How to Write a Memo [Template, Examples & HubSpotter Tips]

When there’s a big shift within the enterprise panorama or an essential win, it’s essential to unfold the phrase. A memo is one of the simplest ways to get the job finished. In contrast to an electronic mail, your memo will exit to your whole division or everybody on the firm. No strain. (Nicely, possibly some strain…)

Earlier than writing a memo, I take a while to hype myself up. This little bit of internal communication shall be learn by my friends, my boss, and sure my boss’ boss. Getting the language proper is crucial, and each phrase counts.

On this publish, I’ll share my expertise writing memos together with ideas from my friends at HubSpot. From there, I’ll showcase stellar memo examples and a template that will help you create your individual. Let’s dive in!

Memos are shared to tell readers about new data and have purposes for various communities and companies.

Communities can use memos to inform individuals inside it about public security pointers, promote numerous occasions, and lift consciousness on topics that have an effect on their lives.

Companies can use memos to relay data involving newly up to date insurance policies, adjustments in process, essential milestones, or mandatory worker actions, resembling attending an upcoming assembly or conference.

I usually discover myself writing memos when there are vital adjustments to my program at HubSpot. Maybe we’re implementing a brand new workflow, reorganizing the construction of our staff, or sharing insights from a challenge we simply accomplished. Memos denote significance, so I solely write them when I’ve essential updates to share that impression a number of stakeholders.

We’ll discover extra about when memos are mandatory under. However first, let’s focus on tips on how to write a memo.

You may put collectively a memo in a number of quick steps. All memos ought to embrace the next.

1. Write a heading.

It doesn’t matter what sort of memo you’re writing, you’ll want to incorporate a heading. This part ought to embrace who the memo is for (whether or not a person or division), the date, who the memo is from, and a topic line.

Your topic line needs to be quick, attention-grabbing, and provides readers a basic concept of what the memo is about.

I usually pair a essential, eye-catching title with a deck under the headline that has extra data. For instance, if I have been writing a publish about A.I. in content material advertising and marketing, I’d title it “The Robotic Revolution: How A.I. Shapes the Search Panorama.”

Make certain the tone of your title matches the seriousness of the subject material and your group’s communication fashion. A witty opener received’t be proper for each memo.

2. Write an introduction.

Bear in mind, you need your memo to be transient and information-packed. Your introduction needs to be an environment friendly use of area. It ought to spotlight the problem or downside and the answer you determined to maneuver ahead with.

That’s a actuality that I personally wrestle with. As a author, I need to embrace these eloquent phrases and considerate transitions that sound nice when learn aloud. Nonetheless, I must take a unique method for memos. My introduction ought to simply summarize the aim of the memo in two to 3 sentences.

You should utilize descriptive language in your intro when it instantly pertains to the aim of your memo. Metaphors, similes, and storytelling gadgets can hook your readers. Kaitlin Milliken, a senior program supervisor at HubSpot, remembers a memo she created that associated to making a employees made up of material specialists.

“I opened with a metaphor about leisure basketball — the place individuals know the foundations however don’t have positions they excel in — versus skilled basketball the place everybody has a specialty,” Milliken says. “I then transitioned into the performs my staff was engaged on to create this professional staff.”

In the case of metaphors, don’t pressure these comparisons. Solely use them the place they make sense and after they make your message stronger.

3. Present background on the problem.

Bear in mind, memos exit to a large group of staff. Not everybody studying your memo can have the identical background that you simply do as a author. You’ll want a piece to clarify any mandatory context that folk must know earlier than going ahead.

So, what do you place in? I requested Basha Coleman, among the best memo writers on my staff. Colem is a principal advertising and marketing supervisor on HubSpot’s viewers improvement staff.

Coleman says she features a part on the prime of her memos that cowl the next:

• The state of affairs.
• The impression of the state of affairs.
• Beneficial options.

“This provides stakeholders the need-to-know data immediately in case they don’t have time to learn the entire memo without delay,” Coleman says.

Past that, I wish to hyperlink to different essential paperwork that present context on a subject. That could possibly be a associated memo from a unique staff with extra data, a information article that you simply’re instantly responding to, or a related dashboard that showcases the problem.

