English Writing Tasks For Memo Style

Writing Practice Tasks
1. Informing employees about a new policy
To: All Employees
From: Mr. Lee, Human Resources Department
Subject: New Policy on Remote Work
Dear Colleagues,
We are pleased to announce that we have implemented a new policy on remote work,
effective from July 1, 2023. This policy allows employees to work from home for up
to two days per week.
The purpose of this policy is to provide more flexibility and convenience for our
employees, while maintaining productivity and quality standards. We believe that this
policy will benefit both the employees and the company in the long run.
Please refer to the attached document for more details on the eligibility criteria,
application process, and guidelines for remote work. If you have any questions or
concerns, please contact your manager or the HR department.
Thank you for your cooperation and understanding.
Best regards,
Mr. Lee
2. Reminding employees about an upcoming deadline
To: All Employees
From: John Smith, Project Manager
Subject: Deadline for Quarterly Report
Dear Colleagues,
As you know, the deadline for submitting the quarterly report is June 15, 2023. This
report is very important for evaluating our performance and progress in the past three
months. Therefore, I urge you to complete your assigned tasks and submit your


sections of the report to me by June 12, 2023. This will give me enough time to
review, edit, and compile the final report.
Please follow the guidelines and format that we agreed on in the last meeting. If you

have any questions or concerns, please contact me as soon as possible. I appreciate
your cooperation and hard work.
Best regards,
John Smith
3. Announcing a change in the organizational structure
To: All Employees
From: Jane Smith, Director of Human Resources
Subject: Organizational Structure Change
Dear Colleagues,
We are writing to inform you of a change in the organizational structure of our
company. Effective July 1, 2023, we will be merging the Marketing and Sales
departments into one unit called the Marketing and Sales Division. This change is
intended to streamline our operations, improve communication, and increase
efficiency.
The new division will be led by John Doe, who has been appointed as the Vice
President of Marketing and Sales. John has over 10 years of experience in both fields
and has demonstrated outstanding leadership and innovation skills. He will report
directly to the CEO and will oversee all aspects of marketing and sales operations.
As a result of this change, some roles and responsibilities within the Marketing and
Sales departments will be adjusted or reassigned. We will provide more details on
these changes in the coming weeks. We appreciate your cooperation and support
during this transition period. If you have any questions or concerns, please contact
John Doe at
Thank you for your continued dedication and hard work.
Best regards,


Jane Smith
4. Notifying employees about a new benefit or perk
To: All Employees

From: Jane Smith, Human Resources Manager
Subject: New Benefit: Flexible Work Hours
Dear Colleagues,
We are pleased to announce that starting from July 1, 2023, all employees will have
the option to choose their own work hours within certain limits. This new benefit is
designed to promote work – life balance and employee satisfaction.
Flexible work hours mean that you can adjust your start and end times according to
your preferences and needs, as long as you work for at least eight hours per day and
are available for meetings and calls during the core hours of 10 a.m. to 2 p.m. You can
also choose to work remotely for up to two days per week, with prior approval from
your supervisor.
To take advantage of this new benefit, you will need to fill out a flexible work hours
request form and submit it to your supervisor at least one week before the start of each
month. Your supervisor will review your request and notify you of the approval or
denial within three business days.
We hope that this new benefit will help you achieve a better balance between your
personal and professional goals. If you have any questions or concerns, please contact
the Human Resources Department at or call extension 1234.
Thank you for your hard work and dedication.
Best regards,
Jane Smith
5. Requesting employees to attend a meeting or training session
To: All Employees
From: Jane Smith, Director of Human Resources


Subject: Mandatory Training Session on Workplace Safety
Date: June 9, 2023
Dear Colleagues,
I am writing to inform you that there will be a mandatory training session on

workplace safety next Monday, June 16, from 10 a.m. to 12 p.m. in the conference
room. This training session is part of our ongoing efforts to ensure a safe and healthy
work environment for everyone.
The training session will cover the following topics:
- How to prevent and report accidents and injuries.
- How to use personal protective equipment and emergency kits.
- How to follow safety procedures and regulations.
- How to respond to fire alarms and evacuation drills.
All employees are required to attend this training session and sign the attendance
sheet.

