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

When there’s a vital shift within the enterprise panorama or an necessary win, it’s necessary to unfold the phrase. A memo is one of the simplest ways to get the job accomplished. Unlike an e mail, your memo will exit to your total division or everybody on the firm. No pressure. (Well, perhaps some pressure…)

Before writing a memo, I take a while to hype myself up. This little bit of internal communication shall be learn by my friends, my boss, and sure my boss’ boss. Getting the language proper is essential, and each phrase counts.

In this publish, I’ll share my expertise writing memos together with tips from my friends at HubSpot. From there, I’ll showcase stellar memo examples and a template to enable you to create your personal. Let’s dive in!

Memos are shared to inform readers about new data and have functions for various communities and companies.

Communities can use memos to inform individuals inside it about public security pointers, promote varied occasions, and lift consciousness on topics that have an effect on their lives.

Businesses can use memos to relay data involving newly up to date insurance policies, modifications in process, necessary milestones, or crucial worker actions, corresponding to attending an upcoming assembly or conference.

I usually discover myself writing memos when there are vital modifications to my program at HubSpot. Perhaps we’re implementing a new workflow, reorganizing the construction of our staff, or sharing insights from a venture we simply accomplished. Memos denote significance, so I solely write them when I’ve necessary updates to share that affect a number of stakeholders.

We’ll discover extra about when memos are crucial beneath. But first, let’s talk about how to write a memo.

You can put collectively a memo in a few brief steps. All memos ought to embody the next.

1. Write a heading.

No matter what sort of memo you’re writing, you’ll want to embody 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 needs to be brief, attention-grabbing, and provides readers a normal thought of what the memo is about.

I usually pair a major, eye-catching title with a deck beneath the headline that has extra data. For instance, if I have been writing a publish about A.I. in content material advertising, I’d title it “The Robot Revolution: How A.I. Shapes the Search Landscape.”

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

2. Write an introduction.

Remember, you need your memo to be transient and information-packed. Your introduction needs to be an environment friendly use of house. It ought to spotlight the difficulty or downside and the answer you determined to transfer ahead with.

That’s a actuality that I personally wrestle with. As a author, I would like to embody these eloquent phrases and considerate transitions that sound nice when learn aloud. However, I would like to take a totally different method for memos. My introduction ought to simply summarize the aim of the memo in two to three sentences.

You can use descriptive language in your intro when it straight relates 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 creating a employees made up of subject material specialists.

“I opened with a metaphor about recreational basketball — where people know the rules but don’t have positions they excel in — versus professional basketball where everyone has a specialty,” Milliken says. “I then transitioned into the plays my team was working on to create this pro team.”

When it comes to metaphors, don’t power these comparisons. Only use them the place they make sense and after they make your message stronger.

3. Provide background on the difficulty.

Remember, memos exit to a extensive group of workers. Not everybody studying your memo can have the identical background that you simply do as a author. You’ll want a part to clarify any crucial context that folk want to know earlier than going ahead.

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

Coleman says she consists of a part on the high of her memos that cowl the next:

• The scenario.
• The affect of the scenario.
• Recommended options.

“This gives stakeholders the need-to-know info right away in case they don’t have time to read the whole memo at once,” Coleman says.

Beyond that, I like to link to different necessary paperwork that present context on a matter. That may very well be a associated memo from a totally different staff with extra data, a information article that you simply’re straight responding to, or a related dashboard that showcases the difficulty.

You don’t need this part to be lengthy. However, if people are curious about studying extra, you’ve simply given them the ability to accomplish that.

The final necessary tip? Up the urgency. If your memo pitches one thing new, you need to clarify why the change is pressing and the significance of transferring now.

“The best way to do this is to explain what we‘re at risk of losing if we don’t take action here,” says Karla Cook Hesterberg, a director of content material advertising at HubSpot.

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

4. Outline motion objects and timeline (Optional).

Depending on the aim of your memo, you might have motion objects for workers to full or present a timeline of when modifications will happen. For instance, they could want to full a activity or present data by a sure deadline.