You don’t need this part to be lengthy. Nonetheless, if of us are fascinated with studying extra, you’ve simply given them the facility to take action.

The final essential tip? Up the urgency. In case your memo pitches one thing new, you need to clarify why the change is pressing and the significance of transferring now.

“One of the best ways to do that is to clarify what we‘re vulnerable to dropping if we don’t take motion right here,” says Karla Cook dinner Hesterberg, a director of content material advertising and marketing at HubSpot.

For pitch memos, Hesterberg suggests telling readers why this downside is essential/why individuals ought to care. For explanatory memos, she recommends explaining what the data within the memo shall be used for.

4. Define motion gadgets and timeline (Optionally available).

Relying on the aim of your memo, you’ll have motion gadgets for workers to finish or present a timeline of when adjustments will happen. For instance, they could want to finish a process or present data by a sure deadline.

This part ought to embrace the next:

• When staff can anticipate adjustments to enter impact.
• What adjustments have already been made and what to anticipate sooner or later.
• Deadlines they should adhere to.

When growing a timeline, keep away from simply making a paragraph with dates interspersed all through.

“Don’t be afraid to make use of visible cues in your memo, like tables, heading colours to show hierarchy of knowledge, charts, and graphs. These can maintain a memo transient and skimmable,” suggests Coleman.

Milliken agrees. In a current memo on constructing a thought management program, she included tables that laid out every step her staff would take, extra particulars about what was wanted, and when it might happen.

“I additionally included an infographic of a pipeline to indicate the phases of the challenge and the way lengthy every would take proportionally,” she says. “This makes it simpler to visualise a timetable than simply skimming chunks of textual content.”

Right here’s a pattern desk I created to exhibit.

If no motion is required on the worker’s behalf, you may depart this part out.

5. Justify any reasoning.

When you’re speaking a request or something new that would ruffle some feathers, you may make your case by providing rationale as to why your announcement or request is so essential.

“Take into consideration your target market and attempt to anticipate areas the place they may ask questions, have considerations, or want extra readability,” says Hesterberg. “Attempt to re-read as somebody who would not have all of the context it’s important to establish areas that you must construct up.”

Bear in mind, because the memo author, you’re an knowledgeable on the topic. You could must ask a supervisor or a peer to overview your memo with a skeptical eye. The place have they got questions? What wants extra justification?

From there, you may strengthen your case. This usually contains that includes statistics as to why it’s essential and pressing to make a change.

“Remember the fact that knowledge is tremendous highly effective however have to be offered in a approach that enhances the narrative quite than complicated it,” says Amanda Sellers, a weblog technique supervisor at HubSpot.

For instance, the phrase “58.97% met the benchmark and 10.26% far exceeded the benchmark” is clunky. As a substitute, Sellers suggests writing, ”Our technique is working practically 70% of the time.”

The primary instance is unwieldy, Sellers notes, referring to methodology {that a} broader viewers is much less prone to care about. In the meantime, “the second viewers demonstrates the extra essential factor: why that methodology was essential and what you may take from it,” Sellers explains.

6. Soften any blows (Optionally available).

When you’re making a giant change that could possibly be seen as controversial or making daring statements the place individuals would possibly really feel slighted, you may soften this with a well-placed caveat.

For instance, with the rise of AI, you could be speaking a brand new firm coverage associated to utilizing AI. You might soften the blow by sharing that it hasn’t been a difficulty for most individuals, but it surely’s essential to have a transparent coverage in place for dealing with it.

7. Embrace a closing assertion.

Your closing assertion will embrace any data you’d like to strengthen. Are there any particular contacts readers ought to attain out to for questions? If that’s the case, embrace them right here.

“A conclusion that simply reiterates your details is boring and prone to be skipped,” Millike says. “Finish in your most compelling factors. You may both reassert urgency or focus on the sources that you must achieve success.”

Milliken usually closes on the help her staff requires to search out success. That could possibly be extra monetary sources, a champion inside management, or extra time to determine the change.

8. Overview and proofread earlier than sending.

This step might appear to be a no brainer, but it surely‘s essential to overview your doc earlier than sending it out. Memos are supposed to inform readers of upcoming adjustments and relay essential data. You don’t need to danger inflicting confusion with a typo or misstatement.

