TYPES OF MEMO
WRITING
WITH EXAMPLES
TYPES OF MEMO WRITING
Informational Directive Request
memos memos memos
Ideas and
Confirmation Periodic
suggestions
memos report memos
memos
Informal
study results
memos
TYPES OF MEMO WRITING
1) Informational Memos: Which provide information or updates.
2) Directive Memo: Which gives instructions.
3) Request memos: which ask for a favorable response to a request.
4) Confirmation memos: which confirm verbal agreements in writing.
5) Periodic report memos: which regularly report data and are designed as fill-in forms.
6) Ideas and suggestions memos: which tactfully present suggestions for change using
headings.
7) Informal study results memos: which present study findings and conclusions in an easy-
to-read format using headings.
Informational Memo
This type of memo is used to provide updates or important information to a group of people within
an organization. Informational memos might announce new policies, procedures, or any changes
within the organization that employees need to know about.
Example of Informational Memo
MEMORANDUM
To: All Department Heads
From: Carlos Gomez, Chief Operating Officer
Date: May 9, 2024
Subject: New Office Hours Policy
Effective July 1, 2024, our company will be implementing new office hours. The
updated hours of operation will be from 8:00 AM to 5:00 PM, Monday through
Friday. This change is intended to streamline our operations and better align our
business with industry standards.
Please communicate this change to your teams and update all relevant
schedules accordingly. We appreciate your cooperation in ensuring a smooth
transition to the new office hours.
For any concerns or further clarification, please do not hesitate to contact the
Operations Department.
Thank you,
Carlos Gomez
Directive Memo
Directive memos are used to give instructions or to request actions from employees.
These memos are authoritative and often outline steps that the recipient must follow.
Examples include instructions for completing a task, reminders about deadlines, or
guidelines for upcoming projects.
Example of Directive Memo
MEMORANDUM
To: All Staff Members
From: Angela White, Director of Compliance
Date: May 9, 2024
Subject: Mandatory Compliance Training Reminder
This memo serves as a reminder that all employees are required to complete the
annual compliance training by May 31, 2024. This training is mandatory and
essential for ensuring our company remains compliant with industry regulations and
standards.
Please ensure you complete the training on our learning portal and submit your
certification by the deadline. Failure to comply may result in disciplinary action,
including possible exclusion from certain projects.
Thank you for your attention to this important matter.
Best regards,
Angela White
Request Memo
• The objective of these types of memos is to gain a favorable response to a request. A request memo
should use persuasive language because the end goal is to convince others. For example, let’s say
you have come across a business conference that’s relevant to your position. You’ll send a request
memo to convince your manager to allow you to attend this conference. A few key pointers you
may want to keep in mind while writing a request memo are:
• State the request clearly
• Justify your request with proper reasons
• Explain or justify any financial costs that the organization will have to bear
• Present your recommendations for action
• Keep your language and tone formal and neutral
Example of Request Memo
MEMORANDUM
To: Management Team
From: Team Leader
Date: July 13, 2025
Subject: Request for Purchase of New Laptops
Dear Management Team,
This memo is to formally request the purchase of new laptops for the engineering team. Our current laptops are outdated and
experiencing performance issues, hindering our ability to complete project tasks efficiently.
The engineering team is currently working on several critical projects with tight deadlines. The outdated laptops are causing delays
and impacting productivity. Upgrading to new laptops will allow the team to work more efficiently, meet deadlines, and ultimately
contribute to the company's success.
We are requesting the purchase of five new laptops with the following specifications:
o Laptop Core I7
o 7th generation
o 500 GB hard disc
o 12 GB Ram
We believe these laptops will meet our current and future needs.
Please approve the purchase of these laptops. We appreciate your consideration and support.
Thank you,
[Aysha]
Confirmation Memo
• These memos are used to confirm in writing something that has been agreed to verbally. Examples of these
types of memos can be observed in situations that need agreement between two or more parties. For
instance, you agree to finish your project on time if your manager agrees to let you hire three interns. A few
things to remember when confirming agreements in writing are:
• Highlight the significant and important details that were agreed to verbally
• Be specific in your demands and targets
• Ask for feedback on any unclear or misunderstood points
Example of Confirmation Memo
MEMORANDUM
To: The Principal, UOB, Quetta.
From: The Director HEC.
Date: July 13, 2025
Subject: Confirmation of Meeting Regarding Examinations.
This memo confirms our meeting regarding Examination
The meeting will be held on:
• Date: July 16, 2025
• Time: 10:00 AM - 11:00 AM
• Location: Conference Room A
The agenda for the meeting includes:
• Preparation of papers.
• Arrangement and allotment of examination halls.
• Assignment o tasks.
Please review the agenda in advance and come prepared to discuss the listed topics.
If you have any questions, please contact Aslam at 0335-------- .
Sincerely,
Akbar,
Confirmation Memo
A periodic report is a document that companies create to provide regular
updates about a company’s business operations, projects, department, client work, etc.
It serves to provide the audience with the necessary details to get an understanding of
the current status of an ongoing project or company.
A periodic report is sent at regular intervals or periods, such as daily, weekly, monthly,
and so on. Sometimes, it’s even referred to as a recurring report.
Be clear and concise: Use simple language and avoid jargon.
Organize information logically: Use headings, subheadings, and bullet points.
Quantify results when possible: Use numbers, charts, and graphs to illustrate progress.
Maintain consistency: Use the same format and template for each report.
