Methods to Write a Memo [Template, Examples & HubSpotter Tips]

Memos are shared to tell readers about new data and have functions for various communities and companies.

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

Companies can use memos to relay data involving newly up to date insurance policies, modifications in process, essential milestones, or obligatory worker actions, akin to attending an upcoming assembly or conference.

I typically discover myself writing memos when there are vital modifications to my program at HubSpot. Maybe we’re implementing a brand new workflow, reorganizing the construction of our crew, or sharing insights from a venture we simply accomplished. Memos denote significance, so I solely write them when I’ve essential updates to share that impression a number of stakeholders.

Under, we’ll discover when memos are obligatory. However first, let’s focus on how you can write a memo.

You possibly can put collectively a memo in just a few brief steps. To present you an thought of how every step is formatted, I’ll write an instance memo and break it down for every step. My instance memo will likely be an inner announcement for a writing coaching session.

1. Write a heading.

It doesn’t matter what form 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 thought of what the memo is about.

“The headings you employ must be descriptive sufficient that your readers can infer what they will get in every part,” suggests Kaitlin Milliken, senior program supervisor at HubSpot. “Minimize the lovable language and hold your headings very tactical.”

Make sure that the tone of your title matches the seriousness of the subject material and your group’s communication fashion. A witty opener gained’t be proper for each memo.

Testing It Out

Right here’s how this might search for my instance memo a couple of writing coaching session:

2. Write an introduction.

Keep in mind, you need your memo to be temporary and information-packed. Your introduction must be an environment friendly use of area. It ought to spotlight the difficulty or drawback and the answer you determined to maneuver ahead with.

“The start of any memo ought to state a transparent goal of what the memo will cowl,” says Karla Hesterberg, director of content material advertising and marketing at HubSpot. “Relying on the topic, this may very well be so simple as an outline of a press release that establishes the necessity for a brand new funding. The extra easy and simple, the higher.”

That’s a actuality that I personally wrestle with. As a author, I wish to embrace these eloquent phrases and considerate transitions that sound nice when learn aloud. Nonetheless, I must take a distinct method to writing memos.

My introduction ought to simply summarize the aim of the memo in two to 3 sentences.

Testing It Out

Utilizing Hesterberg’s tip, right here’s how I’d write the introduction for my memo:

3. Present background on the difficulty.

Keep in mind, memos exit to a large group of staff. Not everybody studying your memo could have the identical background that you just do as a author. You’ll want a bit to clarify any obligatory context that people must know earlier than going ahead.

So, what do you set in? I requested Basha Coleman, top-of-the-line memo writers on my crew. Coleman is a principal advertising and marketing supervisor on HubSpot’s viewers growth crew.

Coleman says she features a part on the high of her memos that cowl the next:

• The state of affairs
• The impression of the state of affairs
• Really helpful options

“This offers stakeholders the need-to-know information straight away in case they don’t have time to learn the entire memo directly,” Coleman says.

Past that, I prefer to hyperlink to different essential paperwork that present context on a subject.

That may very well be a associated memo from a distinct crew with extra data, a information article that you just’re straight responding to, or a related dashboard that showcases the difficulty.

You don’t need this part to be lengthy. Nonetheless, if of us are thinking about studying extra, you’ve simply given them the facility to take action.

Testing It Out

4. Define motion objects and timeline (optionally available).

Relying on the aim of your memo, you will 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.

When creating a timeline, keep away from simply making a paragraph with dates interspersed all through.

“Don’t be afraid to make use of visible cues in your memo, like tables, heading colours to show hierarchy of knowledge, charts, and graphs. These can hold a memo temporary and skimmable,” suggests Coleman.

Milliken agrees. In a latest memo on constructing a thought management program, she included tables that laid out every step her crew would take, extra particulars about what was wanted, and when it could happen.

“I additionally included an infographic of a pipeline to indicate the levels of the venture and the way lengthy every would take proportionally,” she says. “This makes it simpler to visualise a timetable than simply skimming chunks of textual content.”

Testing It Out

Right here’s a pattern desk I created to exhibit.

If no motion is required on the worker’s behalf, you possibly can depart this part out.

5. Justify any reasoning.

In case you’re speaking a request or something new that might ruffle some feathers, you may make your case by providing a rationale as to why your announcement or request is so essential.

“Take into consideration your audience and attempt to anticipate areas the place they may ask questions, have considerations, or want extra readability,” says Hesterberg. “Attempt to re-read as somebody who would not have all of the context it’s important to establish areas you should construct up.”

Keep in mind, because the memo author, you’re an knowledgeable on the topic. You could must ask a supervisor or a peer to evaluate your memo with a skeptical eye. The place have they got questions? What wants further justification?

From there, you possibly can strengthen your case. This typically consists of that includes statistics as to why it’s vital and pressing to make a change.

“Needless to say knowledge is tremendous highly effective however have to be introduced in a method that enhances the narrative somewhat than complicated it,” says Amanda Sellers, a weblog technique supervisor at HubSpot.

