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

When there’s a big shift within the enterprise panorama or an necessary win, it’s necessary to unfold the phrase. A memo is one of the simplest ways to get the job accomplished. Not like an e-mail, your memo will exit to your total division or everybody on the firm. No stress. (Nicely, perhaps some stress…)

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

On this submit, 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 personal. Let’s dive in!

Memos are shared to tell readers about new info and have functions for various communities and companies.

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

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

I typically 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 workforce, or sharing insights from a challenge we simply accomplished. Memos denote significance, so I solely write them when I’ve necessary updates to share that affect a number of stakeholders.

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

You may put collectively a memo in a couple of brief steps. All memos ought to embody 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 embody 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 brief, attention-grabbing, and provides readers a basic concept of what the memo is about.

I typically pair a foremost, eye-catching title with a deck under the headline that has extra info. For instance, if I had been writing a submit about A.I. in content material advertising, I would title it “The Robotic Revolution: How A.I. Shapes the Search Panorama.”

Be certain that 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.

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

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

You should use descriptive language in your intro when it instantly pertains to the aim of your memo. Metaphors, similes, and storytelling units 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 subject material specialists.

“I opened with a metaphor about leisure basketball — the place folks know the principles 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 workforce was engaged on to create this professional workforce.”

With regards to metaphors, don’t drive these comparisons. Solely use them the place they make sense and once they make your message stronger.

3. Present background on the problem.

Keep in mind, memos exit to a large group of workers. Not everybody studying your memo may have the identical background that you simply do as a author. You’ll want a bit to clarify any crucial context that people have to know earlier than going ahead.

So, what do you place in? I requested Basha Coleman, the most effective memo writers on my workforce. Colem is a principal advertising supervisor on HubSpot’s viewers improvement workforce.

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

• The scenario.
• The affect of the scenario.
• Really useful options.

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

Past that, I prefer to hyperlink to different necessary paperwork that present context on a subject. That may very well be a associated memo from a unique workforce with extra info, 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 desirous about studying extra, you’ve simply given them the facility to take action.

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

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

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

4. Define motion gadgets and timeline (Non-compulsory).

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

This part ought to embody the next:

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

When creating 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 temporary and skimmable,” suggests Coleman.

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

“I additionally included an infographic of a pipeline to indicate the levels 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 reveal.

If no motion is required on the worker’s behalf, you possibly can go away this part out.

5. Justify any reasoning.

In the event 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 necessary.

“Take into consideration your target market and attempt to anticipate areas the place they could ask questions, have considerations, or want extra readability,” says Hesterberg. “Attempt to re-read as somebody who does not have all of the context you need to establish areas you should construct up.”

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

From there, you possibly can strengthen your case. This typically contains that includes statistics as to why it’s important and pressing to make a change.

“Needless to say knowledge is tremendous highly effective however have to be introduced in a manner 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 an alternative, 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 necessary factor: why that methodology was necessary and what you possibly can take from it,” Sellers explains.

6. Soften any blows (Non-compulsory).

In the event you’re making an enormous change that may very well be seen as controversial or making daring statements the place folks may really feel slighted, you possibly can soften this with a well-placed caveat.

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

7. Embrace a closing assertion.

Your closing assertion will embody any info you’d like to strengthen. Are there any particular contacts readers ought to attain out to for questions? If that’s the case, embody 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 you should achieve success.”

Milliken typically closes on the assist her workforce requires to search out success. That may very well be further monetary sources, a champion inside management, or extra time to determine the change.

8. Assessment and proofread earlier than sending.

This step could seem to be a no brainer, but it surely‘s necessary to overview your doc earlier than sending it out. Memos are supposed to inform readers of upcoming adjustments and relay necessary info. You don’t wish to threat inflicting confusion with a typo or misstatement.

“Memos typically have a broad viewers, so you will wish to craft a story that’s simply understood irrespective of who’s studying it,” says Sellers. “Meaning telling a persuasive story, attending to the purpose rapidly, anticipating questions, and slicing jargon to search out the only manner of claiming one thing.”

