The ten Steps I Use to Get It Proper Each Time

Memos are versatile. Companies can use memos to relay data involving newly up to date insurance policies, adjustments in process, vital milestones, or essential worker actions, reminiscent of attending an upcoming assembly or conference.

However, 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.

I usually discover myself writing memos when there are important adjustments 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 impression a number of stakeholders.

Sorts of Memos

Once I do have these vital updates to share, I like to contemplate the kind of memo I’m writing earlier than I get began. On your reference, listed below are 4 of the commonest sorts of memos:

1. Informative Memo

Often known as announcement memos, these make up the majority of most memos I’ve seen. The aim is to speak new data to your viewers.

Pattern use instances: To state adjustments in coverage, firm information, and new processes or to welcome new workers members

2. Request Memo

Request memos are designed to make a request and get a optimistic response. When writing request memos, I’d deal with utilizing persuasive language and embrace stats or numbers to focus on why a ‘sure’ is the correct reply.

Pattern use instances: To request a brand new buy out of your firm or to authorize skilled studying or volunteer alternatives

3. Affirmation Memo

I consider affirmation memos as a paper path to ensure key stakeholders have a document of discussions. When writing affirmation memos, specificity and readability needs to be your primary aim.

Pattern use instances: To doc conversations or make clear ambiguity to keep away from misunderstanding down the street

4. Directive Memo

If I want to speak how one can do one thing to my viewers, I’d write a directive memo providing detailed directions which might be simple to observe.

Pattern use instances: To share how one can implement a brand new course of, adjust to new necessities, or full essential duties

The primary distinction between all of those memo sorts is the aim behind the writing. Nevertheless, no matter goal, each memo is often made up of the identical element components.

Elements of a Memo

What are these components, you ask? Right here’s what I embrace in nearly each memo I write: 

• Heading: This part specifies who the memo is to (your viewers) and from (you or your division), and it consists of the date and a topic to explain what it’s about.
• Introduction: That is your opening paragraph that highlights the aim of the memo and gives an summary on what the memo is about.
• Background: Right here, you need to present clear, particular context round the issue you’re aiming to unravel.
• Suggestions: That is the place you’ll listing the precise duties or milestones you propose to finish in an effort to deal with the issue you’ve recognized.
• Dialogue: That is the meat of your memo sandwich — it’s the place you’ll justify your suggestions with supporting particulars that map again to your downside assertion.
• Closing: This part creates house for a name to motion on your readers. What would you like them to do after studying your memo? State that right here.
• Essential attachments: That is the place you may embrace any supporting paperwork to again up your analysis and suggestions.

I’ll present you ways I construct out every of those components in our how-to shortly. Within the meantime, this is extra on memos from the HubSpot advertising and marketing staff:

When to Write a Memo

I default to writing a memo after I want to speak new data in a manner that is extra formal than an e-mail.

Nevertheless, memo functions stretch far and huge.

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

You would possibly write a memo within the following eventualities:

• You have got a brand new coverage, and it is advisable clarify it to your viewers.
• Sharing vital firm updates and knowledge.
• 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 folks how one can do one thing.
• Requesting one thing and justifying why it issues.

There are many potentialities on the market. In a nutshell, when you’ve got one thing it is advisable share, a memo could be the reply.

Onto the how-to.

You possibly can put collectively a memo in a couple of quick steps, and you may even use AI to assist.

To provide you an concept of how every step is formatted, I’ll write an instance memo, break it down for every step, and embrace suggestions for incorporating AI alongside the best way. 

My instance memo shall be an inside announcement for a writing coaching session.

1. Begin along with your heading.

It doesn’t matter what sort of memo I’m writing, I at all times embrace a heading. On this part, I observe who the memo is to, who it’s from, the supply date, and the topic of the memo.

I’d advocate beginning off all your memos with this formatting:

TO:

FROM:

DATE:

SUBJECT:

Your topic line needs to be quick, attention-grabbing, and provides readers a basic concept of what the memo is about.

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

I at all times be sure that the tone of my topic matches the seriousness of the subject material and my group’s communication model. I really like a witty opener, nevertheless it received’t be proper for each memo.

Testing It Out

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

Easy and to the purpose.

