How to fill in this office memo
- 1Company name
e.g. Lim & Sons Trading Corp. - 2Company address
e.g. 2/F 117 Shaw Blvd., Pasig City - 3To
e.g. All Employees - 4Date
e.g. November 12, 2026 - 5Subject
e.g. Policy on attendance and tardiness - 6Takes effect on
e.g. December 1, 2026
Making a new policy stick
A rule is enforceable when it is reasonable, related to the work, made known to employees before it applies, and applied the same way to everyone. A memo with a clear effectivity date and a signed acknowledgment proves the third.
Give employees time between the memo date and the effectivity date, and have each one sign a copy as received. Keep the signed copies in their files.
Writing the rules
Number the rules so they can be cited, one rule per number.
- Say exactly what is required ("after 8:10 a.m."), not "be punctual".
- Say what happens on a violation, or point to the Code of Conduct.
- Name the memo it replaces, if any.
- Say who answers questions.
Questions people ask
Can an employee be penalized under a new policy right away?
Only after it takes effect and was made known to them. Before any penalty, the Labor Code's due process applies: a written notice stating the violation, a real chance to explain, and a written decision. This paper is not legal advice; for a serious penalty, consult a lawyer or DOLE.
Does the employee have to agree to the policy?
A reasonable rule within management prerogative does not need consent, but it must be made known. The acknowledgment line proves the employee received and read it — not that they agreed.
How should a memo be addressed?
TO names the people who must act ("All Employees", "All Branch Supervisors", or one person with their position). CC names those who only need to know. FROM is the person who signs, with their position, and the SUBJECT says the point in a few words.
Does a memo need a number?
It is not required, but numbering memos by year (2026-014) makes them easy to cite later — in a notice to explain, an audit, or a new memo that amends an old one.
Can I keep my letterhead for the next memo?
Yes. Save the memo to My Desk; next time open it, change the number, the date and the body, and download. Saved papers are encrypted — we never read them.
This page explains common practice and is not legal advice. Offices set their own rules — when in doubt, call ahead or ask your notary or lawyer.