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

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

Communities can use memos to inform individuals 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, essential milestones, or crucial worker actions, similar to attending an upcoming assembly or conference.

I usually discover myself writing memos when there are important adjustments to my program at HubSpot. Maybe we’re implementing a brand new workflow, reorganizing the construction of our group, 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 influence a number of stakeholders.

Under, we’ll discover when memos are crucial. However first, let’s focus on how one can write a memo.

You’ll be able to put collectively a memo in a couple of quick steps. To present you an concept of how every step is formatted, I’ll write an instance memo and break it down for every step. My instance memo can be an inside announcement for a writing coaching session.

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 must be quick, attention-grabbing, and provides readers a common concept of what the memo is about.

“The headings you utilize must be descriptive sufficient that your readers can infer what they will get in every part,” suggests Kaitlin Milliken, senior program supervisor at HubSpot. “Lower the lovable language and preserve your headings very tactical.”

Make sure 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.

Testing It Out

Right here’s how this may search for my instance memo a few writing coaching session:

2. Write an introduction.

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

“The start of any memo ought to state a transparent goal of what the memo will cowl,” says Karla Hesterberg, director of content material advertising at HubSpot. “Relying on the topic, this might be so simple as an summary of a press release that establishes the necessity for a brand new funding. The extra easy and easy, the higher.”

That’s a actuality that I personally battle with. As a author, I wish to embrace these eloquent phrases and considerate transitions that sound nice when learn aloud. Nonetheless, I must take a unique method to writing memos.

My introduction ought to simply summarize the aim of the memo in two to 3 sentences.

Testing It Out

Utilizing Hesterberg’s tip, right here’s how I’d write the introduction for my memo:

3. Present background on the problem.

Keep 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 crucial context that folk must know earlier than going ahead.

So, what do you place in? I requested Basha Coleman, among the finest memo writers on my group. Coleman is a principal advertising supervisor on HubSpot’s viewers growth group.

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

• The state of affairs
• The influence of the state of affairs
• Really helpful 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 essential paperwork that present context on a subject.

That might be a associated memo from a unique group 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 fascinated about studying extra, you’ve simply given them the ability to take action.

Testing It Out

4. Define motion objects and timeline (optionally available).

Relying on the aim of your memo, you could have motion objects for workers to finish or present a timeline of when adjustments will happen.

For instance, they could want to finish a activity or present info 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 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 preserve 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 group would take, extra particulars about what was wanted, and when it could 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.”

Testing It Out

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

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 might ruffle some feathers, you may make your case by providing a 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 issues, or want extra readability,” says Hesterberg. “Attempt to re-read as somebody who does not have all of the context you must determine areas you might want to construct up.”

Keep in mind, because the memo author, you’re an knowledgeable on the topic. Chances are you’ll must ask a supervisor or a peer to evaluate 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 usually consists of that includes statistics as to why it’s crucial and pressing to make a change.

“Remember that knowledge is tremendous highly effective however should be introduced in a means 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 almost 70% of the time.”

The primary instance is unwieldy, Sellers notes, referring to a strategy {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 possibly can take from it,” Sellers explains.

Testing It Out

To justify the significance of the quarterly writing coaching session, particularly together with AI instruments, I’d add this knowledge level in my memo:

6. Soften any blows (optionally available).

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

For instance, with the rise of AI, you is perhaps speaking a brand new firm coverage associated to utilizing AI.

You would 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.

Testing It Out

Let’s say my memo took a unique place concerning AI for writing. Right here’s how I’d format my memo to melt the blow:

7. Embrace a closing assertion.

Your closing assertion will embrace any info you’d like to bolster. 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,” Milliken says. “Finish in your most compelling factors. You’ll be able to both reassert urgency or focus on the assets you might want to achieve success.”

Milliken usually closes on the assist her group requires to search out success. That might be further monetary assets, a champion inside management, or extra time to determine the change.

Testing It Out

8. Assessment and proofread earlier than sending

This step might look like a no brainer, but it surely‘s essential to evaluate your doc earlier than sending it out. Memos are supposed to inform readers of upcoming adjustments and relay essential info.

You don’t wish to threat inflicting confusion with a typo or misstatement.

“Memos usually have a broad viewers, so you will wish 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 rapidly, anticipating questions, and chopping jargon to search out the best means of claiming one thing.”

Testing It Out

Ask a coworker to evaluate your memo or use an enhancing software like Grammarly or Hemingway to evaluate and proofread.

Right here’s an instance of Grammarly enhancing my memo and making strategies for enchancment:

9. Create any audio or video aids,

As soon as the memo is written, I like to present it one final move. 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 be certain that my message is heard.

Coleman usually 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.

10. Talk urgency (if crucial).

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

“One of the simplest ways to do that is to clarify what we’re liable to dropping if we don’t take motion right here,” says Hesterberg.