2. Write your introduction.

Bear in mind, you need your memo to be temporary and information-packed. Your introduction needs to be an environment friendly use of house. 

Right here, I spotlight the principle challenge or downside that your memo goals to resolve together with the meant answer.

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

That is really 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 distinct method to writing memos. I attempt to remind myself that 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:

You too can use generative AI instruments like ChatGPT to assist summarize the aim of your memo. In truth, that is one in every of my favourite methods to make use of AI — to condense and recap data.

Right here’s an instance.

Immediate I used: I am writing a memo to announce a brand new coaching session for writers on my staff. The coaching session is on how one can use AI in your writing course of with out shedding the human contact. Write an introduction to summarize this announcement and spotlight the significance of this coaching. Maintain the abstract temporary, round 2-3 sentences, and maintain it conversational.

Output:

Whereas I like my unique model higher, this may be useful to make use of as a place to begin — particularly if I used to be in a time crunch.

3. Present background on the problem.

Bear in mind, memos exit to a large group of workers. Not everybody studying your memo can have the identical background that you simply do as the author.

You’ll want a bit to clarify any essential context that folk must know earlier than going ahead.

So, what do you set in? I requested Basha Coleman, probably the greatest memo writers on my staff. Coleman is a principal advertising and marketing supervisor on HubSpot’s viewers improvement staff.

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

• The state of affairs
• The impression of the state of affairs
• Really helpful options

“This offers stakeholders the need-to-know information straight away in case they don’t have time to learn the entire memo directly,” Coleman says.

Past that, I wish 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 simply’re immediately responding to, or a related dashboard that showcases the problem.

You don’t need this part to be lengthy. Nevertheless, if of us are inquisitive about studying extra, you’ve simply given them the ability to take action.

Testing It Out

Based mostly on Coleman’s suggestion, right here’s how the background I’d embrace as context for the brand new coaching:

Might AI assist right here? Alana Chinn, Advertising and marketing Weblog editor at HubSpot, shared her ideas on utilizing AI on this part:

“Since I’ve probably the most context concerning the state of affairs and impression, I most likely wouldn’t use AI within the background part,” she says.

“Instruments like ChatGPT most likely aren’t going to know which data is a very powerful to focus on for my viewers. But when I did, I’d use AI to arrange, summarize, or present construction round my ideas.”

Bouncing off of this and following Coleman’s format, I would counsel outlining the state of affairs, the impression of the state of affairs, and your advisable options and asking ChatGPT to summarize these particulars into a couple of quick paragraphs.

4. Define motion objects and timeline.

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 could want to finish a activity or present data by a sure deadline.

In fact, if no motion is required on the worker’s behalf, you may go away this part out. However when motion is required, right here’s what I’m together with on this part:

• When workers can count on adjustments to enter impact
• What adjustments have already been made and what to anticipate sooner or later
• Deadlines they should adhere to

Professional tip: Every time I’m creating a timeline, I keep away from simply making a paragraph with dates interspersed all through. It’s tougher to learn that manner.

“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 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 staff would take, extra particulars about what was wanted, and when it might happen.

“I additionally included an infographic of a pipeline to indicate the phases 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.”

Testing It Out

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

When it comes to utilizing AI for this part, I’d ask my favourite generative AI robotic to assist me brainstorm applicable duties and map motion objects to a timeline.

Right here’s an instance.

Immediate I used: Give me 2-3 motion objects for attendees of a quarterly writing coaching session that highlights how one can use AI instruments in writing, and map them to a 6-week timeline.

Output:

I might then take this output, customise it for my staff, and add any related particulars primarily based on our inside workflow.

5. Justify your reasoning.

Every time I’ve to speak a request or something new that would ruffle some feathers, I at all times attempt to make my case by providing a rationale as to why it’s so vital.

“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 would not have all of the context you need to determine areas it is advisable 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 evaluate your memo with a skeptical eye. The place have they got questions? What wants extra justification?

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

“Needless to say information is tremendous highly effective however have to be offered in a manner 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 a substitute, Sellers suggests writing,”Our technique is working practically 70% of the time.”

The primary instance is unwieldy, Sellers notes, referring to a strategy {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.

Testing It Out

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

Instruments like ChatGPT will also be nice for pulling exterior information to justify your method or the reasoning behind your memo.