For instance, the phrase “58.97% met the benchmark and 10.26% far exceeded the benchmark” is clunky. As a substitute, Sellers suggests writing,”Our technique is working almost 70% of the time.”

The primary instance is unwieldy, Sellers notes, referring to a strategy {that a} broader viewers is much less prone to care about.

In the meantime, “the second viewers demonstrates the extra essential factor: why that methodology was essential and what you possibly can take from it,” Sellers explains.

Testing It Out

To justify the significance of the quarterly writing coaching session, particularly together with AI instruments, I’d add this knowledge level in my memo:

6. Soften any blows (optionally available).

In case you’re making a giant change that may very well be seen as controversial or making daring statements the place folks would possibly really feel slighted, you possibly can soften this with a well-placed caveat.

For instance, with the rise of AI, you is perhaps speaking a brand new firm coverage associated to utilizing AI.

You would soften the blow by sharing that it hasn’t been a difficulty for most individuals, nevertheless it’s essential to have a transparent coverage in place for dealing with it.

Testing It Out

Let’s say my memo took a distinct place relating to AI for writing. Right here’s how I’d format my memo to melt the blow:

7. Embrace a closing assertion.

Your closing assertion will embrace any data you’d like to strengthen. Are there any particular contacts readers ought to attain out to for questions? In that case, embrace them right here.

“A conclusion that simply reiterates your details is boring and prone to be skipped,” Milliken says. “Finish in your most compelling factors. You possibly can both reassert urgency or focus on the sources you should achieve success.”

Milliken typically closes on the help her crew requires to search out success. That may very well be further monetary sources, a champion inside management, or extra time to ascertain the change.

Testing It Out

8. Overview and proofread earlier than sending

This step could seem 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 modifications and relay essential data.

You don’t wish to danger inflicting confusion with a typo or misstatement.

“Memos typically have a broad viewers, so you may wish to craft a story that’s simply understood regardless of who’s studying it,” says Sellers. “Meaning telling a persuasive story, attending to the purpose rapidly, anticipating questions, and reducing jargon to search out the only method of claiming one thing.”

Testing It Out

Ask a coworker to evaluate your memo or use an enhancing instrument like Grammarly or Hemingway to evaluate and proofread.

Right here’s an instance of Grammarly enhancing my memo and making solutions for enchancment:

9. Create any audio or video aids,

As soon as the memo is written, I like to offer it one final go. What would make the message much more clear? Ought to I work with artistic to construct an infographic? Ought to I amplify the doc over our e-mail channels?

Now that I’ve invested the time, I wish to be sure that my message is heard.

Coleman typically creates a recording with a deck, highlighting an important factors within the doc.

“Together with video summaries of my memos with Loom is useful for accessibility and busy stakeholders who prefer to hearken to updates whereas engaged on different duties,” she notes.

10. Talk urgency (if obligatory).

The final essential tip? Up the urgency. In case your memo pitches one thing new or well timed, you wish to clarify why the change is pressing and the significance of transferring now.

“One of the simplest ways to do that is to clarify what we’re liable to shedding if we don’t take motion right here,” says Hesterberg.

For pitch memos, Hesterberg suggests telling readers why this drawback is essential and why folks ought to care. For explanatory memos, she recommends explaining what the knowledge within the memo will likely be used for.

Testing It Out

Right here’s how I’d add urgency to my memo concerning the coaching session:

Varieties of Memos

Now you know the way to write down a memo, however earlier than you begin banging away at your keyboard, it’s useful to know the varieties of memos which might be on the market.

1. Request Memo

In a nutshell, request memos are precisely what they sound like: memos which might be designed to make a request and get a optimistic response.

When writing request memos, deal with utilizing persuasive language and, the place doable, stats or numbers to spotlight why a “sure” is the best reply.

Some pattern makes use of of request memos is perhaps to request a brand new buy out of your firm or authorization for skilled studying or volunteer alternatives.

When writing request memos, be clear in your request, state any prices, share why it’s essential, and hold emotion and private emotions out of the request.

2. Informative Memo

You would possibly see these referred to as announcement memos as properly, and so they make up the majority of most memos I’ve seen. The aim of informative memos is to speak new data to your viewers.

Pattern makes use of of informative memos would possibly embrace modifications in coverage, firm information, new processes, and even new employees members.

Finally, you possibly can consider an informative memo as a transparent, concise technique to share bulletins together with your viewers and supply any justification obligatory for the brand new data.

3. Affirmation Memo

You possibly can consider affirmation memos as a paper path to verify key stakeholders have a document of discussions.

Pattern makes use of of affirmation memos are documenting conversations, so you might have justification ought to it ever be referred to as into query, clarifying something that has ambiguity to keep away from misunderstanding down the highway.

When writing affirmation memos, specificity and readability must be your primary aim.

4. Directive Memo

Directive memos are largely self-explanatory. When you should talk how you can do one thing to your viewers, you would possibly write a directive memo providing detailed directions which might be simple to comply with.