Proofread carefully: Ensure accuracy and clarity.
Example of Periodic Memo
MEMORANDUM
To: The Director, PD & R.
From: The contractor.
Date: July 13, 2025
Subject: Monthly Project X Progress Report
This memo provides a monthly update on Project X, covering activities from June 16, 2025, to July 15, 2025.
Project Status:
• Milestone 1: Completed on schedule. Testing phase is underway.
• Milestone 2: Slightly delayed due to unforeseen technical issues. Mitigation strategies are being implemented.
• Milestone 3: On track, with initial design phase completed.
Key Accomplishments:
• Successfully integrated the new database system.
• Completed user training for the updated software.
Challenges:
• The delay in Milestone 2 impacted the overall project timeline.
• Further delays may occur if the technical issues are not resolved quickly.
Future Plans:
• Focus on resolving the technical issues for Milestone 2.
• Continue with the testing and integration phases for the remaining milestones.
• Prepare a detailed risk assessment report for the project.
The project is progressing with some minor setbacks. Addressing the technical issues is critical to avoid further delays.
Aslam
xvz@[Link]
03-------------.
Ideas and Suggestion
Memo
An ideas and suggestion memo is a type of memo used to present ideas or suggestions for improvement
or problem-solving within an organization. It typically includes a clear statement of the issue, potential
solutions, and supporting rationale.
Heading:
Include "MEMORANDUM" at the top.
Clearly state "To:", "From:", "Date:", and "Subject:".
The subject line should be concise and clearly indicate the memo's purpose.
2. Purpose:
Begin with a concise statement explaining the memo's objective, such as proposing a solution to a problem or suggesting an
improvement.
Provide background information if necessary to clarify the context of the ideas/suggestions.
3. Ideas/Suggestions:
Present your ideas/suggestions in a clear and organized manner.
Use headings and subheadings to categorize related ideas.
Use bullet points or numbered lists to enhance clarity and readability, especially when presenting multiple suggestions.
4. Supporting Rationale:
Explain why your ideas/suggestions are beneficial and how they address the issue at hand.
Provide evidence, data, or logical reasoning to support your recommendations.
If applicable, discuss potential benefits, challenges, and expected outcomes.
5. Conclusion/Call to Action:
Summarize your main points and reiterate the recommended course of action.
If a specific action is requested from the recipient, clearly state it.
End with a professional closing, such as "Thank you," or "Sincerely
Example of Suggestion Memo
MEMORANDUM
To: Project Team
From: Project Manager
Date: July 13, 2025
Subject: Ideas for Improving Project Timeline Efficiency
This memo outlines suggestions for improving the efficiency of our current project timeline.
The current project timeline is facing delays due to communication issues. I believe that by implementing the following suggestions, we can significantly improve our efficiency and get back
on track.
Suggestion 1: Streamlined Communication:
* Implement a daily stand-up meeting to address urgent issues and track progress.
* Utilize a shared project management tool (e.g., Asana, Trello) for task management and communication.
* Establish clear communication channels for each team member.
**Suggestion 2: Resource Optimization**
* Re-evaluate the allocation of resources to ensure optimal utilization.
* Identify and address bottlenecks in the workflow.
* Consider outsourcing tasks that are outside our core expertise.
**Suggestion 3: Enhanced Training and Support**
* Provide targeted training to team members on relevant tools and processes.
* Offer ongoing support and mentorship to ensure team members are equipped to handle challenges.
These suggestions are intended to address the identified issues and promote a more efficient and productive project workflow. I am confident that by implementing these changes, we can get
back on schedule and achieve our project goals.
Thank you for your time and consideration.
Informal Study Results
Memo
Organizational personnel are sometimes asked to write the results of an informal study in a
memo. The objective of the message is to present the information in an easy-to-read,
understandable form. To this end.
Follow the guidelines listed below:
a. State the purpose at the beginning (and stick to it).
b. Use headings and sub-headings to make the reading as easy as possible. Present data in a
“Findings” section and interpret it in another called “Conclusions”(or other similar
terms).
c. Be specific. Stay on the point and address different issues one by one, systematically
d. Unless there is good reason to do otherwise, write the memo in informal language and
use personal pronouns.
Example of Informal Study Results
Memo
MEMORANDUM
To: Project Team
From: Engineer xvz.
Date: July 13, 2025
Subject: Informal Report on Project X- Preliminary Results
This memo summarizes the preliminary results of our recent study on [briefly state the study's objective]. The study focused on [mention key aspects of the
study.
**Methods*
The study involved [briefly describe the methodology, e.g., surveys, interviews, data analysis]. A total of [number] participants were involved in the
[mention type of method, e.g., survey] portion of the study.
**Results**
* **Finding 1:** [Present the first finding with supporting data or details. E.g., "75% of respondents indicated a preference for online training."] [1, 2]
* **Finding 2:** [Present the second finding. E.g., "The average time spent on the online module was 45 minutes."] [1, 2]
* **Finding 3:** [Present the third finding. E.g., "Qualitative feedback highlighted the need for more interactive elements in the training."] [1, 2]
**Discussion**
The findings suggest that [summarize the implications of the results]. Further analysis is needed to [mention next steps or areas for further investigation].
**Recommendations**
* [Suggest actionable steps based on the results. E.g., "Consider incorporating interactive elements into the online training."]
* [Suggest further research. E.g., "Investigate the correlation between training duration and knowledge retention."]
THANK YOU