If

you

have

any

questions

or

concerns,


Thank you for your cooperation and participation.
Best regards,
Jane Smith
6. Informing employees about a new project or initiative

To: All Employees
From: Jane Smith, Project Manager
Subject: New Project: Green Office Initiative
Date: June 9, 2023
Dear Colleagues,

please

contact

me

at


I am pleased to announce that our company has launched a new project called the
Green Office Initiative. The goal of this project is to reduce our environmental impact
and save costs by implementing various green practices in our daily operations.

Some of the practices that we will adopt include:
- Reducing paper consumption by using digital documents and recycling paper waste.
- Switching to energy – efficient lighting and appliances and turning them off when not
in use.
- Purchasing eco – friendly office supplies and equipments.
The Green Office Initiative will start from July 1, 2023 and will run for six months.
During this period, we will monitor our progress and evaluate the benefits of the
project. We will also solicit feedback and suggestions from you on how to improve our
green efforts.
We hope that you will join us in this project and help us make our company more
sustainable and responsible. Together, we can make a difference for our planet and our

future.
Thank you for your cooperation and support.
Best regards,
Jane Smith
7. Announcing the launch of a new product or service
To: All Employees
From: Jane Smith, Marketing Director
Subject: Launch of New Product
Date: June 9th, 2023
Dear Colleagues,


I am pleased to announce that we are launching a new product next month. The
product is a smart watch that can track your fitness, health, and productivity. It is
compatible with all major smartphone brands and has a sleek design and long battery
life.

This product launch is a great opportunity for us to expand our market share and
increase our brand awareness. I encourage you to spread the word about the product to
your friends, family, and social media followers. You can also sign up to be a product
ambassador and receive a free sample of the product in exchange for your honest
feedback and reviews.
Please join me in celebrating this exciting milestone for our company. If you have any
questions or suggestions about the product launch, please feel free to contact me at

Thank you for your hard work and dedication.
Best regards,
Jane Smith
9. Reminding employees about the code of conduct or ethics
To: All Employees

From: Jane Smith, Human Resources Department
Date: June 9, 2023
Subject: Reminder of Code of Conduct or Ethics
I am pleased to remind all employees of the company's code of conduct and ethics that
we expect you to follow in your daily work. The code of conduct outlines the values
and principles that guide our decisions and actions as a company. It also provides
guidelines for professional behavior, respect, diversity, integrity, and accountability.
The code of conduct applies to all employees, regardless of their position, role, or
location. It is your responsibility to read, understand, and comply with the code of


conduct and ethics. Violating the code of conduct may result in disciplinary action, up
to and including termination of employment.
If you have any questions or concerns about the code of conduct or ethics, or if you
witness or experience any misconduct, please report it to your manager, HR
representative, or the ethics hotline. We appreciate your cooperation and commitment
to uphold our company's values and reputation.
Thank you for your attention.
Best regards,
Jane Smith
10. Seeking feedback from employees on a new idea or proposal
Sent message.

To: All Employees
From: Jane Smith, Project Manager
Date: June 9, 2023
Subject: Seeking feedback on new remote work policy
Dear Colleagues,
As you may know, our company is considering implementing a new remote work
policy that would allow employees to work from home up to three days per week. This

policy is intended to improve employee satisfaction, productivity, and work – life
balance.
We value your input and feedback on this proposal, as it will affect your daily work
experience. Therefore, we have created a short survey for you to share your opinions
and preferences regarding remote work. The survey will take no more than 10 minutes
to complete and it is anonymous.
Your feedback is important for us to make an informed decision that will benefit
everyone. Thank you for your cooperation and participation.


