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Share updates and reminders within an organization using professionally crafted business memos. From making new product announcements to sharing urgent organization-wide messages, use memorandums to deliver clear, direct messages, in an easy-to-read communication format.
This versatile internal communication tool is extremely useful to keep in a library of ready-to-use memo examples so managers, human resources, legal, and other functions can edit and adapt when required. With AI features in Word, there’s no need to write a memo from scratch. Using Copilot in Word, anyone can draft, structure, design, and format a memo template which can be saved and reused.
Learn how to create impactful business memos for the workplace using memo templates and AI with Microsoft Word online.
The best memo format and structure
An effective memo is short, structured, and digestible. The goal is for employees and recipients to read the priority information quickly and be able to act on it. That’s why clear formatting, such as using clear structuring with short paragraphs, is key to making it effective. Every good memo template should follow this format and structure:
Heading: write the word “MEMO” in your organization’s approved font style at the top of the notice. Traditionally, the title is written in all capital letters to capture the attention of readers and signal urgency when shared, printed, or distributed online.
Recipient: include the name of the group, organizational department, or full name and job title of the person receiving the memo. Ensure team names or employee groups are labelled correctly to avoid any confusion.
Sender: add the name of the writer with the job title specified, so readers know who authored the memo. Some memos can be sent out on behalf of a company function, so include that detail for clarity. This is especially useful if readers need contacts for follow-up questions.
CC or additional recipients (optional): this is an optional section in case there are any additional recipients who need visibility. For example, the legal department could be added to a memo about a new customer refund scheme that the sales team can use.
Date: always mention the full date as it helps file the memo for future reference. Use the date format accepted in the organization to avoid any confusion about deadlines or effective date of announcements.
Subject line: write a clear and specific phrase to summarize the memo’s key topic. The subject line can include terms like “new”, “updated”, “cancelled”, or “reminder” at the start to draw attention to the message type.
Message body: draft the key message, share an update, or write step-by-step instructions to inform recipients in the memo. Maintain brevity and clarity by dividing information into three short paragraphs. Utilize dot points when the message includes a checklist or list of considerations. Ideally, memo authors should use direct language and action verbs to make memos easy to scan and understand at a glance.
Attachments (optional): some business memos allude to upcoming changes in the organization, such as service changes, contract changes, or organization-wide meeting notes. Such memos can benefit from having supporting documents like meeting agendas, or pre-reads like presentations, business proposal plans, service terms and conditions, among other documents.
How to write a memo with AI in Word
Speed up memo writing using Copilot in Word. Copilot in Word can quickly draft a memo template in Word, turning urgent business memo or a legal memo needs into a polished first draft in minutes. Use AI to draft from scratch or depend on it to condense information with full context about your organization. It automatically includes standard memo elements like To, From, Date, Subject, and organizes content clearly. Here’s how to write a memo using Copilot.
Open a Word document and enable Copilot in Word from the ribbon or right-hand icon.
Start chatting to AI to explain memo drafting requirements, sharing information about the topic and message specifics. Further attach reference documents like presentations, OneDrive files, and recent emails using the plus button in Copilot chat.
Share the audience or department name so Copilot can use relevant work terms while following the organization’s tone of voice.
Review the memo created and request language or formatting changes if needed.
Share the AI-generated memo draft using email or print to distribute widely. Alternatively, use the share button in Word to generate a secure, shareable link to the document.
Copilot prompt examples: “write a memo to all employees about updated remote work guidelines effective from Monday, referring to the email sent by headquarters.”
“Generate a memo for the junior finance team summarizing Q4 budget changes. Refer to the budget tracker spreadsheet in Excel for the data points.”
"Create an internal memo template for the marketing team announcing a new social media campaign launch. Include To, From, Date, and Subject in the header. Use a professional tone, keep it under 200 words, and add bullet points for key campaign details such as launch date, target platforms, and responsibilities."
How to write a memo using a free template
Open Word online and explore professional memo templates.
Select the free memo template like ‘business memo format’ or ‘legal memo format’ to start customizing.
Replace the memo example title and body text with key business details.
Utilize Copilot to enhance the writing by suggesting action verbs and tone improvements.
Upload brand logo, update the color scheme, and add the company letterhead.
Save and share the memo online or print and distribute memos across the organization.
Now that it’s clear how to make a memo template with AI, get started with drafting documents in Microsoft Word.
Continue exploring how to speed up work like writing meeting agendas and creating consistent SOP templates for business in Word.
Frequently asked questions
Can Copilot rewrite an existing memo?
Copilot in Word can rewrite existing memos easily. Just open the memo document, highlight the text, and use the auto rewrite feature to improve the writing. Provide additional instructions using prompts like “make this memo more formal and concise,” “add bullet points for clarity,” or “shorten to under 150 words.” Copilot will keep the original meaning while improving tone, structure, and readability.
Can I include hyperlinks to a memorandum?
Hyperlinks allow readers to access supporting documents and reference material directly from an online memo, so they can be placed in the attachments section. Remember, hyperlinks will not be useful for a memo that will be printed for distribution.
Why should I write a memo?
Memos are a tried-and-tested tool for sharing information in concise and quick way across the organization, as compared to drafting an email.
Can I reuse a memo template?
Memos follow a tight structure which means a memo template can be adapted to suit different communication needs, from announcements to reminders. Reusing a template saves time as the organization's letterhead, branding elements, font style, all remain applied ensuring the memo looks consistent with past memos.