8. Create any audio or video aids.

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

Coleman typically creates a recording with a deck, highlighting an important factors within the doc.

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

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

Sorts of Memos

Now you understand how to write down a memo, however earlier than you begin banging away at your keyboard, it’s useful to know the forms 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, concentrate on utilizing persuasive language and, the place doable, stats or numbers to spotlight why a “sure” is the correct reply.

Some pattern makes use of of request memos may 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 necessary, and maintain emotion and private emotions out of the request.

2. Informative Memo

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

In the end, you possibly can consider an informative memo as a transparent, concise method to share bulletins along with your viewers and supply any justification crucial for the brand new info.

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 will 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 you should talk methods to do one thing to your viewers, you may write a directive memo providing detailed directions which are straightforward to comply with.

Pattern makes use of of directive memos embody sharing methods to implement a brand new course of, adjust to new necessities, and even full crucial duties.

When to Write a Memo

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

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

You may write a memo within the following eventualities:

• You could have a brand new coverage, and you should clarify it to your viewers.
• Sharing necessary 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 folks methods to do one thing.
• Requesting one thing and justifying why it issues.

There are many prospects on the market. In a nutshell, when you have one thing you should share, a memo may 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 when you have any questions. Within the meantime, I might recognize 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 info in a manner that’s straightforward for a mass variety of workers 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 overall message earlier than they dive deeper into the main points. The background info affords 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 wish to clearly label your content material “Memorandum” so your readers know precisely what they’re receiving. As beforehand talked about, you‘ll wish to embody “TO”, “FROM”, “DATE”, and “SUBJECT”. This info is related for offering content material, like who you’re addressing and why.

Paragraph One

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

A memo is supposed to be brief, clear, and to the purpose. You will wish to ship your most crucial info upfront after which use subsequent paragraphs as alternatives to dive into extra element.

Paragraph Two

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

If that is 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 workforce from our content material workforce. This manner, these groups can focus extra on their particular person objectives.”

Paragraph Three

Within the third paragraph, you‘ll wish to embody your particular request of every worker — in case you’re planning a workforce outing, that is the house you’d embody, “Please RSVP with dietary restrictions,” or “Please e-mail me with questions.”

Quite the opposite, in case you‘re informing employees of upcoming development to the constructing, you may say, “I’d recognize your cooperation throughout this time.” Even when there isn‘t any particular motion you count on from workers, it’s useful to incorporate the way you hope they’re going to deal with the information and whether or not you count on them to do one thing in response to the memo.

Downloadable Memo Template

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

Download this Template

Memo Examples

Completely different industries or conditions would require barely totally different memos. Sure ones will have to be longer or shorter, others could not have a timeline, and a few may have in depth background info. The format of your memo ought to change to suit the message you need your workers to obtain.

Launch Delay Memo

The target of this memo is to announce that the launch of a product might be delayed. The introduction contains the brand new date, so a timeline or lengthy overview isn’t crucial. This format of this memo may very well be utilized to different conditions the place a easy, however necessary, change is going on.

What I like: The launch memo gives readers with perception into product launch delays, which might alleviate some frustration that clients or workers could 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 elements of a enterprise that concern your workers however don’t essentially contain their work. This memo depicts an instance of a kitchen transform within the workplace. It’s a little bit of an inconvenience however not one of a big magnitude.

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

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

Neighborhood Memo

Celebrations, occasions, theme days, or different enjoyable issues in your workers may also be communicated by memos. Neighborhood memos like this instance are typically shorter as a result of they don’t require a lot background info or many particulars.

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

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

Persuasion Memo

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

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

The primary parts of the persuasion memo ought to embody an outline of the duty at hand, context to study extra about it, and a name to motion that emphasizes the affect the reader can doubtlessly make.

Write Your Memos To the Level

The primary distinction between a memo and simply an e-mail will not be the extent of complexity. It’s the scale of the viewers. A memo might be easy or intricate so long as it successfully communicates your message and is related to the receiving group of workers. And, the message itself needs to be clear and concise, irrespective of which memo format you employ.

Editor’s be aware: This submit was initially printed in October 2018 and has been up to date for comprehensiveness.