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

When there’s a major shift within the enterprise panorama or an essential win, it’s essential to unfold the phrase. A memo is one of the best ways to get the job finished. Not like an e-mail, your memo will exit to your total division or everybody on the firm. No stress. (Properly, possibly some stress…)

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 important, and each phrase counts.

On this publish, 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 purposes 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, modifications in process, essential milestones, or obligatory worker actions, equivalent to attending an upcoming assembly or conference.

I typically 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 venture we simply accomplished. Memos denote significance, so I solely write them when I’ve essential updates to share that impression a number of stakeholders.

We’ll discover extra about when memos are obligatory beneath. However first, let’s focus on find out how to write a memo.

You’ll be able to put collectively a memo in a number of quick 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 ought to be quick, attention-grabbing, and provides readers a basic concept of what the memo is about.

I typically pair a important, eye-catching title with a deck beneath the headline that has extra info. For instance, if I have been writing a publish about A.I. in content material advertising and marketing, I’d 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 type. A witty opener gained’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 ought to 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 embody these eloquent phrases and considerate transitions that sound nice when learn aloud. Nevertheless, I must take a special strategy for memos. My introduction ought to simply summarize the aim of the memo in two to a few sentences.

You should utilize descriptive language in your intro when it straight pertains to the aim of your memo. Metaphors, similes, and storytelling units can hook your readers. Kaitlin Milliken, a senior program supervisor at HubSpot, recollects a memo she created that associated to making a workers made up of 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 workforce was engaged on to create this professional workforce.”

In relation 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.

Keep 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 must know earlier than going ahead.

So, what do you set in? I requested Basha Coleman, top-of-the-line memo writers on my workforce. Colem is a principal advertising and marketing supervisor on HubSpot’s viewers growth workforce.

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

• The scenario.
• The impression of the scenario.
• Really helpful 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 prefer to hyperlink to different essential paperwork that present context on a subject. That could possibly be a associated memo from a special workforce with extra info, 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. Nevertheless, if people are excited by studying extra, you’ve simply given them the facility to take action.

The final essential 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 elucidate what we‘re liable 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 drawback is essential/why individuals ought to care. For explanatory memos, she recommends explaining what the knowledge within the memo can be used for.

4. Define motion gadgets and timeline (Elective).

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

This part ought to embody 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 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 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 might happen.

“I additionally included an infographic of a pipeline to point out the phases of the venture 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 exhibit.

If no motion is required on the worker’s behalf, you’ll be able to depart this part out.

5. Justify any reasoning.

In the event you’re speaking a request or something new that might ruffle some feathers, you can also make your case by providing rationale as to why your announcement or request is so essential.

“Take into consideration your audience 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 does not have all of the context it’s important to establish areas you have to construct up.”

Keep in mind, because the memo author, you’re an skilled 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 extra justification?

From there, you’ll be able to strengthen your case. This typically consists of that includes statistics as to why it’s important and pressing to make a change.

“Take into account that information is tremendous highly effective however should be offered in a means that enhances the narrative relatively 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 essential factor: why that methodology was essential and what you’ll be able to take from it,” Sellers explains.

6. Soften any blows (Elective).

In the event you’re making a giant change that could possibly be seen as controversial or making daring statements the place individuals would possibly really feel slighted, you’ll be able to 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 can soften the blow by sharing that it hasn’t been a difficulty for most individuals, nevertheless it’s essential to have a transparent coverage in place for dealing with it.

7. Embody a closing assertion.

Your closing assertion will embody any info you’d like to bolster. Are there any particular contacts readers ought to attain out to for questions? In that case, embody 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 assets you have to achieve success.”

Milliken typically closes on the help her workforce requires to search out success. That could possibly be extra monetary assets, a champion inside management, or extra time to ascertain the change.

8. Evaluation and proofread earlier than sending.

This step could look like a no brainer, nevertheless it‘s essential to evaluate your doc earlier than sending it out. Memos are supposed to inform readers of upcoming modifications and relay essential info. You don’t wish to danger 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 regardless of who’s studying it,” says Sellers. “Meaning telling a persuasive story, attending to the purpose rapidly, anticipating questions, and reducing jargon to search 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 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 sure that my message is heard.

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

“Together with video summaries of my memos with Loom is useful for accessibility and busy stakeholders who prefer 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 find out how to use them to serve totally different wants as steering.

Forms 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 varieties 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 optimistic response. When writing request memos, give attention to utilizing persuasive language and, the place potential, stats or numbers to focus on why a “sure” is the precise 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 essential, and hold emotion and private emotions out of the request.

2. Informative Memo

You would possibly see these known as announcement memos as properly, and so they 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 would possibly embody modifications in coverage, firm information, new processes, and even new workers members.

Finally, you’ll be able to consider an informative memo as a transparent, concise solution to share bulletins along with your viewers and supply any justification obligatory 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 file of discussions. Pattern makes use of of affirmation memos are documenting conversations, so you’ve 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 ought to be your primary objective.

4. Directive Memo

Directive memos are largely self-explanatory. When you have to talk find out how to do one thing to your viewers, you would possibly write a directive memo providing detailed directions which are straightforward to observe.

Pattern makes use of of directive memos embody sharing find out how to 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 info. Nevertheless, memo functions stretch far and large.

“Memos serve quite a lot 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 venture or program,” says Hesterberg.

You would possibly write a memo within the following situations:

• You’ve got a brand new coverage, and you have to clarify it to your viewers.
• Sharing essential firm updates and data.
• Asserting new workers 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 find out how to 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 have 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 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 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 know the overall message earlier than they dive deeper into the small print. The background info presents context to the message, and the overview and timeline ought to reply questions which are 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 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 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 will 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 workforce from our content material workforce. This fashion, 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 — when you’re planning a workforce outing, that is the area you’d embody, “Please RSVP with dietary restrictions,” or “Please e-mail me with questions.”

Quite the opposite, when you‘re informing workers of upcoming development 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’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 closing type? 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

Totally different industries or conditions would require barely totally different memos. Sure ones will must be longer or shorter, others could 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 can be delayed. The introduction consists of the brand new date, so a timeline or lengthy overview isn’t obligatory. This format of this memo could possibly be utilized to different conditions the place a easy, however essential, 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 modifications, promotions, milestones, or product bulletins may 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 rework within the workplace. It’s a little bit of an inconvenience however not one of a giant 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 could possibly 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 on your workers may also be communicated by means of 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 placement 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 info to be taught on their very own and decide based mostly on their findings.

The principle parts of the persuasion memo ought to embody an summary of the duty at hand, context to be taught extra about it, and a name to motion that emphasizes the impression the reader can doubtlessly 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 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, regardless of which memo format you utilize.

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