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Business Memo Template: Format and Example

A business memo is a short internal document about one subject: who it is for, the point stated first, the background in a paragraph, the details, and what each reader needs to do. It is how a team learns about a policy change, a decision or a request without a meeting, and it is read on a phone between two other things.

Get these right before you write

  1. 1Put the decision or request in the first two sentences; many readers stop there.
  2. 2One memo, one subject; a second subject gets a second memo.
  3. 3Make the subject line say what changes: β€œNew expense limits from 1 March”.
  4. 4End with what each reader must do and by when, then who answers questions.

Structure

The document opens with these headings and blanks.

Memo
To: [...]
From: [...]
Date: [...]
Subject: [...]
[The point, decision or request in two sentences.]
##Background
[Why this, why now; brief.]
##Details
[...]
##What you need to do
[who, what, by when]
[Questions: who to ask.]

A complete example

Written by the AI from this brief, exactly as the workbench would write yours:

A memo from Grace Liu, head of operations, to all staff of a 120-person design agency, dated 1 February 2027: from 1 March the office moves to a hybrid schedule with Tuesdays and Thursdays as in-office days; desks become bookable through the existing booking tool; the reason is that 40% of desks were empty on an average day last quarter; staff must book their desks for March by 20 February; questions to the operations team.

Memo: Move to a Hybrid Schedule from 1 March

To: All staff From: Grace Liu, Head of Operations Date: 1 February 2027 Subject: Hybrid working schedule and desk booking from 1 March 2027

Decision

From 1 March 2027 the agency moves to a hybrid schedule. Tuesdays and Thursdays are in-office days for everyone; the remaining weekdays can be worked remotely or in the office. From the same date, all desks become bookable through our existing booking tool.

Background

Last quarter, 40% of desks were empty on an average day. The space is not being used as it was planned, and the current fixed-desk setup makes it hard to adjust. A shared in-office rhythm keeps the team together on the days that matter, while bookable desks let us match space to actual use.

How it works

Item Detail
In-office days Tuesdays and Thursdays, every week
Other days Remote or office, your choice (book a desk if you come in)
Desks No fixed desks; book through the existing booking tool
Start date 1 March 2027

Any changes to how teams, meeting rooms or storage are arranged will be confirmed before 1 March. [confirmation needed]

What you must do

  • Book your desks for March by 20 February 2027 using the existing booking tool, including Tuesdays and Thursdays.
  • Plan your remaining days with your team lead so coverage is clear.

Questions

Please send any questions to the operations team.

Names, figures and dates in the example are made up for illustration.

How it works

  1. 1Open the template: a document with the skeleton and the brief appears.
  2. 2Add one line about your case to the brief, or attach your notes as sources, and press First draft.
  3. 3Edit directly, or ask the AI to tighten, expand or translate any passage; every AI change is reviewed before it lands.
✨ Write one from this template

Questions

Can I use the example as it is?
The example shows the shape and tone; its names and figures are made up. Open the template and give the AI your own facts, and it writes yours in the same shape.
Does it work in English and Chinese?
Yes. The document is written in the language of your brief, and any passage can be translated afterwards.
Is it free?
Writing is billed by the tokens used, usually a few credits per draft; the template, the skeleton and the editor cost nothing.

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