Policy Memo Example

A policy memo or memorandum is a written message that is used to communicate important information internally which can include policies or office business or procedures effectively and in a professional manner within an organization.

How do you write a policy memo? 

A policy memo is usually used to request information or provide information internally within an organization. The key purpose of the memo should first be identify and the people receiving the memo. It should be written very clearly and in a way that is easy for employees to digest. When writing a memo it should be friendly yet professional, to avoid any misinterpretation of the message. If you are new in business dealings and facing difficulty to draft a business letter, then these guidelines are written especially for you.

1. First of all, mention a date in the letter.
2. Type the information of the sender on the top.
3. Add salutations.
4. Then type out the actual content of the business letter in the body section
5. Close the letter properly after the necessary communications and contents
6. Do your signatures at the end of a business letter.
7. It is recommended for you to type the name of the sender, his/her personal information, and contact.
8. Also mention a list of enclosures, only if it is required at a certain organization.

These are some points to be remembered when writing out a business memo letter. Now, a guideline becomes more effective if it is provided along with some examples. So, in the next section, a relevant example has been shared for you to embrace the above guidelines correctly. Memos are usually written in three parts, an introduction, a discussion and a conclusion.

Introduction (First paragraph):

In three-four sentences, propose the policy, policy change or new policy approach, or alternatively a solution for an observed organizational need, shortcoming or problem. Introduce, but don’t detail the steps required to move forward on the policy or organizational issue.

Subject: [Use this to focus the reader on the policy choice or organizational concern.]

Summary:

[In three-four sentences, propose the policy, policy change or new policy approach, or alternatively a solution for an observed organizational need, shortcoming or problem. Introduce, but don’t detail the steps required to move forward on the policy or organizational issue. Allude to the importance of the issue to the organization and whether immediate or longer-term action is required.

Discussion (Second Paragraph):

Explain any current or very recent development that leads you to make your recommendation.  Why is it necessary or desirable to make a change or take action? Explain the recommendation in greater depth, including whether it signifies a major departure for the organization or is consistent with past policy or process. Discuss how it would help promote the interests of the organization and possibly your key constituency.

Explain any current or very recent development that leads you to make your recommendation.  Why is it necessary or desirable to make a change or take action?

Explain the recommendation in greater depth, including whether it signifies a major departure for the organization or is consistent with past policy or process. 

Discuss how it would help promote the interests of the organization and possibly your key constituency

Examine any pitfalls or obstacles to what you are proposing, and explain how you would avoid these as well as the larger expected benefits of your proposal.  Discuss key players, in the U.S. and abroad (NOT in your organization), their likely reaction to your proposal, and whether they will likely support or obstruct your proposal.                                                             

Give some time frame for accomplishing the goals or change you have recommended.

Conclusion (Last Paragraph): 

Briefly outline steps to implement your proposed policy or organizational change, or steps to further examine the proposal.  Include mention of any sequence if you wish.

Recommended Actions:

Briefly outline steps to implement your proposed policy or organizational change, or steps to further examine the proposal.  Include mention of any sequence if you wish.

Sample Policy Memo:

Here is written an example Memo for you to understand the above guidelines clearly:

Dear {{Name}},

I'm writing to inform you that {{reason for writing memo}}.

As our company continues to grow … {{evidence or reason to support your opening paragraph}}.

Please let me know if you have any questions. In the meantime, I'd appreciate your cooperation as {{official business information}} takes place.

Yours sincerely,

These are some points to be remembered when writing out a business memo letter. Now, a guideline becomes more effective if it is provided along with some examples. So, in the next section, a relevant example has been shared for you to embrace the above guidelines correctly.  If you are looking for a memo template you can download and use this sample memo template, modifying it to your suit your needs. This Memo Template is fully customizable and can be used in Google Docs, MS Word or Pages format. Get this printable file now and personalize it according to your needs.

By incorporating these elements, you can be sure of a good start. This Policy Memo Example template is ready-made, printable and customizable, which makes it easy to create your own look and feel, regardless of what industry you’re in. Just download this Policy Memo Example template in Google Docs, MS Word format and you are ready to go!