Tips on 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 best ways to get the job performed. Not like an e mail, your memo will exit to your whole division or everybody on the firm. No strain. (Properly, possibly some strain…)

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

On this put up, 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 will help 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 folks 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, modifications in process, necessary milestones, or crucial worker actions, similar to 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 workforce, or sharing insights from a mission we simply accomplished. Memos denote significance, so I solely write them when I’ve necessary updates to share that impression a number of stakeholders.

We’ll discover extra about when memos are crucial under. However first, let’s talk about how you 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 type 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 basic thought 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 put up about A.I. in content material advertising and marketing, 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 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 ought to be an environment friendly use of area. It ought to spotlight the difficulty or downside and the answer you determined to maneuver ahead with.

That’s a actuality that I personally battle with. As a author, I need to embrace these eloquent phrases and considerate transitions that sound nice when learn aloud. Nevertheless, 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 need to 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 material consultants.

“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.”

Relating 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 difficulty.

Bear 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 piece to clarify any crucial context that folk must know earlier than going ahead.

So, what do you set in? I requested Basha Coleman, among the finest memo writers on my workforce. Colem is a principal advertising and marketing 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 impression of the scenario.
• Beneficial options.

“This provides stakeholders the need-to-know data instantly in case they don’t have time to learn the entire memo directly,” Coleman says.

Past that, I wish 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 data, a information article that you simply’re instantly responding to, or a related dashboard that showcases the difficulty.

You don’t need this part to be lengthy. Nevertheless, if of us are all in favour of 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 need 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 susceptible 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 necessary/why folks ought to care. For explanatory memos, she recommends explaining what the knowledge within the memo can be used for.

4. Define motion objects and timeline (Elective).

Relying on the aim of your memo, you could have motion objects for workers to finish or present a timeline of when modifications will happen. For instance, they might want to finish a job 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 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 phases of the mission 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 may depart this part out.

5. Justify any reasoning.

In the event you’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 necessary.

“Take into consideration your audience 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 would not have all of the context you need to establish areas you should construct up.”

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

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

“Needless to say information is tremendous highly effective however have to be offered in a approach that enhances the narrative slightly 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 almost 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 necessary factor: why that methodology was necessary and what you may take from it,” Sellers explains.

6. Soften any blows (Elective).

In the event you’re making a giant change that may very well be seen as controversial or making daring statements the place folks 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, nevertheless it’s necessary 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 bolster. 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 talk about the sources you should achieve success.”

Milliken usually 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 ascertain the change.

8. Evaluation and proofread earlier than sending.

This step might look like a no brainer, nevertheless it‘s necessary to assessment your doc earlier than sending it out. Memos are supposed to inform readers of upcoming modifications and relay necessary 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 best 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 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 need to be 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 hearken 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 how you can use them to serve totally different wants as steerage.

Kinds of Memos

Now you understand how to put in writing a memo, however earlier than you begin banging away at your keyboard, it’s useful to know the kinds of memos which can be on the market.

1. Request Memo

In a nutshell, request memos are precisely what they sound like: memos which can be designed to make a request and get a constructive response. When writing request memos, deal with 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 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 necessary, and hold emotion and private emotions out of the request.

2. Informative Memo

You would possibly see these referred to as announcement memos as properly, and so they make up the majority of most memos I’ve seen. The purpose of informative memos is to speak new data to your viewers. Pattern makes use of of informative memos would possibly embrace modifications 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 together with your viewers and supply any justification crucial 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 file of discussions. Pattern makes use of of affirmation memos are documenting conversations, so you will have justification ought to it ever be referred to as into query, clarifying something that has ambiguity to keep away from misunderstanding down the highway.

When writing affirmation memos, specificity and readability ought to be your primary purpose.

4. Directive Memo

Directive memos are largely self-explanatory. When you should talk how you can do one thing to your viewers, you would possibly write a directive memo providing detailed directions which can be straightforward to comply with.

Pattern makes use of of directive memos embrace sharing how you 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 kinds of memos above, most memos are designed to speak new data. Nevertheless, memo functions stretch far and extensive.

“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 mission or program,” says Hesterberg.

You would possibly write a memo within the following situations:

• You’ve got a brand new coverage, and you should clarify it to your viewers.
• Sharing necessary firm updates and knowledge.
• Asserting new employees members or promotions.
• Confirming particulars of a dialogue to get everybody on the identical web page and create a paper path.
• Train or inform folks how you can do one thing.
• Requesting one thing and justifying why it issues.

There are many prospects on the market. In a nutshell, if in case you have one thing you should 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 if in case 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 data in a approach 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 overall message earlier than they dive deeper into the main points. The background data presents context to the message, and the overview and timeline ought to reply questions which can be more likely 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 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 need to embrace your particular request of every worker — in the event you’re planning a workforce 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 would possibly 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 will 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 type? Obtain HubSpot’s free enterprise memo templates, proven under. The doc offers you a framework that kinds 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

Totally different industries or conditions would require barely totally different memos. Sure ones will must be longer or shorter, others might not have a timeline, and a few may have in depth 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 can 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 happening.

What I like: The launch memo supplies readers with perception into product launch delays, which might 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 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 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 impression 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 will also be communicated by way of 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 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 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 data to study 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 study extra about it, and a name to motion that emphasizes the impression the reader can doubtlessly make.

Write Your Memos To the Level

The primary distinction between a memo and simply an e mail just isn’t the extent of complexity. It’s the dimensions 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, irrespective of which memo format you employ.

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