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

Memos are shared to tell readers about new data and have functions 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 data involving newly up to date insurance policies, adjustments in process, vital milestones, or obligatory worker actions, corresponding to attending an upcoming assembly or conference.

I usually discover myself writing memos when there are vital adjustments 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 vital updates to share that affect a number of stakeholders.

Under, we’ll discover when memos are obligatory. However first, let’s focus on find out how to write a memo.

You may put collectively a memo in a number of quick steps. To offer you an concept of how every step is formatted, I’ll write an instance memo and break it down for every step. My instance memo can be an inside announcement for a writing coaching session.

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 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 normal concept of what the memo is about.

“The headings you utilize ought to be descriptive sufficient that your readers can infer what they’re going to get in every part,” suggests Kaitlin Milliken, senior program supervisor at HubSpot. “Lower the lovable language and maintain your headings very tactical.”

Be sure that 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.

Testing It Out

Right here’s how this could search for my instance memo a few writing coaching session:

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 drawback and the answer you determined to maneuver ahead with.

“The start of any memo ought to state a transparent objective of what the memo will cowl,” says Karla Hesterberg, director of content material advertising and marketing at HubSpot. “Relying on the topic, this might be so simple as an outline of an announcement that establishes the necessity for a brand new funding. The extra easy and simple, the higher.”

That’s a actuality that I personally wrestle 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 special method to writing memos.

My introduction ought to simply summarize the aim of the memo in two to 3 sentences.

Testing It Out

Utilizing Hesterberg’s tip, right here’s how I’d write the introduction for my memo:

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 just do as a author. You’ll want a bit to clarify any obligatory context that people must know earlier than going ahead.

So, what do you place in? I requested Basha Coleman, among the finest memo writers on my workforce. Coleman is a principal advertising and marketing supervisor on HubSpot’s viewers growth workforce.

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

• The scenario
• The affect of the scenario
• Really useful options

“This provides stakeholders the need-to-know data straight away in case they don’t have time to learn the entire memo without delay,” Coleman says.

Past that, I wish to hyperlink to different vital paperwork that present context on a subject.

That might be a associated memo from a special workforce with extra data, 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 of us are involved in studying extra, you’ve simply given them the facility to take action.

Testing It Out

4. Define motion objects and timeline (non-obligatory).

Relying on the aim of your memo, you might have motion objects for workers to finish or present a timeline of when adjustments will happen.

For instance, they might want to finish a process or present data by a sure deadline.

This part ought to embrace the next:

• When workers can anticipate adjustments to enter impact.
• What adjustments 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 knowledge, charts, and graphs. These can maintain a memo temporary and skimmable,” suggests Coleman.

Milliken agrees. In a current 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 levels 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.”

Testing It Out

Right here’s a pattern desk I created to reveal.

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

5. Justify any reasoning.

For those who’re speaking a request or something new that would ruffle some feathers, you may make your case by providing a rationale as to why your announcement or request is so vital.

“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 must establish areas you should construct up.”

Bear in mind, because the memo author, you’re an knowledgeable on the topic. It’s possible 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 usually contains that includes statistics as to why it’s vital and pressing to make a change.

“Take into account that information is tremendous highly effective however should be introduced in a manner that enhances the narrative fairly 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 almost 70% of the time.”

The primary instance is unwieldy, Sellers notes, referring to a technique {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’ll be able to take from it,” Sellers explains.

Testing It Out

To justify the significance of the quarterly writing coaching session, particularly at the side of AI instruments, I’d add this information level in my memo:

6. Soften any blows (non-obligatory).

For those who’re making an enormous change that might be seen as controversial or making daring statements the place individuals may 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 would soften the blow by sharing that it hasn’t been a difficulty for most individuals, nevertheless it’s vital to have a transparent coverage in place for dealing with it.

Testing It Out

Let’s say my memo took a special place concerning AI for writing. Right here’s how I’d format my memo to melt the blow:

7. Embody 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,” Milliken says. “Finish in your most compelling factors. You may both reassert urgency or focus on the sources you should achieve success.”

Milliken usually closes on the assist her workforce requires to seek out success. That might be extra monetary sources, a champion inside management, or extra time to ascertain the change.

Testing It Out

8. Evaluate and proofread earlier than sending

This step could appear to be a no brainer, nevertheless it‘s vital to evaluate your doc earlier than sending it out. Memos are supposed to inform readers of upcoming adjustments and relay vital data.

You don’t need to danger inflicting confusion with a typo or misstatement.

“Memos usually have a broad viewers, so you may need to craft a story that’s simply understood irrespective of who’s studying it,” says Sellers. “Meaning telling a persuasive story, attending to the purpose shortly, anticipating questions, and slicing jargon to seek out the only manner of claiming one thing.”

