Tips on how to Write a Memo [Template & Examples]

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

Not like an electronic 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 put in writing a memo to tell workers of upcoming occasions or broadcast inner modifications.

If it’s essential to inform your staff of official inner enterprise, we’ll present you write a memo to higher talk your message. However earlier than we break it down, let’s discuss concerning the many functions of memos.

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

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

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

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

You possibly can put collectively a memo in a number of brief steps. All memos ought to embrace the next:

1. Write a heading.

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

2. Write an introduction.

Your introduction ought to summarize the aim of your memo in two to 3 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 finances, an organization restructuring, or a brand new rollout of procedures. This clarification 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 might have motion objects for workers to finish or present a timeline of when modifications 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 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 go away this part out.

5. Embrace 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.

6. Overview and proofread earlier than sending.

This step could seem to be a no brainer however it’s vital to evaluate your doc earlier than sending it out. Memos are supposed to inform readers of upcoming modifications and relay vital data. You do not wish to danger inflicting confusion with a typo or misstatement.

To start making your personal enterprise memos, this is an easy-to-follow enterprise memo template with examples of 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 you probably 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 method that’s straightforward 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 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 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 data 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 data 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. As an illustration, for example your memo is informing the corporate of an inner re-organization. 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 will wish to embrace your particular request of every worker — in case you’re planning a staff outing, that is the area you’d embrace, “Please RSVP with dietary restrictions,” or “Please electronic mail me with questions.”

Quite the opposite, in case you’re informing workers of upcoming building to the constructing, you would possibly say, “I would respect 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’re going to deal with the information and whether or not you count on them to do one thing in response to the memo.

Downloadable Memo Template

Need to see the above memo format in its last kind? Obtain HubSpot’s free enterprise memo templates, proven under. The doc offers you a framework that kinds 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

Completely different industries or conditions would require barely completely different memos. Sure ones will must be longer or shorter, others could not have a timeline, and a few may have in depth background data. 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 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 vital, change is happening.

What We Like: The launch memo supplies readers with perception behind product launch delays, which might alleviate some frustration that clients or staff could 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 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 We Like: This memo demonstrates a enterprise’s understanding of the influence 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.

Group Memo

Celebrations, occasions, theme days, or different enjoyable issues to your staff may also 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 We 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 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 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 based mostly on their findings.

The principle elements of the persuasion memo ought to embrace an summary of the duty at hand, context to study 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 electronic mail will not be 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, irrespective of which memo format you utilize.

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