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

Testing It Out

Right here’s how I’d add urgency to my memo concerning the coaching session:

Varieties of Memos

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

1. Request Memo

In a nutshell, request memos are precisely what they sound like: memos which might be designed to make a request and get a constructive response.

When writing request memos, give attention to utilizing persuasive language and, the place potential, stats or numbers to spotlight why a “sure” is the precise reply.

Some pattern makes use of of request memos is perhaps 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 preserve 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 aim of informative memos is to speak new info to your viewers.

Pattern makes use of of informative memos may embrace 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 strategy to share bulletins together with your viewers and supply any justification crucial for the brand new info.

3. Affirmation Memo

You’ll be able to consider affirmation memos as a paper path to verify key stakeholders have a report of discussions.

Pattern makes use of of affirmation memos are documenting conversations, so you have got 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 must be your primary aim.

4. Directive Memo

Directive memos are largely self-explanatory. When you might want to talk how one can do one thing to your viewers, you may write a directive memo providing detailed directions which might be simple to comply with.

Pattern makes use of of directive memos embrace sharing how one can 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 varieties of memos above, most memos are designed to speak new info. Nonetheless, memo functions stretch far and broad.

“Memos serve quite a lot of functions, however usually 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 situations:

• You’ve a brand new coverage, and you might want to clarify it to your viewers.
• Sharing essential firm updates and knowledge.
• Saying 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 how one can do one thing.
• Requesting one thing and justifying why it issues.

There are many potentialities on the market. In a nutshell, you probably have one thing you might want to share, a memo is perhaps the reply.

Finest Practices for Formatting a Memo

Now that when to jot down a memo, what varieties of memos there are, and what components to incorporate in your memo, I’ve a couple of parting suggestions. To sum it up, listed here are a couple of finest practices for formatting a memo.

Cater to your viewers.

Earlier than you begin writing your memo, think about who your viewers is. Understanding who will learn your memo will enable you to tailor your message, tone, and CTA for that viewers.

Pamela Bump, head of content material development at HubSpot, suggests contemplating the next questions.

“Are the leaders you are writing for busy executives who desire a fast one-pager targeted on essentially the most need-to-know info?” she says. “Or are the readers extra inquisitive and fascinated about soaking in all the knowledge they’ll get?”

Make it skimmable.

HubSpot’s Kaitlin Milliken remembers a time when she wrote a memo that wasn’t skimmable.

“After I was requested to jot down my first memo, I created a doc with big partitions of textual content,” she says. “My supervisor gave me nice suggestions, encouraging me to make use of charts and graphs all through the doc. That makes whole sense to me now. Nobody desires to learn an enormous string of prolonged paragraphs, however they will positively skim a desk.”

To make your memo simpler to learn, use headings and separate paragraphs to interrupt up new ideas or speaking factors. You may also add tables and graphs to create a visible break when it is smart.

Milliken provides, “Bullet factors are your buddy. They create breaking factors all through your doc and preserve info simple to digest.”

Be aware of size.

The size of your memo is determined by the sort you’re writing. Usually talking, a memo is one or two paragraphs lengthy. However the size can differ in the event you’re writing an informative memo versus a request memo.

In case your viewers is fascinated about studying, an informative memo can present extra element, whereas a request memo must be temporary and to the purpose.

“In the event you’re not sure, go for a shorter 1-2 web page doc, however hyperlink it to a different web page or dashboard with additional knowledge, context, or info that they’ll dig into in the event that they select,” Bump suggests.

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

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 you probably 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 info in a means that’s simple 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 overall message earlier than they dive deeper into the small print.

The background info gives context to the message, and the overview and timeline ought to reply questions which might be 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 embrace “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 quick, clear, and to the purpose. You may wish to ship your most important 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. As an example, let’s say your memo informs the corporate of an inside 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 group from our content material group.

This fashion, these groups can focus extra on their particular person targets.”

Paragraph Three

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

Quite the opposite, in the event you‘re informing employees of upcoming building to the constructing, you may say, “I’d admire your cooperation throughout this time.”

Even in the event you do not anticipate any particular motion 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

Memo Examples

Totally different industries or conditions would require barely totally different memos. Sure ones will have to be longer or shorter, others might not have a timeline, and a few can have intensive background info.

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 can be delayed. The introduction consists of the brand new date, so a timeline or lengthy overview isn’t crucial.

This format of this memo might be utilized to different conditions the place a easy, however essential, change is happening.

What I Like: The launch memo gives readers with perception into product launch delays, which may 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 may 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 big magnitude.

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

This memo format might 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 to your staff can be communicated via memos. Neighborhood memos like this instance are usually 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 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 placement 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 principle elements 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 influence the reader can probably make.

Write Your Memos To the Level

The principle distinction between a memo and simply an e mail just isn’t the extent of complexity. It’s the scale 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 must be clear and concise, irrespective of which memo format you utilize.

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