Executive AI Briefing Memo Template

Structured executive memo template for AI governance communications. Includes priority indicator, executive summary, situation analysis, findings, risk table, recommendations, and requested actions

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Key Insights

Executive communication requires specific structure: lead with the conclusion, provide essential context, present findings clearly, articulate risks, make recommendations, and specify requested actions. Burying the point in lengthy background or failing to specify what you need from executives wastes their time and yours.

This template provides a structured format for AI briefings to executives and boards. Whether you're providing a quarterly update, summarizing an incident, or requesting a decision, the template ensures clear, professional, actionable communication.

Overview

How you communicate to executives matters as much as what you communicate. A well-structured briefing gets read, understood, and acted upon. A rambling memo gets skimmed and forgotten. This template provides the structure for executive communication that works.

Use it for quarterly governance updates, regulatory briefings, incident summaries, budget requests, or any communication requiring executive attention or action.

What's Inside

Header Section

To, From, Subject, Date fields
Priority indicator: Routine / Time-Sensitive / Urgent — Action Required

Executive Summary

2-3 sentence summary of key message
Overall status indicator: On Track / At Risk / Requires Attention
Clear statement of any action requested

Situation / Background

Context for the briefing
What prompted this communication
Essential background only (not comprehensive history)

Key Findings

Numbered findings with titles
2-3 sentence explanation of each finding and implications
Typically 3-5 findings maximum

Risks & Concerns

Risk description with severity rating
Mitigation status for each risk
Table format for quick scanning

Recommendations

Numbered recommendations
Brief explanation of why and expected outcome
Actionable and specific

Requested Action Box

Clear statement of what you need from the reader
Specific asks: approval, decision, awareness only
Highlighted for visibility

Next Steps & Timeline

Action items with owners and due dates
Table format for accountability

Contact and Attachments

Questions contact information
List of supporting documents

Who This Is For

Chief AI Officers communicating with executives and boards
AI Governance Managers preparing leadership briefings
Executive Assistants formatting AI communications
Anyone needing to communicate AI topics to leadership

Why This Resource

Executive time is valuable. This template respects that time with clear structure that enables quick comprehension and action. The format follows executive communication best practices—conclusion first, concise background, clear asks.

The requested action box ensures executives know exactly what you need from them.

FAQ

Q: When should we use memo format vs. presentation?

A: Memos work for updates that don't require discussion, pre-read materials before presentations, and formal documentation for records. Use presentations for topics requiring interactive discussion or visual information.

Q: How long should executive briefings be?

A: Keep to 2 pages maximum for the main memo. Supporting details can be attachments available upon request. If you can't communicate the key message in 2 pages, you haven't distilled it enough.

Q: What priority level should we use?

A: Most briefings are Routine. Use Time-Sensitive when action is needed within days/weeks. Reserve Urgent for true emergencies requiring immediate attention.