Best regards,
Jane Smith
11. Congratulating an employee on their achievement or success
To: All Employees
From: Jane Smith, Director of Marketing
Date: June 9, 2023
Subject: Congratulations to John Doe
Dear Colleagues,
I am pleased to announce that John Doe, our senior marketing manager, has been
awarded the Best Marketing Campaign of the Year by the American Marketing
Association. This is a prestigious honor that recognizes John's outstanding work on the
launch of our new product line.
John led a team of talented marketers who created a comprehensive and innovative
strategy that generated high sales and positive feedback from customers. John's
creativity, leadership, and dedication were instrumental in the success of this project.
Please join me in congratulating John on this well – deserved achievement. He is a
valuable asset to our company and an inspiration to us all.
Best regards,
Jane Smith
12. Apologizing to employees for a mistake or error

To: All Employees
From: Jane Smith, Director of Human Resources
Date: June 9, 2023
Subject: Apology for Payroll Error


I am writing to apologize for the payroll error that occurred last week. Due to a
technical glitch in our system, some of you received incorrect paychecks for the month
of May. We are deeply sorry for any inconvenience this may have caused you.
We have identified and fixed the problem, and we are working hard to ensure that it
does not happen again. We have also processed the adjustments for the affected
employees, and you should receive the correct amount in your next paycheck.

If you have any questions or concerns about your pay, please contact the payroll
department. We appreciate your patience and understanding as we resolve this issue.
Thank you for your hard work and dedication to our company.
Best regards,
Jane Smith
Director of Human Resources
13. Reminding employees about safety guidelines or protocols
To: All Employees
From: Jane Smith, Director of Human Resources
Date: June 9, 2023
Subject: Safety Guidelines for Returning to the Office
Dear Colleagues,
As we prepare to resume our normal operations and welcome you back to the office,
we want to remind you of some important safety guidelines and protocols that we have
implemented to protect your health and well-being.
- Please wear a face mask at all times when you are in the office, unless you are alone
in your own workspace or eating or drinking.

- Please maintain a physical distance of at least six feet from other people whenever
possible. Avoid shaking hands, hugging, or sharing personal items with others.


- Please avoid touching your eyes, nose, and mouth with unwashed hands.
- Please stay home if you are feeling sick or have any symptoms of COVID – 19, such
as fever, cough, shortness of breath, or loss of taste or smell.
We appreciate your cooperation and compliance with these safety guidelines and
protocols. We are looking forward to seeing you soon and working together again. If
you have any questions or concerns, please do not hesitate to contact me or your
supervisor.
Thank you for your attention and dedication.
Best regards,
Jane Smith
Director of Human Resources
14. Providing an update on the progress of a project
To: Project Team
From: Project Manager
Subject: Project Update
Date: June 9, 2023
I am writing to provide you with an update on the progress of our project. As you
know, we are working on developing a new chatbot system for our client, ABC Inc.
The project is divided into four phases: design, development, testing and deployment.
We have successfully completed the design phase and have received approval from the
client on the specifications and requirements. We are now in the development phase,
where we are coding the chatbot logic and integrating it with the client's website and
database. We are on track to finish this phase by the end of this month.
The next phase will be testing, where we will conduct various tests to ensure the
chatbot is functioning properly and meets the client's expectations. We will also solicit
feedback from the client and make any necessary adjustments. The testing phase is

expected to take two weeks.


The final phase will be deployment, where we will launch the chatbot on the client's
website and monitor its performance and user satisfaction. We will also provide
training and support to the client's staff on how to use and maintain the chatbot. The
deployment phase is expected to take one week.
We are confident that we will deliver a high-quality chatbot system that will enhance
the client's customer service and satisfaction. I appreciate your hard work and
dedication to this project. Please let me know if you have any questions or concerns.
Sincerely,
Project Manager
15. Notifying employees about a change in work schedule or shift
To: All Employees
From: Jane Smith, Human Resources Manager
Subject: Change in Work Schedule
Date: June 9, 2023
I am writing to inform you that there will be a change in the work schedule for the next
two weeks. Due to an urgent project that requires extra hours of work, we are
temporarily shifting from a five-day workweek to a six-day workweek.
We understand that this change may cause some inconvenience and disruption to your
personal plans. We appreciate your flexibility and cooperation in this matter. We will
try our best to resume the normal work schedule as soon as possible. Please contact me
if you have any questions or concerns about the new work schedule.
Thank you for your hard work and dedication.
Best regards,
Jane Smith
16. Requesting employees to participate in a company survey or research
To: All Employees
From: Jane Smith, Human Resources Department

