The best way 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 e mail, a memo is a message you ship to a big group of workers, like your total division or everybody on the firm. You may want to put in writing a memo to tell employees of upcoming occasions or broadcast inner adjustments.

If it’s essential to inform your workers of official inner enterprise, we’ll present you the best way to write a memo to higher 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 data and have functions for various communities and companies.

Communities can use memos to inform individuals inside it about public security pointers, promote varied 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, adjustments in process, or persuade workers to take an motion, equivalent to attend an upcoming assembly, conference, or a celebration for organizational milestones.

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

You may 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 type 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 ought to 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 could possibly be adjustments within the price range, an organization restructuring, or a brand new rollout of procedures. This rationalization ought to present justification for the adjustments being carried out.

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

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

• 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

If no motion is required on the worker’s behalf, you’ll be able to 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. Evaluate and proofread earlier than sending.

This step might seem to be a no brainer however it’s necessary to assessment your doc earlier than sending it out. Memos are supposed to inform readers of upcoming adjustments and relay necessary 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 the best way to use them to serve totally different wants as steerage.

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 if in case you have any questions. Within the meantime, I might 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 required data in a approach 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 know the final message earlier than they dive deeper into the small print. The background data presents context to the message, and the overview and timeline ought to reply questions which are prone to come up.

Header:

In your header, you may wish to clearly label your content material “Memorandum” so your readers know precisely what they’re receiving. As beforehand talked about, you may 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 may wish to rapidly and clearly state the aim of your memo. You may 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 may 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 may wish to present context or supporting proof. As an example, 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 workforce from our content material workforce. This manner, these groups can focus extra on their particular person objectives.”

Paragraph Three:

Within the third paragraph, you may wish to embrace your particular request of every worker — should you’re planning a workforce outing, that is the area you’d embrace, “Please RSVP with dietary restrictions,” or “Please e mail me with questions.”

Quite the opposite, should you’re informing employees of upcoming building to the constructing, you may say, “I might recognize your cooperation throughout this time.” Even when there is no particular motion you count on from workers, 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 remaining kind? Obtain HubSpot’s free enterprise memo templates, proven under. 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

Completely different industries or conditions would require barely totally different memos. Sure ones will must be longer or shorter, others might not have a timeline, and a few could 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 obligatory. This format of this memo could possibly be utilized to different conditions the place a easy, however necessary, 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 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 features 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 We Like: This memo demonstrates a enterprise’s understanding of the affect 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.

Group Memo

Celebrations, occasions, theme days, or different enjoyable issues on your workers can be communicated via 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 primary parts of the persuasion memo ought to embrace 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 probably make.

Write Your Memos To the Level

The primary distinction between a memo and simply an e mail just isn’t the extent of complexity, it’s the dimensions 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 workers. And the message itself ought to be clear and concise, irrespective of which memo format you employ.

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