How to Write Memos in the Payroll Department

Payroll memos provide information to employees about new changes in company policy and remind employees about current policy. For example, if employees habitually forget to sign their time cards, a brief memo can remind them of the requirement. If, because of a holiday, checks are going to be available a day early, you can use a memo to notify employees. Only send memos to necessary personnel. The payroll department should include payroll memos with employee paychecks or earnings statements to ensure that employees receive the memo.

Write the heading. Include the date, recipients, from and subject. For example: 12/01/2020 To: All Employees From: Payroll Department Subject: Early Payday

Write the body of the memo; this is your reason for writing the memo. For example, "Due to the Christmas holiday, payroll checks will be available on the 23rd." Single-space your paragraphs and, if your memo has more than one, double-space after each paragraph.

Write your closing. While you do not need to be as formal as you are in a business letter, include a closing statement and your department name. For example, "If you have any questions, please contact the payroll department. Thank you." Include a phone number if your department has its own extension.

Tips

  • Take into account, when you are sending a memo to all employees reminding them of company policy, that some employees are performing the action correctly so you do not want to word the memo harshly. For example, "Just a quick reminder of the company policy that employees must sign their time cards. Thanks!" Notifications of policy changes should be straightforward and to the point but provide your contact information for questions. For example, "Beginning 02/28/12, employees must turn their reimbursements in weekly. If you have any questions, please contact Susie at extension 210. Thank you." If you send a copy of the memo to another person such as the company owner, include a CC line below the subject for the person's name. Texas A & M University recommends using subheadings for memos longer than three paragraphs. Use company letterhead on your memos to help the reader know that it is an official memo. Receive approval from your department manager or the company owner before sending out memos.

Warnings

  • Memos written in unusual fonts can be difficult to read and unprofessional looking. Use a standard font and make the text flush with the left margin for easier readability. Even if the memo is a complaint, be careful of the words you choose when writing. Maintain your professionalism at all times.

References

Resources

About the Author

Specializing in business and finance, Lee Nichols began writing in 2002. Nichols holds a Bachelor of Arts in Web and Graphic Design and a Bachelor of Science in Business Administration from the University of Mississippi.