The way to Write a Memo [Template & Examples]

A memo (also referred to as a memorandum, or “reminder”) is used for inner communications relating to 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 whole 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 is advisable to inform your staff of official inner enterprise, we’ll present you find out how 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 numerous 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, corresponding 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 a couple of brief steps. All memos ought to embody 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 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 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 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 funds, 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 (Optionally available).

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 might want to finish a activity 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 possibly can depart this part out.

5. Embrace a closing assertion.

Your closing assertion will embody 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, embody them right here.

6. Evaluation 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, here is an easy-to-follow enterprise memo template with examples of find out how 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 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 info 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 overall message earlier than they dive deeper into the main points. The background info presents context to the message, and the overview and timeline ought to reply questions which can be more likely to come up.

Header:

In your header, you will need to clearly label your content material “Memorandum” so your readers know precisely what they’re receiving. As beforehand talked about, you will 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 will need to rapidly 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 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 will need to present context or supporting proof. As an illustration, 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 group from our content material group. This fashion, these groups can focus extra on their particular person targets.”

Paragraph Three:

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

Quite the opposite, in the event you’re informing workers of upcoming building to the constructing, you would possibly say, “I might recognize 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’re going to 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 remaining kind? Obtain HubSpot’s free enterprise memo templates, proven beneath. 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 totally different memos. Sure ones will have to be longer or shorter, others might not have a timeline, and a few could 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 needed. 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 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 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 affect 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 in your staff will also be communicated by 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 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 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 based mostly on their findings.

The principle elements of the persuasion memo ought to embody an outline of the duty at hand, context to be taught 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 will not be 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 staff. And the message itself ought to be clear and concise, regardless of which memo format you utilize.

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