Pattern makes use of of directive memos embrace sharing how you can implement a brand new course of, adjust to new necessities, and even full obligatory duties.

When to Write a Memo

As you’ve seen with the varieties of memos above, most memos are designed to speak new data. Nonetheless, memo functions stretch far and broad.

“Memos serve a wide range of functions, however usually talking, they both pitch or suggest one thing new, consolidate data into one place for the sake of alignment, or clarify or make clear details about a venture or program,” says Hesterberg.

You would possibly write a memo within the following situations:

• You may have a brand new coverage, and you should clarify it to your viewers.
• Sharing essential firm updates and data.
• Asserting new employees members or promotions.
• Confirming particulars of a dialogue to get everybody on the identical web page and create a paper path.
• Train or inform folks how you can do one thing.
• Requesting one thing and justifying why it issues.

There are many potentialities on the market. In a nutshell, when you have one thing you should share, a memo is perhaps the reply.

Greatest Practices for Formatting a Memo

Now that you already know when to write down a memo, what varieties of memos there are, and what components to incorporate in your memo, I’ve just a few parting suggestions. To sum it up, listed here are just a few greatest practices for formatting a memo.

Cater to your viewers.

Earlier than you begin writing your memo, take into account who your viewers is. Understanding who will learn your memo will assist you tailor your message, tone, and CTA for that viewers.

Pamela Bump, head of content material progress at HubSpot, suggests contemplating the next questions.

“Are the leaders you are writing for busy executives who need a fast one-pager targeted on probably the most need-to-know data?” she says. “Or are the readers extra inquisitive and thinking about soaking in all the knowledge they will get?”

Make it skimmable.

HubSpot’s Kaitlin Milliken recollects a time when she wrote a memo that wasn’t skimmable.

“Once I was requested to write down my first memo, I created a doc with enormous partitions of textual content,” she says. “My supervisor gave me nice suggestions, encouraging me to make use of charts and graphs all through the doc. That makes whole sense to me now. Nobody needs to learn an enormous string of prolonged paragraphs, however they will positively skim a desk.”

To make your memo simpler to learn, use headings and separate paragraphs to interrupt up new ideas or speaking factors. You can too add tables and graphs to create a visible break when it is smart.

Milliken provides, “Bullet factors are your buddy. They create breaking factors all through your doc and hold data simple to digest.”

Be aware of size.

The size of your memo relies on the kind you’re writing. Typically talking, a memo is one or two paragraphs lengthy. However the size can differ if you happen to’re writing an informative memo versus a request memo.

In case your viewers is thinking about studying, an informative memo can present extra element, whereas a request memo must be temporary and to the purpose.

“In case you’re uncertain, go for a shorter 1-2 web page doc, however hyperlink it to a different web page or dashboard with additional knowledge, context, or data that they will dig into in the event that they select,” Bump suggests.

Now that you just’ve discovered what goes right into a memo, this is an easy-to-follow enterprise memo template with examples of how you can 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 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 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 know 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 might be prone to come up.

Header

In your header, you‘ll wish to clearly label your content material “Memorandum” so your readers know precisely what they’re receiving. As beforehand talked about, you‘ll wish to embrace “TO”, “FROM”, “DATE”, and “SUBJECT.”

This data is related for offering content material, like who you’re addressing and why.

Paragraph One

Within the first paragraph, you‘ll wish to rapidly and clearly state the aim of your memo. You would possibly start your sentence with the phrase, “I’m 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‘ll wish to present context or supporting proof. For example, let’s say your memo informs the corporate of an inner reorganization.

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 crew from our content material crew.

This fashion, these groups can focus extra on their particular person targets.”

Paragraph Three

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

Quite the opposite, if you happen to‘re informing employees of upcoming building to the constructing, you would possibly say, “I’d respect your cooperation throughout this time.”

Even if you happen to do not count on any particular motion from staff, it’s useful to incorporate the way you hope they will deal with the information and whether or not you count on them to do one thing in response to the memo.

Downloadable Memo 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 could have intensive 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 will likely be delayed. The introduction consists of the brand new date, so a timeline or lengthy overview isn’t obligatory.

This format of this memo may very well be utilized to different conditions the place a easy, however essential, change is going on.

What I Like: The launch memo offers readers with perception into product launch delays, which may alleviate some frustration that prospects 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 might additionally make the most of this format.

Constructing Replace Memo

There are logistical facets 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 I Like: This memo demonstrates a enterprise’s understanding of the impression 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 usually shorter as a result of they don’t require a lot background data or many particulars.

What I Like: This memo has clear instructions on the place to search out the occasion happening, one thing which might’ve been much less efficient if it solely included the ground quantity.

Memos of this nature ought to embrace a abstract, date, and site at a 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 data to be taught 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 be taught extra about it, and a name to motion that emphasizes the impression 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 scale 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 staff. And, the message itself must be clear and concise, regardless of which memo format you employ.

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