Right here’s an instance.

Immediate I used: Present 2-3 information factors concerning the significance of a quarterly writing coaching on AI instruments.

Output:

Massive time saver in the event you let AI do a few of the digging for you.

6. Soften any blows.

Generally you’re making a giant change that could possibly be seen as controversial or making daring statements the place folks would possibly really feel slighted. In situations like these, I like to melt issues 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 could possibly 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 distinct place relating to AI for writing. Right here’s how I’d format my memo to melt the blow:

AI may assist right here in the event you’re undecided how one can mitigate issues a few explicit challenge offered in your memo.

Right here’s an instance.

Immediate I used: Present language to handle issues that writers might have about utilizing AI of their writing. Observe that we’ve a strict AI coverage in place to assist information this new course of. Maintain it temporary, 2-3 sentences.

Output:

Not dangerous.

7. Talk urgency.

Any time my memo pitches one thing new or well timed, I be sure that I clarify why the change is pressing and why it’s vital that we transfer now.

“One of the simplest ways to do that is to clarify what we’re vulnerable to shedding if we don’t take motion right here,” says Hesterberg.

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

Testing It Out

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

That is comparatively simple, so I received’t faucet AI in for this.

8. Embody a closing assertion.

When crafting my closing assertion I take into consideration the knowledge I actually need to reinforce. For instance, are there any particular contacts readers ought to attain out to for questions? In that case, I’ll 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 possibly can both reassert urgency or talk about the assets it is advisable achieve success.”

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

Testing It Out

Right here’s how I’d wrap up my memo with Milliken’s recommendations in thoughts:

And from the AI perspective, I’d advocate utilizing a immediate just like the one we used for the introduction to shut issues out.

9. Evaluation and proofread earlier than sending.

This step might 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.

As a author, I do know I don’t need to threat 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. “Meaning telling a persuasive story, attending to the purpose shortly, anticipating questions, and slicing jargon to seek out the best manner of claiming one thing.”

Testing It Out

I often ask a coworker to evaluate my memo or use an modifying instrument like Grammarly or Hemingway to evaluate and proofread.

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

Chinn additionally says, “I really like utilizing AI to proofread my work. As a author, this is among the use instances I faucet AI for probably the most. Asking ChatGPT to supply a grammar or tone examine, to search for spelling errors or different inconsistencies, or to simplify complicated concepts are all fast and simple methods to finalize my content material.”

I imply, who says you may’t use AI as your private peer editor?

10. Create 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 the artistic staff 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 take heed to updates whereas engaged on different duties,” she notes.

Testing It Out

For the sake of time, I received’t create any visuals for my fictional memo.

However one other simple manner to do that can be to current the memo to your staff or related stakeholders, document that presentation through Zoom or Microsoft Groups (if distant), and flow into it as a visible studying assist for the longer term.

Two birds, one stone sort of deal.

Finest Practices for Formatting a Memo

Now that you understand what sorts of memos there are, what components to incorporate in your memo, and how one can write one, I’ve a couple of overarching formatting finest practices for you.

Cater to your viewers.

Earlier than you begin writing your memo, take into account who your viewers is. Understanding who will learn your memo will aid you 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 centered on probably the most need-to-know data?” she says. “Or are the readers extra inquisitive and inquisitive about soaking in all the knowledge they’ll get?”

Make it skimmable.

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

“Once I was requested to jot down 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 complete sense to me now. Nobody desires to learn an enormous string of prolonged paragraphs, however they will 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 too can add tables and graphs to create a visible break when it is sensible.

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

Be conscious of size.

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

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

“For those who’re uncertain, 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.

Don’t shrink back from AI.

Memo Examples

Totally different industries or conditions would require barely completely different memos. My memos are going to look loads completely different than the memos popping out of a legislation workplace, for instance.

Professional tip: Sure memos will should be longer or shorter, others might not have a timeline, and a few can have in depth background information. You need to at all times change the format of your memo to suit the message you need your workers to obtain.

I pulled collectively three examples of what which may appear like.

Launch Delay Memo

The target 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 essential.

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 gives 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.

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 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 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 will also be communicated by way of memos.

Neighborhood 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 seek 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 site at a minimal.

Enterprise Memo Template