How one can Write a Memo [Template & Examples]

A memo (often known as a memorandum, or “reminder”) is used for inside communications relating to 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 workers, like your complete division or everybody on the firm. You may want to write down a memo to tell workers of upcoming occasions or broadcast inside adjustments.

If you must inform your workers of official inside 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 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 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 info involving newly up to date coverage, adjustments in process, or persuade workers 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 quick 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 ought to be, quick, attention-grabbing, and provides readers a normal thought 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 problem or drawback and the answer you determined to maneuver ahead with.

3. Present background on the problem.

On this part, clarify the reasoning behind the memo. For instance, it could possibly be adjustments within the finances, an organization restructuring, or a brand new rollout of procedures. This clarification ought to present justification for the adjustments being applied.

4. Define motion gadgets and timeline (Elective).

Relying on the aim of your memo, you’ll have motion gadgets for workers to finish or present a timeline of when adjustments 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 workers can anticipate 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 depart this part out.

5. Embrace 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 nevertheless it’s essential to evaluate your doc earlier than sending it out. Memos are supposed to inform readers of upcoming adjustments and relay essential info. You do not need to danger 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 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 when you’ve got 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 mandatory info in a manner 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 govt abstract permits recipients to grasp the overall message earlier than they dive deeper into the small print. The background info gives context to the message, and the overview and timeline ought to reply questions which can be prone 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 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 quick, 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, as an example your memo is informing the corporate of an inside 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 targets.”

Paragraph Three:

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

Quite the opposite, for those who’re informing workers of upcoming development to the constructing, you may say, “I might admire your cooperation throughout this time.” Even when there’s no particular motion you anticipate from workers, 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 under. The doc provides you a framework that kinds 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 should 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 workers to obtain.

Launch Delay Memo

The target of this memo is to announce that the launch of a product will probably 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 essential, change is happening.

What We Like: The launch memo supplies readers with perception behind product launch delays, which may alleviate some frustration that prospects 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 elements of a enterprise that concern your workers, 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 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 may also be communicated by way of memos. Group 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 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 primary 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 primary distinction between a memo and simply an electronic mail is just not the extent of complexity, it’s the dimensions of the viewers. A memo may 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 word: This put up was initially printed in October 2018 and has been up to date for comprehensiveness.