3 Surefire Meeting Memo Examples to Make Your Next Gathering a Success

Guess what, meeting organizers! You don't have to be a professional writer to compose an effective business meeting memo. In this blog post, we'll provide examples of some of the best meeting memorandums out there. So take a deep breath, relax, and let's get started.

3 Surefire Meeting Memo Examples to Make Your Next Gathering a Success

The basics: what is a meeting memo?

If you've never written a meeting memo before, don't worry - it's not as difficult as it sounds. A memo (or memorandum, the full form) is simply a document that summarizes the key meeting details. Memos are typically circulated before and after the event so that everyone has a record of what was discussed and agreed upon. While such notes can be helpful, they're not always necessary. In some cases, an event may be too informal to warrant a memo. But in other cases, this can be a valuable way to ensure everyone's on the same page and that important details are not forgotten.

What to include in a memo?

Most people think of memos as being short and to the point. And while it's true that they should be brief, that's not all. A well-written message can be a powerful tool for getting your point across. So what should you include in it?

1) The first element is the name of the event, something like "HR Team Meeting Memo" or "Board Meeting Memorandum".

2) Next is the "To" field, which indicates to who the message is addressed.

3) Then, the "From" field, which includes the name and contact information of the person sending the document.

4) The "Date" field indicates when the memo was sent.

5) Then follows a brief description of the memo's purpose. This will help your readers understand why they're reading this notice and what they should be looking for.

6) Next, include the main body of the memorandum. This is where you add all the significant information related to the notice's purpose: subject, participants, location, summary, objectives, and action items.

7) Finally, remember to include a call to action. This is where you'll tell your readers what you want them to do with the information above.

Assuming you're satisfied with the content of the resulting document, the last thing to do is to sign it. Just add your name and a position.

What is the best memo format?

There's no one-size-fits-all answer to this question - it all depends on your company's specific needs and preferences. However, there are a few general guidelines to help you effectively write memos.

How to write a great memo for an upcoming meeting

1) Make sure your memo has a clear purpose

When you begin writing a memorandum, it's essential to have a clear purpose in mind. Ask yourself: what am I trying to communicate? Be as specific as possible and add your goal in the opening paragraph of your notice. Whether you're sharing information, requesting action, or suggesting a new idea, your goal should be clear from the start. This will help ensure your writings are concise and on-point and that they'll get the results you're hoping for.

2) Keep your memo short and sweet

It can be tempting to ramble on in your message, but doing so is often counter-productive. If your document is too long, chances are your readers will lose interest and tune out before they get to the end. So when it comes to memos, shorter is almost always better.

3) Use simple language that everyone can understand

Another crucial thing to bear in mind when composing memos is to use language, which is easy to understand. Avoid technical jargon or industry-specific terms that not everyone will be familiar with. Using simple language will help to avoid any confusion or misunderstanding.

4) Stick to the facts

This can be difficult, especially if you're passionate about the subject, but it's crucial to remain objective. Thus, you should include only the most relevant information, leaving out any personal opinions, emotions, or unnecessary details. If you can stick to the facts and avoid any personal bias, you'll be able to have more productive meetings. Your colleagues will also appreciate your ability to see both sides of every issue.

5) Use bullet points and a list format

To make your memos more effective, use bullet points and a list format to highlight the most important information. This will make it easier for your readers to scan the memo and find the information they need. This is especially important if you're sending a note to a busy executive who doesn't have time to read a long, rambling message.

6) Don't forget to proofread

As you're writing your meeting memo, don't forget to proofread it before you send it out. A couple of quick spelling and grammar checks can make a big difference in how your message is received.

7) Have someone else read your memo and give feedback

Whether your note is for internal communication only or external use, proofreading is key. If you have time, let someone else take a look at your notes. Another set of eyes can often spot things you might have missed, but your readers obviously will.

Meeting memorandum: 3 best samples

Still, the best way to create an effective memo is to have a well-thought-out meeting memo template at hand (for example, saved on Google Docs or Microsoft Word). You can take it to the conference room, use it offline or online on Whoosh, grab all the points necessary to mention in your future memo, and, as a result, save time later trying to remember what was discussed there.

So without further ado, here are three of the best free memo templates that you can use to make your jottings more efficient:

  • Staff meeting memo sample



All Staff




Staff meeting




Hello everyone,


I hope you're all doing well. I wanted to touch base and remind you of our staff meeting on [date]. Please come prepared with any questions or concerns you may have. We'll also be discussing our plans for the upcoming quarter.


I'm looking forward to seeing you all soon.




[Your name]

  • Board meeting memo sample



All board members


[Name], [position]




Next Board Meeting


I wanted to let everyone know that the next board meeting will be held on [date] at [time] in [location]. [name] will be presenting the latest sales figures and [name] will be giving an update on the progress of the new marketing campaign.


As always, if you have any questions or concerns, please let me know. I look forward to seeing everyone at the meeting.


Best regards,


  • Team meeting memo sample







Upcoming team meeting






Hello team,


Our next team meeting will be on [date] at [time] in [location].


Here's what we'll be covering:


- Updates on the progress of our current project

- New business opportunities

- Plans for the upcoming quarter

- Any other items that need to be discussed


Please come prepared with any questions or comments you may have.


Thank you,



Let's practice!

Now that you've seen a few examples of successful meeting memos, it's your turn to put pen to paper (or fingers to keyboard) and write your own! A well-crafted memo can make all the difference in the world when it comes to getting the most out of your next gathering. So go ahead and give it a shot - you might be surprised at the results.

Subscribe to our newsletter