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

A memo is one of the best ways to share information when you will have a major replace or essential win inside your organization.

In contrast to an e mail, your memo will exit to your whole division or everybody on the firm, so figuring out easy methods to format a memo is simply as essential as what you write. 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 might be learn by my friends, my boss, and sure my boss’s boss. Getting the language proper is important, and each phrase counts.

On this publish, I’ll share my expertise writing memos and suggestions from my HubSpot friends. From there, I’ll showcase stellar memo examples and a template that can assist you create your personal. Let’s dive in!

What’s a memo?

Find out how to Write a Memo

Forms of Memos

When to Write a Memo

Greatest Practices for Formatting a Memo

Enterprise Memo Template

Memo Examples

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 numerous 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, essential milestones, or essential worker actions, equivalent to attending an upcoming assembly or conference.

I typically 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 mission we simply accomplished. Memos denote significance, so I solely write them when I’ve essential updates to share that affect a number of stakeholders.

Beneath, we’ll discover when memos are essential. However first, let’s talk about easy methods to write a memo.

You possibly can put collectively a memo in a number of brief 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 might be an inside announcement for a writing coaching session.

1. Write a heading.

It doesn’t matter what type 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 basic concept of what the memo is about.

“The headings you use should be descriptive enough that your readers can infer what they’ll get in each section,” suggests Kaitlin Milliken, senior program supervisor at HubSpot. “Cut the cute language and keep your headings very tactical.”

Ensure 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 may search for my instance memo a few writing coaching session:

2. Write an introduction.

Keep in mind, you need your memo to be transient and information-packed. Your introduction must be an environment friendly use of house. It ought to spotlight the problem or downside and the answer you determined to maneuver ahead with.

“The beginning of any memo should state a clear purpose of what the memo will cover,” says Karla Hesterberg, director of content marketing at HubSpot. “Depending on the subject, this could be as simple as an overview of a statement that establishes the need for a new investment. The more simple and straightforward, the better.”

That’s a actuality that I personally battle 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 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 problem.

Keep in mind, memos exit to a large group of workers. Not everybody studying your memo can have the identical background that you just do as a author. You’ll want a bit to clarify any essential context that folk have to 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 growth staff.

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

• The state of affairs
• The affect of the state of affairs
• Beneficial 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.

Past that, I prefer to hyperlink to different essential paperwork that present context on a subject.

That may very well be a associated memo from a distinct staff with extra data, a information article that you just’re immediately responding to, or a related dashboard that showcases the problem.

You don’t need this part to be lengthy. Nonetheless, if people are excited by studying extra, you’ve simply given them the ability to take action.

Testing It Out

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

Relying on the aim of your memo, you could have motion gadgets 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 workers 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 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 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 also included an infographic of a pipeline to show the stages of the project and how long each would take proportionally,” she says. “This makes it easier to visualize a timetable than just skimming chunks of text.”

Testing It Out

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

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

5. Justify any reasoning.

In case you’re speaking a request or something new that would ruffle some feathers, you can also make your case by providing a rationale as to why your announcement or request is so essential.

“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.”

Keep in mind, because the memo author, you’re an knowledgeable on the topic. Chances are you’ll have to 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 typically 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. As an alternative, 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 audience demonstrates the more important thing: why that methodology was important and what you can take from it,” Sellers explains.

Testing It Out

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

6. Soften any blows (non-obligatory).

In case you’re making a giant change that may very well 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 perhaps speaking a brand new firm coverage associated to utilizing AI.

You can soften the blow by sharing that it hasn’t been a difficulty for most individuals, however it’s essential 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:

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

Milliken typically closes on the assist her staff requires to search out success. That may very well be further monetary assets, a champion inside management, or extra time to determine the change.

Testing It Out

8. Evaluate and proofread earlier than sending

This step could seem to be a no brainer, however it‘s essential to overview your doc earlier than sending it out. Memos are supposed to inform readers of upcoming modifications and relay essential data.

You don’t wish to danger 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.”

Testing It Out

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

Right here’s an instance of Grammarly enhancing 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 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 wish to make certain my message is heard.

Coleman typically 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.

10. Talk urgency (if essential).

The final essential tip? Up the urgency. In case your memo pitches one thing new or well timed, you wish to clarify why the change is pressing and the significance of shifting 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 Hesterberg.

