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

When there’s a major 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 achieved. Not like an e-mail, your memo will exit to your whole division or everybody on the firm. No stress. (Nicely, perhaps some stress…)

Earlier than writing a memo, I take a while to hype myself up. This little bit of internal communication will likely be learn by my friends, my boss, and sure my boss’ boss. Getting the language proper is crucial, 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 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 folks 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, necessary milestones, or essential worker actions, reminiscent of attending an upcoming assembly or conference.

I usually discover myself writing memos when there are vital 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 undertaking we simply accomplished. Memos denote significance, so I solely write them when I’ve necessary updates to share that influence a number of stakeholders.

We’ll discover extra about when memos are essential under. However first, let’s focus on how one can write a memo.

You may put collectively a memo in just a few 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 must be brief, attention-grabbing, and provides readers a normal thought of what the memo is about.

I usually pair a principal, eye-catching title with a deck under the headline that has extra info. For instance, if I have been writing a put up about A.I. in content material advertising and marketing, I’d title it “The Robotic Revolution: How A.I. Shapes the Search Panorama.”

Ensure 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.

Bear in mind, you need your memo to be temporary and information-packed. Your introduction must 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 battle with. As a author, I need to embody these eloquent phrases and considerate transitions that sound nice when learn aloud. Nonetheless, I must take a distinct strategy for memos. My introduction ought to simply summarize the aim of the memo in two to a few sentences.

You should use descriptive language in your intro when it straight pertains to the aim of your memo. Metaphors, similes, and storytelling gadgets can hook your readers. Kaitlin Milliken, a senior program supervisor at HubSpot, remembers a memo she created that associated to making a workers 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 relation to metaphors, don’t power these comparisons. Solely use them the place they make sense and once they make your message stronger.

3. Present background on the problem.

Bear in mind, memos exit to a large group of staff. Not everybody studying your memo could have the identical background that you just do as a author. You’ll want a bit to elucidate any essential context that folk must know earlier than going ahead.

So, what do you place in? I requested Basha Coleman, the most effective memo writers on my staff. Colem 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 influence of the state of affairs.
• Beneficial options.

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

Past that, I prefer to hyperlink to different necessary paperwork that present context on a subject. That may very well be a associated memo from a distinct staff with extra info, a information article that you just’re straight 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 necessary tip? Up the urgency. In case your memo pitches one thing new, you need to clarify why the change is pressing and the significance of shifting now.

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

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

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

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

This part ought to embody the next:

• When staff can anticipate 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 data, charts, and graphs. These can hold 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 could happen.

“I additionally included an infographic of a pipeline to point out the phases of the undertaking 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 show.

If no motion is required on the worker’s behalf, you’ll be able to go away 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 necessary.

“Take into consideration your target market 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 that you must construct up.”

Bear in mind, because the memo author, you’re an knowledgeable on the topic. Chances are you’ll must ask a supervisor or a peer to overview your memo with a skeptical eye. The place have they got questions? What wants further justification?

From there, you’ll be able to strengthen your case. This usually contains 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 have to be introduced in a means 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 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 necessary factor: why that methodology was necessary and what you’ll be able to take from it,” Sellers explains.

6. Soften any blows (Non-obligatory).

In the event you’re making an enormous change that may very well be seen as controversial or making daring statements the place folks 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 could be speaking a brand new firm coverage associated to utilizing AI. You can soften the blow by sharing that it hasn’t been a problem for most individuals, nevertheless it’s necessary to have a transparent coverage in place for dealing with it.

7. Embrace 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 may both reassert urgency or focus on the sources that you must achieve success.”

Milliken usually closes on the assist her staff requires to seek out success. That may very well be further monetary sources, a champion inside management, or extra time to ascertain the change.

8. Evaluation and proofread earlier than sending.

This step might seem to be a no brainer, nevertheless it‘s necessary to overview your doc earlier than sending it out. Memos are supposed to inform readers of upcoming modifications and relay necessary info. You don’t need to danger 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 rapidly, anticipating questions, and chopping jargon to seek out the only means 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 move. 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 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 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, here is an easy-to-follow enterprise memo template with examples of how one can use them to serve completely different wants as steerage.

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 sorts 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 constructive 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 could 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 necessary, and hold emotion and private emotions out of the request.

2. Informative Memo

You would possibly see these known as announcement memos as nicely, and so they make up the majority of most memos I’ve seen. The purpose 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.

In the end, you’ll be able to consider an informative memo as a transparent, concise method to share bulletins together with your viewers and supply any justification essential for the brand new info.

3. Affirmation Memo

You may consider affirmation memos as a paper path to verify key stakeholders have a report 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 street.

When writing affirmation memos, specificity and readability must be your primary purpose.

4. Directive Memo

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

Pattern makes use of of directive memos embody sharing how one can implement a brand new course of, adjust to new necessities, and even full essential duties.

When to Write a Memo

As you’ve seen with the sorts of memos above, most memos are designed to speak new info. Nonetheless, memo functions stretch far and large.

“Memos serve quite a lot of functions, however usually 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 undertaking or program,” says Hesterberg.

You would possibly write a memo within the following situations:

• You will have a brand new coverage, and that you must clarify it to your viewers.
• Sharing necessary 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.
• Train 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 that you must share, a memo could 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 when you’ve got any questions. Within the meantime, I would 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 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 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 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 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 need 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 need to ship your most crucial info 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. As an illustration, let’s say your memo informs the corporate of an inner 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 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 need 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 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 anticipate from staff, 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

Wish to see the above memo format in its remaining kind? Obtain HubSpot’s free business memo templates, proven under. 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.

Download this Template

Memo Examples

Totally different industries or conditions would require barely completely different memos. Sure ones will should be longer or shorter, others might not have a timeline, and a few could have intensive background info. 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 will likely be delayed. The introduction contains the brand new date, so a timeline or lengthy overview isn’t essential. 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 might alleviate some frustration that prospects 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 elements of a enterprise that concern your staff however don’t essentially contain their work. This memo depicts an instance of a kitchen transform 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 exhibits respect and consideration for his or her wants.

This memo format may very well 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 in your staff may also be communicated by memos. Group memos like this instance are usually 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 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 info to be taught on their very own and decide primarily based on their findings.

The principle parts of the persuasion memo ought to embody an outline 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 principle 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 could 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 must be clear and concise, irrespective of which memo format you utilize.

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