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

A memo (also called a memorandum, or “reminder”) is used for inner communications relating to procedures or official enterprise inside a company.

In contrast to an e mail, a memo is a message you ship to a big group of staff, like your complete division or everybody on the firm. You would possibly want to jot down a memo to tell workers of upcoming occasions or broadcast inner modifications.

If that you must inform your staff of official inner enterprise, we’ll present you the best way to write a memo to raised talk your message. However earlier than we break it down, let’s discuss in regards to the many functions of memos.

Memorandums are shared to tell readers about new info and have purposes for various communities and companies.

Communities can use memos to inform individuals inside it about public security tips, promote varied occasions, increase consciousness on topics that have an effect on their lives.

Companies can use memos to relay info involving newly up to date coverage, modifications in process, or persuade staff to take an motion, reminiscent of attend an upcoming assembly, conference, or a celebration for organizational milestones.

Subsequent, we’ll stroll you thru writing a memo of your individual.

You possibly can put collectively a memo in just a few brief steps. All memos ought to embrace 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 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 must be, brief, attention-grabbing, and provides readers a normal concept of what the memo is about.

2. Write an introduction.

Your introduction ought to summarize the aim of your memo in two to a few sentences. It ought to spotlight the difficulty or downside and the answer you determined to maneuver ahead with.

3. Present background on the difficulty.

On this part, clarify the reasoning behind the memo. For instance, it may very well be modifications within the price range, an organization restructuring, or a brand new rollout of procedures. This rationalization ought to present justification for the modifications being carried out.

4. Define motion objects and timeline (Elective).

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

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

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

5. Embrace a closing assertion.

Your closing assertion will embrace any info you’d like to strengthen. Are there any particular contacts readers ought to attain out to for questions? If that’s the case, embrace them right here.

6. Overview and proofread earlier than sending.

This step might look like a no brainer but it surely’s necessary to assessment your doc earlier than sending it out. Memos are supposed to inform readers of upcoming modifications and relay necessary info. You do not wish to danger inflicting confusion with a typo or misstatement.

To start making your individual enterprise memos, here is an easy-to-follow enterprise memo template with examples of the best way to use them to serve totally 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 in case you have any questions. Within the meantime, I would admire 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 info in a method that’s simple for a mass variety of staff to digest.

An correct topic line will alert them that this memo is related to them particularly. And starting with an government abstract permits recipients to grasp the final message earlier than they dive deeper into the main points. The background info affords context to the message, and the overview and timeline ought to reply questions which might be prone to come up.

Header:

In your header, you will wish to clearly label your content material “Memorandum” so your readers know precisely what they’re receiving. As beforehand talked about, you will wish to embrace “TO”, “FROM”, “DATE”, and “SUBJECT”. This info is related for offering content material, like who you are addressing, and why.

Paragraph One:

Within the first paragraph, you will wish to shortly and clearly state the aim of your memo. You would possibly start your sentence with the phrase, “I am 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 crucial info upfront, after which use subsequent paragraphs as alternatives to dive into extra element.

Paragraph Two:

Within the second paragraph, you will wish to present context or supporting proof. For example, as an example your memo is informing the corporate of an inner re-organization. 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 crew from our content material crew. This manner, these groups can focus extra on their particular person targets.”

Paragraph Three:

Within the third paragraph, you will wish to embrace your particular request of every worker — for those who’re planning a crew outing, that is the house you’d embrace, “Please RSVP with dietary restrictions,” or “Please e mail me with questions.”

Quite the opposite, for those who’re informing workers of upcoming development to the constructing, you would possibly say, “I would admire your cooperation throughout this time.” Even when there’s no particular motion you count on from staff, it is useful to incorporate the way you hope they will deal with the information and whether or not you count on them to do one thing in response to the memo.

Downloadable Memo Template

Wish to see the above memo format in its last type? Obtain HubSpot’s free enterprise memo templates, proven beneath. The doc offers you a framework that types your memorandum into subtopics to assist staff higher digest the data and perceive what’s anticipated of them after studying it.

Obtain this Template

Memo Examples

Totally different industries or conditions would require barely totally different memos. Sure ones will have to be longer or shorter, others might not have a timeline, and a few can 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 can be delayed. The introduction consists of the brand new date, so a timeline or lengthy overview isn’t mandatory. This format of this memo may very well be utilized to different conditions the place a easy, however necessary, change is going on.

What We Like: The launch memo offers readers with perception behind 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 may additionally make the most of this format.

Constructing Replace Memo

There are logistical facets of a enterprise that concern your staff, however don’t essentially contain their work. This memo depicts an instance of a kitchen rework within the workplace. It’s a little bit of an inconvenience however not one of a giant magnitude.

What We Like: This memo demonstrates a enterprise’s understanding of the impression that renovations can have on staff 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 staff will also be communicated by way of memos. Neighborhood memos like this instance are typically shorter as a result of they don’t require a lot background info or many particulars.

What We Like: This memo has clear instructions on the place to search out the occasion happening, one thing which might’ve been much less efficient if it solely would’ve included the ground quantity.

Memos of this nature ought to embrace a abstract, date, and placement at 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 info to be taught on their very own and decide primarily based on their findings.

The principle elements of the persuasion memo ought to embrace an summary of the duty at hand, context to be taught extra about it, and a name to motion that emphasizes the impression the reader can doubtlessly make.

Write Your Memos To the Level

The principle distinction between a memo and simply an e mail just isn’t the extent of complexity, it’s the scale of the viewers. A memo might 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, regardless of which memo format you employ.

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