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

When there’s a major shift within the enterprise panorama or an vital win, it’s vital to unfold the phrase. A memo is one of the best ways to get the job executed. In contrast to an electronic mail, your memo will exit to your whole division or everybody on the firm. No strain. (Properly, perhaps some strain…)

Earlier than writing a memo, I take a while to hype myself up. This little bit of inner communication will probably be learn by my friends, my boss, and sure 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 suggestions from my friends at HubSpot. From there, I’ll showcase stellar memo examples and a template that can assist you create your individual. Let’s dive in!

Memos are shared to tell readers about new data 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 data involving newly up to date insurance policies, modifications in process, vital milestones, or obligatory worker actions, resembling attending an upcoming assembly or conference.

I usually discover myself writing memos when there are important modifications 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 vital updates to share that affect a number of stakeholders.

We’ll discover extra about when memos are obligatory under. However first, let’s focus on how one can write a memo.

You’ll be able to put collectively a memo in just a few 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 must be quick, attention-grabbing, and provides readers a normal concept of what the memo is about.

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

Make sure that the tone of your title matches the seriousness of the subject material and your group’s communication type. A witty opener gained’t be proper for each memo.

2. Write an introduction.

Bear 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 difficulty or drawback and the answer you determined to maneuver ahead with.

That’s a actuality that I personally wrestle with. As a author, I wish to embrace 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 straight pertains to the aim of your memo. Metaphors, similes, and storytelling gadgets can hook your readers. Kaitlin Milliken, a senior program supervisor at HubSpot, recollects a memo she created that associated to making a employees made up of subject material consultants.

“I opened with a metaphor about leisure basketball — the place individuals 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 staff was engaged on to create this professional staff.”

Relating to 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 difficulty.

Bear in mind, memos exit to a large group of workers. Not everybody studying your memo can have the identical background that you just do as a author. You’ll want a piece to elucidate any obligatory context that people have to know earlier than going ahead.

So, what do you set in? I requested Basha Coleman, probably the greatest 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 affect of the state of affairs.
• Advisable options.

“This offers stakeholders the need-to-know information 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 vital paperwork that present context on a subject. That might be a associated memo from a unique staff with extra data, a information article that you just’re straight responding to, or a related dashboard that showcases the difficulty.

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

The final vital 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.

“The easiest way to do that is to elucidate what we‘re liable to dropping if we don’t take motion right here,” says Karla Prepare dinner Hesterberg, a director of content material advertising and marketing at HubSpot.

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

4. Define motion objects and timeline (Elective).

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

This part ought to embrace the next:

• When workers can count on modifications to enter impact.
• What modifications 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 data, charts, and graphs. These can hold 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 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 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 show.

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

5. Justify any reasoning.

If you happen to’re speaking a request or something new that would ruffle some feathers, you can also make your case by providing rationale as to why your announcement or request is so vital.

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

Bear in mind, because the memo author, you’re an knowledgeable on the topic. You could have to 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 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 the fact that information is tremendous highly effective however have to be introduced in a means that enhances the narrative reasonably 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 more likely to care about. In the meantime, “the second viewers demonstrates the extra vital factor: why that methodology was vital and what you possibly can take from it,” Sellers explains.

6. Soften any blows (Elective).

If you happen to’re making a giant 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 likely to 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, however it’s vital to have a transparent coverage in place for dealing with it.

7. Embody 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? In that case, embrace them right here.

“A conclusion that simply reiterates your details is boring and more likely to be skipped,” Millike says. “Finish in your most compelling factors. You’ll be able to both reassert urgency or focus on the sources it is advisable to achieve success.”

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

8. Assessment and proofread earlier than sending.

This step might appear to be a no brainer, however it‘s vital to overview your doc earlier than sending it out. Memos are supposed to inform readers of upcoming modifications and relay vital data. 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 regardless of who’s studying it,” says Sellers. “Which means telling a persuasive story, attending to the purpose shortly, anticipating questions, and chopping jargon to seek out the best means of claiming one thing.”

8. Create any audio or video aids.

As soon as the memo is written, I like to present it one final go. 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 wish to be certain 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 wish to hearken to updates whereas engaged on different duties,” she notes.

Now that you just’ve discovered what goes right into a memo, this is an easy-to-follow enterprise memo template with examples of how one can use them to serve completely different wants as steerage.

Kinds 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 optimistic response. When writing request memos, concentrate on utilizing persuasive language and, the place potential, stats or numbers to spotlight why a “sure” is the correct reply.

Some pattern makes use of of request memos is likely to 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 vital, and hold emotion and private emotions out of the request.

2. Informative Memo

You may see these known as announcement memos as nicely, they usually make up the majority of most memos I’ve seen. The aim of informative memos is to speak new data to your viewers. Pattern makes use of of informative memos may embrace modifications 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 obligatory for the brand new data.

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 could have justification ought to it ever be known as into query, clarifying something that has ambiguity to keep away from misunderstanding down the highway.

When writing affirmation memos, specificity and readability must be your primary aim.

4. Directive Memo

Directive memos are largely self-explanatory. When it is advisable to talk how one can do one thing to your viewers, you may write a directive memo providing detailed directions which might be straightforward 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 obligatory duties.

When to Write a Memo

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

“Memos serve quite a lot of functions, however typically 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 may write a memo within the following situations:

• You may have a brand new coverage, and it is advisable to clarify it to your viewers.
• Sharing vital firm updates and data.
• 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, if in case you have one thing it is advisable to share, a memo is likely to 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 if in case you have any questions. Within the meantime, I would 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 required data in a means 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 data affords context to the message, and the overview and timeline ought to reply questions which might be more likely 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 data is related for offering content material, like who you’re addressing and why.

Paragraph One

Within the first paragraph, you‘ll wish to shortly 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 data 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 inner 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 staff from our content material staff. This manner, these groups can focus extra on their particular person objectives.”

Paragraph Three

Within the third paragraph, you‘ll wish 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 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 closing type? Obtain HubSpot’s free enterprise 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.

Obtain this Template

Memo Examples

Totally different industries or conditions would require barely completely different memos. Sure ones will should be longer or shorter, others might not have a timeline, and a few can have intensive background data. 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 will probably be delayed. The introduction consists of the brand new date, so a timeline or lengthy overview isn’t obligatory. This format of this memo might be utilized to different conditions the place a easy, however vital, change is happening.

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

Different date modifications, 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 workers 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 affect that renovations can have on workers and exhibits 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.

Group Memo

Celebrations, occasions, theme days, or different enjoyable issues on your workers can be communicated by means of memos. Group memos like this instance are typically 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 seek 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 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 be taught on their very own and decide primarily based on their findings.

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

Write Your Memos To the Level

The primary distinction between a memo and simply an electronic mail is just not 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 workers. And, the message itself must be clear and concise, regardless of which memo format you employ.

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