the company’s latest achievements or products; it could convey new regulations and policies that the company has confirmed in adopting.

A business memo is usually sent from the top authority of the organization to all levels below. It could also be sent within a department from the department head to its department staff on matters with regards to that particular department only.

A business memo can also be sent between departments that require some cooperation on some office matters. Inter-department memos are usually by the department heads.

The business 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 which usually address the department heads or staff 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 state the desired information to be conveyed to the memo’s recipients. The business memo can be regarded as a formal document in the office.

Consider the attached sample template for your convenience.

 

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