Subject: Employee Satisfaction Survey
Dear Colleagues,
We are conducting a survey to measure the level of employee satisfaction in our
company. The survey will help us identify the areas that need improvement and the
best practices that we should continue.
The survey is anonymous and voluntary. It will take about 10 minutes to complete.
You

can

access

the

survey

online

by

clicking

on

this

link:

employeesatisfactionsurvey.com
Please complete the survey by June 30, 2023. Your feedback is very important to us
and will help us make our company a better place to work.
Thank you for your participation and cooperation.
Best regards,
Jane Smith
17. Informing employees about a company event or celebration
To: All Employees
From: Jane Smith, Director of Human Resources
Subject: Company Picnic on July 4th
Date: June 9, 2023
Dear Colleagues,
I am pleased to announce that we will be having a company picnic on July 4th to
celebrate our achievements in the first half of the year. The picnic will take place at the
Riverside Park from 11 a.m. to 4 p.m. and will include food, drinks, games, and prizes.
This is a great opportunity for us to relax and have fun together as a team. I hope you
will join us and bring your family members or friends. Please reply by June 23rd to let
us know how many people you will be bringing and if you have any dietary
restrictions or preferences.


Thank you for your hard work and dedication. I look forward to seeing you at the
picnic.
Best regards,
Jane Smith
18. Acknowledging and thanking employees for their hard work
To: All Employees
From: John Smith, CEO
Subject: Appreciation for your hard work

Dear Colleagues,
I am writing to express my sincere gratitude for your dedication and commitment to
our company. You have shown remarkable resilience and adaptability in the face of
unprecedented challenges and uncertainties. Your efforts have not gone unnoticed and
have contributed to our success and growth.
I am proud of what we have achieved together and I look forward to working with you
in the future. You are our most valuable asset and I appreciate your hard work. Thank
you for being part of our team.
Sincerely,
John Smith
19. Reminding employees about the dress code or attire
To: All Employees
From: Human Resources Department
Subject: Dress Code Reminder

Dear Employees,


We would like to remind you of the dress code policy that applies to all staff members.
The dress code is intended to reflect our company's professional image and values, as
well as to ensure the comfort and safety of everyone in the workplace.
The dress code requires that employees wear business casual attire, which includes:
- Collared shirts, blouses, sweaters, or jackets
- Slacks, khakis, skirts, or dresses of appropriate length
- Closed-toe shoes, flats, or low heels.
Please note that the dress code may vary depending on your department or role. If you
have any questions or concerns about the dress code policy, please contact your
supervisor or the human resources department.
Thank you for your cooperation and understanding.
Sincerely,

Human Resources Department
20. Seeking volunteers for a community service project
To: All Employees
From: Jane Doe, Director of Human Resources
Date: June 9, 2023
Subject: Seeking Volunteers for Community Service Project
Dear Colleagues,
I am writing to invite you to participate in a community service project that our
company is organizing next month. The project is to help clean up a local park and
plant some trees and flowers. This is a great opportunity to give back to our
community and show our social responsibility.
The project will take place on Saturday, July 15, from 9 a.m. to 12 p.m. We will meet
at the main entrance of the park and divide into teams. All the necessary tools and
materials will be provided by the company. You just need to bring your enthusiasm and
energy.


If you are interested in volunteering for this project, please reply to this memo by June
30 and indicate your availability and preferred team role. You can also contact me if
you have any questions or suggestions.
Thank you for your consideration and support. I hope to see many of you at the park
next month.
Sincerely,
Jane Doe