Testing It Out

Ask a coworker to evaluate your memo or use an modifying software like Grammarly or Hemingway to evaluate and proofread.

Right here’s an instance of Grammarly modifying my memo and making ideas for enchancment:

9. Create any audio or video aids,

As soon as the memo is written, I like to provide it one final cross. 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 crucial factors within the doc.

“Together with video summaries of my memos with Loom is useful for accessibility and busy stakeholders who wish to take heed to updates whereas engaged on different duties,” she notes.

10. Talk urgency (if obligatory).

The final vital tip? Up the urgency. In case your memo pitches one thing new or well timed, you need 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 susceptible to shedding if we don’t take motion right here,” says Hesterberg.

For pitch memos, Hesterberg suggests telling readers why this drawback is vital and why individuals ought to care. For explanatory memos, she recommends explaining what the data within the memo can be used for.

Testing It Out

Right here’s how I’d add urgency to my memo in regards to the coaching session:

Varieties of Memos

Now you know the way 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 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, deal with utilizing persuasive language and, the place attainable, stats or numbers to focus on why a “sure” is the fitting 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 vital, and maintain emotion and private emotions out of the request.

2. Informative Memo

You may see these known as announcement memos as effectively, 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 may embrace adjustments in coverage, firm information, new processes, and even new workers members.

In the end, 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 data.

3. Affirmation Memo

You may consider affirmation memos as a paper path to verify key stakeholders have a document of discussions.

Pattern makes use of of affirmation memos are documenting conversations, so you may have 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 purpose.

4. Directive Memo

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

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

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

You may write a memo within the following situations:

• You will have a brand new coverage, and you should clarify it to your viewers.
• Sharing vital 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, when you have one thing you should share, a memo is likely to be the reply.

Greatest Practices for Formatting a Memo

Now that you realize when to put in writing a memo, what kinds of memos there are, and what components to incorporate in your memo, I’ve a number of parting ideas. To sum it up, listed below are a number of greatest practices for formatting a memo.

Cater to your viewers.

Earlier than you begin writing your memo, contemplate who your viewers is. Understanding who will learn your memo will assist you to tailor your message, tone, and CTA for that viewers.

Pamela Bump, head of content material progress at HubSpot, suggests contemplating the next questions.

“Are the leaders you are writing for busy executives who desire a fast one-pager targeted on essentially the most need-to-know data?” she says. “Or are the readers extra inquisitive and involved in soaking in all the data they’ll get?”

Make it skimmable.

HubSpot’s Kaitlin Milliken recollects a time when she wrote a memo that wasn’t skimmable.

“Once I was requested to put in writing my first memo, I created a doc with big partitions of textual content,” she says. “My supervisor gave me nice suggestions, encouraging me to make use of charts and graphs all through the doc. That makes whole sense to me now. Nobody desires to learn an enormous string of prolonged paragraphs, however they’re going to positively skim a desk.”

To make your memo simpler to learn, use headings and separate paragraphs to interrupt up new ideas or speaking factors. You may as well add tables and graphs to create a visible break when it is smart.

Milliken provides, “Bullet factors are your pal. They create breaking factors all through your doc and maintain data simple to digest.”

Be aware of size.

The size of your memo will depend on the kind you’re writing. Usually talking, a memo is one or two paragraphs lengthy. However the size can differ in case you’re writing an informative memo versus a request memo.

In case your viewers is involved in studying, an informative memo can present extra element, whereas a request memo ought to be temporary and to the purpose.

“For those who’re not sure, go for a shorter 1-2 web page doc, however hyperlink it to a different web page or dashboard with additional information, context, or data that they’ll dig into in the event that they select,” Bump suggests.

Now that you just’ve realized 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 completely different wants as steerage.

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 when you have any questions. Within the meantime, I would 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 data in a manner that’s simple 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 small print.

The background data provides 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 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 may 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 need to ship your most important 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 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 need to embrace your particular request of every worker — in case 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 case you‘re informing workers of upcoming building to the constructing, you may say, “I’d respect your cooperation throughout this time.”

Even in case you do not anticipate any particular motion from workers, it’s useful to incorporate 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

Memo Examples

Totally different industries or conditions would require barely completely different memos. Sure ones will should be longer or shorter, others could not have a timeline, and a few may have intensive 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 obligatory.

This format of this memo might 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 may alleviate some frustration that prospects or workers could in any other case really feel in the event that they weren’t knowledgeable.

Different date adjustments, 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 affect that renovations can have on workers and exhibits respect and consideration for his or her wants.

This memo format might 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 by means of 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 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 principle 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 affect the reader can probably make.

Write Your Memos To the Level

The principle distinction between a memo and simply an e mail shouldn’t be the extent of complexity. It’s the scale of the viewers.

A memo could 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 utilize.

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