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 corporation.

In contrast to 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 may want to write down a memo to tell employees of upcoming occasions or broadcast inner modifications.

If it’s good to 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 speak concerning 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 folks 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 info 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 just a few brief steps. All memos ought to embody 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 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 needs to be, brief, attention-grabbing, and provides readers a common 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 drawback 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 rationalization ought to present justification for the modifications being carried out.

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

Relying on the aim of your memo, you will have motion gadgets for workers to finish or present a timeline of when modifications will happen. For instance, they could want to finish a job 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

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

5. Embody 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? If that’s the case, embody them right here.

6. Overview and proofread earlier than sending.

This step might appear 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 info. You do not need to threat 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 completely 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 when you have any questions. Within the meantime, I might 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 approach 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 govt abstract permits recipients to grasp the overall message earlier than they dive deeper into the main points. The background info gives 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 may need to clearly label your content material “Memorandum” so your readers know precisely what they’re receiving. As beforehand talked about, you may need to embody “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 may need to shortly 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 will need to ship your most important info upfront, after which use subsequent paragraphs as alternatives to dive into extra element.

Paragraph Two:

Within the second paragraph, you may need to present context or supporting proof. For example, for instance 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 fashion, these groups can focus extra on their particular person objectives.”

Paragraph Three:

Within the third paragraph, you may need to embody your particular request of every worker — when you’re planning a workforce outing, that is the house you’d embody, “Please RSVP with dietary restrictions,” or “Please electronic mail me with questions.”

Quite the opposite, when you’re informing employees of upcoming building to the constructing, you may say, “I might admire your cooperation throughout this time.” Even when there is no particular motion you anticipate from staff, it is 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

Wish to see the above memo format in its closing kind? Obtain HubSpot’s free enterprise 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.

Obtain 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 may 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 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 vital, change is happening.

What We Like: The launch memo supplies 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 might additionally make the most of this format.

Constructing Replace Memo

There are logistical points 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 giant magnitude.

What We Like: This memo demonstrates a enterprise’s understanding of the affect 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.

Neighborhood Memo

Celebrations, occasions, theme days, or different enjoyable issues on your staff will also be communicated by memos. Neighborhood memos like this instance are usually 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 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 embody a abstract, date, and site 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 info to study on their very own and decide based mostly on their findings.

The principle elements of the persuasion memo ought to embody an summary 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 electronic mail shouldn’t be 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 needs to be clear and concise, irrespective of which memo format you employ.

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