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. Annual physical examination, November 23–27 - 6The reminder
e.g. This is a reminder that the company's annual physical examination for 2026 will be held at the Pasig office, 3rd floor training room, from November 23 to 27, 8:00 a.m. to 12:00 noon. Please sign up for a schedule with your department secretary.
A reminder people act on
Put the deadline where the eye lands, say exactly what to do, and make it easy to comply.
- The deadline with the day of the week ("Thursday, November 19").
- Where or to whom to submit.
- A short checklist of what to bring or prepare.
- What happens if the deadline is missed — stated plainly, not as a threat.
Before you send it
Read it once as the person receiving it.
- Is the subject specific ("Office closed on November 30"), not vague ("Announcement")?
- Are dates written in full, with the day of the week?
- Is it clear who must act and by when?
- Post it, email it, or have it signed as received — keep a copy on file.
Questions people ask
How early should a reminder go out?
About a week before the deadline for routine submissions, and again two days before. For year-end tax papers (BIR Form 2316, substituted filing) or government contributions, give at least two weeks.
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.