“Memos usually have a broad viewers, so you will need to craft a story that’s simply understood irrespective of who’s studying it,” says Sellers. “Which means telling a persuasive story, attending to the purpose shortly, anticipating questions, and slicing jargon to search out the only approach of claiming one thing.”

8. Create any audio or video aids.

As soon as the memo is written, I like to provide it one final cross. What would make the message much more clear? Ought to I work with artistic to construct an infographic? Ought to I amplify the doc over our electronic mail channels? Now that I’ve invested the time, I need to make sure that my message is heard.

Coleman usually creates a recording with a deck, highlighting a very powerful factors within the doc.

“Together with video summaries of my memos with Loom is useful for accessibility and busy stakeholders who wish to take heed to updates whereas engaged on different duties,” she notes.

Now that you simply’ve realized what goes right into a memo, this is an easy-to-follow enterprise memo template with examples of tips on how to use them to serve completely different wants as steering.

Sorts of Memos

Now you know the way to write down a memo, however earlier than you begin banging away at your keyboard, it’s useful to know the kinds of memos which are on the market.

1. Request Memo

In a nutshell, request memos are precisely what they sound like: memos which are designed to make a request and get a constructive response. When writing request memos, deal with utilizing persuasive language and, the place doable, stats or numbers to spotlight why a “sure” is the proper reply.

Some pattern makes use of of request memos could be to request a brand new buy out of your firm or authorization for skilled studying or volunteer alternatives.

When writing request memos, be clear in your request, state any prices, share why it’s essential, and maintain emotion and private emotions out of the request.

2. Informative Memo

You would possibly see these known as announcement memos as nicely, they usually make up the majority of most memos I’ve seen. The objective of informative memos is to speak new data to your viewers. Pattern makes use of of informative memos would possibly embrace adjustments in coverage, firm information, new processes, and even new employees members.

In the end, you may consider an informative memo as a transparent, concise strategy to share bulletins along with your viewers and supply any justification mandatory for the brand new data.

3. Affirmation Memo

You may consider affirmation memos as a paper path to verify key stakeholders have a file of discussions. Pattern makes use of of affirmation memos are documenting conversations, so you could have justification ought to it ever be known as into query, clarifying something that has ambiguity to keep away from misunderstanding down the street.

When writing affirmation memos, specificity and readability needs to be your primary objective.

4. Directive Memo

Directive memos are largely self-explanatory. When that you must talk tips on how to do one thing to your viewers, you would possibly write a directive memo providing detailed directions which are straightforward to observe.

Pattern makes use of of directive memos embrace sharing tips on how to implement a brand new course of, adjust to new necessities, and even full mandatory duties.

When to Write a Memo

As you’ve seen with the kinds of memos above, most memos are designed to speak new data. Nonetheless, memo functions stretch far and vast.

“Memos serve a wide range of functions, however usually talking, they both pitch or suggest one thing new, consolidate data into one place for the sake of alignment, or clarify or make clear details about a challenge or program,” says Hesterberg.

You would possibly write a memo within the following situations:

• You’ve gotten a brand new coverage, and that you must clarify it to your viewers.
• Sharing essential firm updates and data.
• Asserting new employees members or promotions.
• Confirming particulars of a dialogue to get everybody on the identical web page and create a paper path.
• Educate or inform individuals tips on how to do one thing.
• Requesting one thing and justifying why it issues.

There are many potentialities on the market. In a nutshell, in case you have one thing that you must share, a memo could be the reply.

Enterprise Memo Template

MEMORANDUM

TO:

FROM:

DATE:

SUBJECT:

I am writing to tell you that [reason for writing memo].

As our firm continues to develop … [evidence or reason to support your opening paragraph].

Please let me know in case you have any questions. Within the meantime, I might admire your cooperation as [official business information] takes place.

Enterprise Memo Template Format

The enterprise memo template format is designed to successfully talk your message. A memo ought to disseminate the mandatory data in a approach that’s straightforward for a mass variety of staff to digest.

An correct topic line will alert them that this memo is related to them particularly. And starting with an government abstract permits recipients to grasp the final message earlier than they dive deeper into the small print. The background data presents context to the message, and the overview and timeline ought to reply questions which are prone to come up.

