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

When there’s a big shift within the enterprise panorama or an vital win, it’s vital to unfold the phrase. A memo is the easiest way to get the job performed. Not like an e-mail, your memo will exit to your complete division or everybody on the firm. No strain. (Nicely, perhaps some strain…)

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

On this put up, 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 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 folks inside it about public security pointers, 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 vital 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 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 influence a number of stakeholders.

We’ll discover extra about when memos are vital beneath. However first, let’s focus on easy methods to write a memo.

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

1. Write a heading.

It doesn’t matter what form 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 brief, attention-grabbing, and provides readers a common concept 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 had been writing a put up about A.I. in content material advertising, I would title it “The Robotic Revolution: How A.I. Shapes the Search Panorama.”

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

2. Write an introduction.

Keep in mind, you need your memo to be transient and information-packed. Your introduction ought to be an environment friendly use of area. It ought to spotlight the problem or downside 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. Nonetheless, I have to take a distinct strategy for memos. My introduction ought to simply summarize the aim of the memo in two to a few 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, recollects a memo she created that associated to making a employees made up of subject material specialists.

“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 staff was engaged on to create this professional staff.”

In the case of metaphors, don’t drive these comparisons. Solely use them the place they make sense and after they make your message stronger.

3. Present background on the problem.

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

So, what do you set in? I requested Basha Coleman, the most effective memo writers on my staff. Colem is a principal advertising 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 influence of the state of affairs.
• Really helpful options.

“This offers stakeholders the need-to-know information instantly in case they don’t have time to learn the entire memo without delay,” Coleman says.

Past that, I prefer to hyperlink to different vital paperwork that present context on a subject. That could possibly be a associated memo from a distinct staff with extra data, a information article that you just’re instantly responding to, or a related dashboard that showcases the problem.

You don’t need this part to be lengthy. Nonetheless, if of us are occupied 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.

“One of the best ways to do that is to clarify what we‘re vulnerable to dropping if we don’t take motion right here,” says Karla Prepare dinner Hesterberg, a director of content material advertising at HubSpot.

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

4. Define motion objects and timeline (Elective).

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

This part ought to embody the next:

• When staff 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 knowledge, charts, and graphs. These can maintain a memo transient 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 will happen.

“I additionally included an infographic of a pipeline to point out 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 reveal.

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

5. Justify any reasoning.

For those who’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 vital.

“Take into consideration your audience and attempt to anticipate areas the place they may ask questions, have issues, or want extra readability,” says Hesterberg. “Attempt to re-read as somebody who would not have all of the context you need to determine areas that you must construct up.”

Keep in mind, because the memo author, you’re an skilled on the topic. You might have to ask a supervisor or a peer to evaluation 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 crucial and pressing to make a change.

“Remember that knowledge is tremendous highly effective however should be introduced in a method 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 a substitute, 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 may take from it,” Sellers explains.

6. Soften any blows (Elective).

For those who’re making a giant change that could possibly 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 may be speaking a brand new firm coverage associated to utilizing AI. You may soften the blow by sharing that it hasn’t been a problem for most individuals, nevertheless it’s vital to have a transparent coverage in place for dealing with it.

7. Embrace a closing assertion.

Your closing assertion will embody any data 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 possibly can both reassert urgency or focus on the assets that you must achieve success.”

Milliken usually closes on the help her staff requires to seek out success. That could possibly be further monetary assets, a champion inside management, or extra time to ascertain the change.

8. Evaluate and proofread earlier than sending.

This step might look like a no brainer, nevertheless it‘s vital to evaluation 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 danger inflicting confusion with a typo or misstatement.

“Memos usually have a broad viewers, so you may 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 chopping jargon to seek out the only method of claiming one thing.”

8. Create any audio or video aids.

As soon as the memo is written, I like to offer it one final cross. 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 e-mail channels? Now that I’ve invested the time, I wish to make sure that 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 prefer to take heed 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 easy methods to use them to serve totally different wants as steerage.

Sorts 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 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 suitable reply.

Some pattern makes use of of request memos may 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 maintain emotion and private emotions out of the request.

2. Informative Memo

You would possibly see these known as announcement memos as effectively, and so they 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 would possibly embody 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 solution to share bulletins together with your viewers and supply any justification vital for the brand new data.

3. Affirmation Memo

You possibly can 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 gotten 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 aim.

4. Directive Memo

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

Pattern makes use of of directive memos embody sharing easy methods to implement a brand new course of, adjust to new necessities, and even full vital 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 large.

“Memos serve a wide range 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 would possibly write a memo within the following situations:

• You have got a brand new coverage, and that you must clarify it to your viewers.
• Sharing vital firm updates and data.
• 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 easy methods to do one thing.
• Requesting one thing and justifying why it issues.

There are many prospects on the market. In a nutshell, you probably have one thing that you must share, a memo may 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 you probably 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 required data in a method that’s simple for a mass variety of staff 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 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 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 data 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 brief, clear, and to the purpose. You may wish 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 wish to present context or supporting proof. As an 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 staff from our content material staff. This fashion, these groups can focus extra on their particular person targets.”

Paragraph Three

Within the third paragraph, you‘ll wish to embody your particular request of every worker — when you’re planning a staff 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 employees 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 staff, 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

Wish to see the above memo format in its last type? Obtain HubSpot’s free enterprise memo templates, proven beneath. The doc offers you a framework that types your memorandum into subtopics to assist staff 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 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 staff to obtain.

Launch Delay Memo

The target of this memo is to announce that the launch of a product shall be delayed. The introduction contains the brand new date, so a timeline or lengthy overview isn’t vital. This format of this memo could possibly be utilized to different conditions the place a easy, however vital, change is going on.

What I like: The launch memo supplies readers with perception into product launch delays, which might alleviate some frustration that clients or staff 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 features of a enterprise that concern your staff 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 influence that renovations can have on staff and reveals 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.

Group Memo

Celebrations, occasions, theme days, or different enjoyable issues on your staff may also be communicated by 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 happening, 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 site 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 be taught on their very own and decide based mostly on their findings.

The primary elements 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 influence the reader can doubtlessly make.

Write Your Memos To the Level

The primary distinction between a memo and simply an e-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 staff. And, the message itself ought to be clear and concise, regardless of which memo format you employ.

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