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

Testing It Out

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

Forms of Memos

Now you understand how to write down a memo, however earlier than you begin 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 constructive response.

When writing request memos, deal with utilizing persuasive language and, the place doable, stats or numbers to spotlight why a “yes” is the correct reply.

Some pattern makes use of of request memos is perhaps 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 essential, and preserve emotion and private emotions out of the request.

2. Informative Memo

You may see these known as announcement memos as properly, they usually make up the majority of most memos I’ve seen. The objective of informative memos is to speak new data to your viewers.

Pattern makes use of of informative memos may embody modifications in coverage, firm information, new processes, and even new employees members.

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

3. Affirmation Memo

You possibly can 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 will have 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 objective.

4. Directive Memo

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

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 essential 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 vast.

“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 eventualities:

• You will have a brand new coverage, and that you must clarify it to your viewers.
• Sharing essential firm updates and knowledge.
• Asserting new employees 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 easy methods to do one thing.
• Requesting one thing and justifying why it issues.

There are many prospects on the market. In a nutshell, when you’ve got one thing that you must share, a memo is perhaps the reply.

Greatest Practices for Formatting a Memo

Now that you understand when to write down a memo, what varieties of memos there are, and what components to incorporate in your memo, I’ve a number of parting suggestions. To sum it up, listed here are a number of finest practices for formatting a memo.

Cater to your viewers.

Earlier than you begin writing your memo, think about who your viewers is. Understanding who will learn your memo will enable 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 targeted on probably the most need-to-know data?” she says. “Or are the readers more inquisitive and interested in soaking in all the information they can get?”

Make it skimmable.

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

“After I was requested to write down my first memo, I created a doc with big partitions of textual content,” she says. “My manager gave me great feedback, encouraging me to use charts and graphs throughout the document. That makes total sense to me now. No one wants to read a huge string of lengthy paragraphs, but they’ll definitely skim a table.”

To make your memo simpler to learn, use headings and separate paragraphs to interrupt up new ideas or speaking factors. It’s also possible to add tables and graphs to create a visible break when it is smart.

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

Be aware of size.

The size of your memo depends upon 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 excited by studying, an informative memo can present extra element, whereas a request memo must be transient and to the purpose.

“If you’re unsure, go for a shorter 1-2 page document, but link it to another page or dashboard with further data, context, or information that they can dig into if they choose,” Bump suggests.

Now that you just’ve discovered what goes right into a memo, here is an easy-to-follow enterprise memo template with examples of easy methods to use them to serve completely different wants as steering.

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 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 method 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 government abstract permits recipients to grasp the final message earlier than they dive deeper into the small print.

The background data affords context to the message, and the overview and timeline ought to reply questions which might be more likely 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 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 want to quickly and clearly state the purpose of your memo. You might begin 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 will wish 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 want to provide context or supporting evidence. For instance, 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 manner, these groups can focus extra on their particular person targets.”

Paragraph Three

Within 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.”

Quite the opposite, in the event you‘re informing staff of upcoming construction to the building, you might say, “I’d respect your cooperation throughout this time.”

Even in the event you do not anticipate any particular motion from workers, it’s useful to incorporate the way you hope they will deal with the information and whether or not you anticipate them to do one thing in response to the memo.

Downloadable Memo Template

Need to see the above memo format in its remaining kind? Obtain HubSpot’s free enterprise memo templates, proven beneath.

The doc provides 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.

Obtain This Template

Memo Examples

Totally different industries or conditions would require barely completely different memos. Sure ones will have to be longer or shorter, others could 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 workers to obtain.

Launch Delay Memo

The target of this memo is to announce that the launch of a product might be delayed. The introduction consists of 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 essential, change is going on.

What I Like: The launch memo gives readers with perception into product launch delays, which might alleviate some frustration that clients or workers could 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 facets 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 affect that renovations can have on workers and reveals 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.

Neighborhood Memo

Celebrations, occasions, theme days, or different enjoyable issues on your workers can be communicated by means 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 search 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 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 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 study extra about it, and a name to motion that emphasizes the affect the reader can doubtlessly make.

Write Your Memos To the Level

The principle distinction between a memo and simply an e mail will not be 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 workers. And, the message itself must be clear and concise, irrespective of which memo format you utilize.

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