This part ought to embody the next:

• When workers can anticipate modifications to go into impact.
• What modifications have already been made and what to anticipate sooner or later.
• Deadlines they want to adhere to.

When creating a timeline, keep away from simply creating a paragraph with dates interspersed all through.

“Don’t be afraid to use visual cues in your memo, like tables, heading colors to display hierarchy of information, charts, and graphs. These can keep a memo brief and skimmable,” suggests Coleman.

Milliken agrees. In a latest memo on building 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 could happen.

“I additionally included an infographic of a pipeline to present the levels of the venture and the way lengthy every would take proportionally,” she says. “This makes it easier to visualize a timetable than just skimming chunks of text.”

Here’s a pattern desk I created to display.

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

5. Justify any reasoning.

If 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 necessary.

“Think about your target audience and try to anticipate areas where they might ask questions, have concerns, or need more clarity,” says Hesterberg. “Try to re-read as someone who doesn’t have all the context you have to identify areas you need to build up.”

Remember, because the memo author, you’re an knowledgeable on the topic. You may have to ask a supervisor or a peer to assessment your memo with a skeptical eye. Where have they got questions? What wants extra justification?

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

“Keep in mind that data is super powerful but must be presented in a way that enhances the narrative rather than confusing 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. Instead, Sellers suggests writing, ”Our technique is working practically 70% of the time.”

The first instance is unwieldy, Sellers notes, referring to methodology that a broader viewers is much less probably to care about. Meanwhile, “the second audience demonstrates the more important thing: why that methodology was important and what you can take from it,” Sellers explains.

6. Soften any blows (Optional).

If you’re making a large change that may very well be seen as controversial or making daring statements the place individuals may really feel slighted, you may soften this with a well-placed caveat.

For instance, with the rise of AI, you is likely to be speaking a new firm coverage associated to utilizing AI. You might soften the blow by sharing that it hasn’t been a problem for most individuals, nevertheless it’s necessary to have a clear coverage in place for dealing with it.

7. Include a closing assertion.

Your closing assertion will embody any data you’d like to reinforce. Are there any particular contacts readers ought to attain out to for questions? If so, embody them right here.

“A conclusion that just reiterates your main points is boring and likely to be skipped,” Millike says. “End on your most compelling points. You can either reassert urgency or discuss the resources you need to be successful.”

Milliken usually closes on the help her staff requires to discover success. That may very well be extra monetary assets, a champion inside management, or extra time to set up the change.

8. Review and proofread earlier than sending.

This step might appear to be a no-brainer, nevertheless it‘s important to review your document before sending it out. Memos are meant to inform readers of upcoming changes and relay important information. You don’t need to threat inflicting confusion with a typo or misstatement.

“Memos often have a broad audience, so you’ll want to craft a narrative that is easily understood no matter who is reading it,” says Sellers. “That means telling a persuasive story, getting to the point quickly, anticipating questions, and cutting jargon to find the simplest way of saying something.”

8. Create any audio or video aids.

Once the memo is written, I like to give it one final go. What would make the message much more clear? Should I work with artistic to construct an infographic? Should I amplify the doc over our e mail channels? Now that I’ve invested the time, I would like to ensure that my message is heard.

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

“Including video summaries of my memos with Loom is helpful for accessibility and busy stakeholders who like to listen to updates while working on other tasks,” she notes.

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

Types of Memos

Now you understand how to write a memo, however earlier than you start 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, give attention to utilizing persuasive language and, the place attainable, stats or numbers to spotlight why a “yes” is the proper reply.

Some pattern makes use of of request memos is likely to be to request a 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 preserve emotion and private emotions out of the request.

2. Informative Memo

You may see these known as announcement memos as nicely, and so they make up the majority of most memos I’ve seen. The objective of informative memos is to talk new data to your viewers. Sample makes use of of informative memos may embody modifications in coverage, firm information, new processes, and even new employees members.

Ultimately, you may consider an informative memo as a clear, concise manner to share bulletins along with your viewers and supply any justification crucial for the brand new data.

3. Confirmation Memo

You can consider affirmation memos as a paper path to ensure that key stakeholders have a report of discussions. Sample 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 street.

