Write a Memo [Template & Examples]

A memo (often known as a memorandum, or “reminder”) is used for inside communications concerning procedures or official enterprise inside a company.

Not like an e mail, a memo is a message you ship to a big group of workers, like your complete division or everybody on the firm. You would possibly want to jot down a memo to tell workers of upcoming occasions or broadcast inside modifications.

If it is advisable to inform your workers of official inside enterprise, we’ll present you the right way to write a memo to higher talk your message. However earlier than we break it down, let’s speak in regards to the many functions of memos.

Memorandums 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 numerous occasions, increase consciousness on topics that have an effect on their lives.

Companies can use memos to relay info involving newly up to date coverage, modifications in process, or persuade workers to take an motion, equivalent to attend an upcoming assembly, conference, or a celebration for organizational milestones.

Subsequent, we’ll stroll you thru writing a memo of your individual.

You possibly can 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 ought to be, quick, attention-grabbing, and provides readers a common thought of what the memo is about.

2. Write an introduction.

Your introduction ought to summarize the aim of your memo in two to 3 sentences. It ought to spotlight the problem or downside and the answer you determined to maneuver ahead with.

3. Present background on the problem.

On this part, clarify the reasoning behind the memo. For instance, it may very well be modifications within the funds, an organization restructuring, or a brand new rollout of procedures. This clarification ought to present justification for the modifications being carried out.

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 modifications will happen. For instance, they might want to finish a activity or present info 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

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

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

6. Evaluate and proofread earlier than sending.

This step might look like a no brainer but it surely’s vital to overview your doc earlier than sending it out. Memos are supposed to inform readers of upcoming modifications and relay vital info. You do not wish to threat inflicting confusion with a typo or misstatement.

To start making your individual enterprise memos, this is an easy-to-follow enterprise memo template with examples of the right way to 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 respect 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 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 govt abstract permits recipients to grasp the final message earlier than they dive deeper into the main points. The background info gives context to the message, and the overview and timeline ought to reply questions which can be prone to come up.

Header:

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

Paragraph One:

Within the first paragraph, you will wish to rapidly and clearly state the aim of your memo. You would possibly start your sentence with the phrase, “I am 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 crucial info upfront, after which use subsequent paragraphs as alternatives to dive into extra element.

Paragraph Two:

Within the second paragraph, you will wish to present context or supporting proof. As an example, to illustrate your memo is informing the corporate of an inside re-organization. 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 group from our content material group. This manner, these groups can focus extra on their particular person objectives.”

Paragraph Three:

Within the third paragraph, you will 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 workers of upcoming building to the constructing, you would possibly say, “I might respect your cooperation throughout this time.” Even when there’s no particular motion you count on from workers, it is 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

Need to see the above memo format in its last kind? Obtain HubSpot’s free enterprise memo templates, proven beneath. The doc provides you a framework that types your memorandum into subtopics to assist workers higher digest the knowledge and perceive what’s anticipated of them after studying it.

Obtain 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 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 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 essential. This format of this memo may very well be utilized to different conditions the place a easy, however vital, change is happening.

What We Like: The launch memo offers readers with perception behind product launch delays, which may alleviate some frustration that clients 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 may 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 transform within the workplace. It’s a little bit of an inconvenience however not one of a big magnitude.

What We 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.

Group Memo

Celebrations, occasions, theme days, or different enjoyable issues to your workers can be communicated via memos. Group memos like this instance are usually shorter as a result of they don’t require a lot background info or many particulars.

What We 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 would’ve included the ground quantity.

Memos of this nature ought to embrace a abstract, date, and site at 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 based mostly 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 affect 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 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 ought to be clear and concise, regardless of which memo format you employ.

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