Header

In your header, you‘ll need to clearly label your content material “Memorandum” so your readers know precisely what they’re receiving. As beforehand talked about, you‘ll need to embrace “TO”, “FROM”, “DATE”, and “SUBJECT”. This data is related for offering content material, like who you’re addressing and why.

Paragraph One

Within the first paragraph, you‘ll need to shortly and clearly state the aim of your memo. You would possibly start your sentence with the phrase, “I’m writing to tell you … “ or ”I am writing to request … “.

A memo is supposed to be quick, clear, and to the purpose. You may need to ship your most crucial data upfront after which use subsequent paragraphs as alternatives to dive into extra element.

Paragraph Two

Within the second paragraph, you‘ll need to present context or supporting proof. For example, let’s say your memo informs the corporate of an inner reorganization.

If so, paragraph two ought to say one thing like, “As our firm continues to develop, we have determined it makes extra sense to separate our video manufacturing staff from our content material staff. This fashion, these groups can focus extra on their particular person objectives.”

Paragraph Three

Within the third paragraph, you‘ll need to embrace your particular request of every worker — in the event you’re planning a staff outing, that is the area you’d embrace, “Please RSVP with dietary restrictions,” or “Please electronic mail me with questions.”

Quite the opposite, in the event you‘re informing employees of upcoming building to the constructing, you would possibly say, “I’d admire your cooperation throughout this time.” Even when there isn‘t any particular motion you anticipate from staff, it’s useful to incorporate the way you hope they will deal with the information and whether or not you anticipate them to do one thing in response to the memo.

Downloadable Memo Template

Wish to see the above memo format in its ultimate type? Obtain HubSpot’s free business memo templates, proven under. The doc provides you a framework that types your memorandum into subtopics to assist staff higher digest the data and perceive what’s anticipated of them after studying it.

Download this Template

Memo Examples

Totally different industries or conditions would require barely completely different memos. Sure ones will have to be longer or shorter, others might not have a timeline, and a few can have in depth background data. The format of your memo ought to change to suit the message you need your staff to obtain.

Launch Delay Memo

The target of this memo is to announce that the launch of a product shall be delayed. The introduction contains the brand new date, so a timeline or lengthy overview isn’t mandatory. This format of this memo could possibly be utilized to different conditions the place a easy, however essential, change is going on.

What I like: The launch memo offers readers with perception into product launch delays, which might alleviate some frustration that clients or staff might in any other case really feel in the event that they weren’t knowledgeable.

Different date adjustments, promotions, milestones, or product bulletins might additionally make the most of this format.

Constructing Replace Memo

There are logistical facets of a enterprise that concern your staff however don’t essentially contain their work. This memo depicts an instance of a kitchen rework within the workplace. It’s a little bit of an inconvenience however not one of a giant magnitude.

What I like: This memo demonstrates a enterprise’s understanding of the impression that renovations can have on staff and reveals respect and consideration for his or her wants.

This memo format could possibly be utilized to different constructing updates, work-from-home days, or different widespread however minor bulletins.

Group Memo

Celebrations, occasions, theme days, or different enjoyable issues in your staff may also be communicated via memos. Group memos like this instance are usually shorter as a result of they don’t require a lot background data or many particulars.

What I like: This memo has clear instructions on the place to search out the occasion happening, one thing which might’ve been much less efficient if it solely included the ground quantity.

Memos of this nature ought to embrace a abstract, date, and site at a minimal.

Persuasion Memo

Persuasion memos are used to encourage readers to take motion relating to an occasion or proposition, like voting or petitioning.

What We Like: This persuasion memo prioritizes giving the reader data to study on their very own and decide based mostly on their findings.

The principle parts of the persuasion memo ought to embrace an summary of the duty at hand, context to study extra about it, and a name to motion that emphasizes the impression the reader can probably make.

Write Your Memos To the Level

The principle distinction between a memo and simply an electronic mail shouldn’t be the extent of complexity. It’s the dimensions of the viewers. A memo may be easy or intricate so long as it successfully communicates your message and is related to the receiving group of staff. And, the message itself needs to be clear and concise, irrespective of which memo format you employ.

Editor’s observe: This publish was initially revealed in October 2018 and has been up to date for comprehensiveness.