When writing affirmation memos, specificity and readability needs to be your primary objective.

4. Directive Memo

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

Sample makes use of of directive memos embody sharing how to implement a 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 talk new data. However, memo functions stretch far and extensive.

“Memos serve a variety of purposes, but generally speaking, they either pitch or propose something new, consolidate information into one place for the sake of alignment, or explain or clarify information about a project or program,” says Hesterberg.

You may write a memo within the following situations:

• You have a new coverage, and also you want to clarify it to your viewers.
• Sharing necessary firm updates and knowledge.
• Announcing new employees members or promotions.
• Confirming particulars of a dialogue to get everybody on the identical web page and create a paper path.
• Teach or inform individuals how to do one thing.
• Requesting one thing and justifying why it issues.

There are a lot of potentialities on the market. In a nutshell, when you have one thing you want to share, a memo is likely to be the reply.

Business Memo Template

MEMORANDUM

TO:

FROM:

DATE:

SUBJECT:

I’m writing to inform you that [reason for writing memo].

As our firm continues to develop … [evidence or reason to support your opening paragraph].

Please let me know when you have any questions. In the meantime, I’d admire your cooperation as [official business information] takes place.

Business 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 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 government abstract permits recipients to perceive the overall message earlier than they dive deeper into the small print. The background data gives context to the message, and the overview and timeline ought to reply questions which might be probably to come up.

Header

In your header, you‘ll want to clearly label your content “Memorandum” so your readers know exactly what they’re receiving. As beforehand talked about, you‘ll want to include “TO”, “FROM”, “DATE”, and “SUBJECT”. This information is relevant for providing content, like who you’re addressing and why.

Paragraph One

In the primary paragraph, you‘ll want to quickly and clearly state the purpose of your memo. You might begin your sentence with the phrase, “I’m writing to inform you … “ or ”I’m writing to request … “.

A memo is supposed to be brief, clear, and to the purpose. You’ll need to ship your most crucial data upfront after which use subsequent paragraphs as alternatives to dive into extra element.

Paragraph Two

In the second paragraph, you‘ll want to provide context or supporting evidence. For instance, let’s say your memo informs the corporate of an inner reorganization.

If that is the case, paragraph two ought to say one thing like, “As our company continues to grow, we’ve decided it makes more sense to separate our video production team from our content team. This way, those teams can focus more on their individual goals.”

Paragraph Three

In the third paragraph, you‘ll want to include your specific request of each employee — if you’re planning a staff outing, that is the house you’d embody, “Please RSVP with dietary restrictions,” or “Please email me with questions.”

On the opposite, should you‘re informing staff of upcoming construction to the building, you might say, “I’d admire your cooperation throughout this time.” Even if there isn‘t any specific action you expect from employees, it’s useful to embody the way you hope they’re going to deal with the information and whether or not you anticipate them to do one thing in response to the memo.

Downloadable Memo Template

Want to see the above memo format in its ultimate type? Download HubSpot’s free business memo templates, proven beneath. The doc offers you a framework that types your memorandum into subtopics to assist workers higher digest the data and perceive what’s anticipated of them after studying it.

Download this Template

Memo Examples

Different industries or conditions would require barely totally different memos. Certain ones will want to be longer or shorter, others might not have a timeline, and a few can have in depth background data. The format of your memo ought to change to match the message you need your workers to obtain.

Launch Delay Memo

The goal of this memo is to announce that the launch of a product shall be delayed. The introduction consists of 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 offers 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.

Other date modifications, promotions, milestones, or product bulletins might additionally make the most of this format.

Building Update 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 among a massive 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 may very well be utilized to different building updates, work-from-home days, or different widespread however minor bulletins.

Community Memo

Celebrations, occasions, theme days, or different enjoyable issues on your workers will also be communicated by memos. Community 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 discover 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 data to study on their very own and make a resolution primarily based on their findings.

The major elements of the persuasion memo ought to embody 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 doubtlessly make.

Write Your Memos To the Point

The major distinction between a memo and simply an e mail isn’t the extent of complexity. It’s the dimensions 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 needs 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.