How to Write a Memo [Template & Examples]

A memo (often known as a memorandum, or “reminder”) is used for internal 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 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 inside modifications.

If it’s good to inform your workers of official inside enterprise, we’ll present you the right way to write a memo to higher 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 tips, 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 workers to take an motion, akin to attend an upcoming assembly, conference, or a celebration for organizational milestones.

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

You’ll be able to 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 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 needs to be, brief, attention-grabbing, and provides readers a common 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 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 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 (Elective).

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

• When workers 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 may go away this part out.

5. Embrace a closing assertion.

Your closing assertion will embrace any info 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.

6. Assessment and proofread earlier than sending.

This step could appear to be a no brainer but it surely’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 danger inflicting confusion with a typo or misstatement.

To start making your individual enterprise memos, this is an easy-to-follow enterprise memo template with examples of the right 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 method 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 know the final message earlier than they dive deeper into the small print. The background info affords 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 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 embrace “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 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 may need to present context or supporting proof. As an example, to illustrate 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 group from our content material group. This manner, these groups can focus extra on their particular person targets.”

Paragraph Three:

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

Quite the opposite, in case you’re informing workers of upcoming development to the constructing, you would possibly say, “I might admire your cooperation throughout this time.” Even when there is 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 ultimate type? Obtain HubSpot’s free business memo templates, proven under. The doc offers you a framework that kinds your memorandum into subtopics to assist workers higher digest the knowledge and perceive what’s anticipated of them after studying it.

Download this Template

Memo Examples

Totally different industries or conditions would require barely completely different memos. Sure ones will have to be longer or shorter, others could 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 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 contains the brand new date, so a timeline or lengthy overview isn’t mandatory. This format of this memo may very well be utilized to different conditions the place a easy, however vital, change is going on.

What We Like: The launch memo gives readers with perception behind product launch delays, which may alleviate some frustration that prospects or workers could 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 facets 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 influence that renovations can have on workers 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.

Group Memo

Celebrations, occasions, theme days, or different enjoyable issues to your workers can be communicated by 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 seek out the occasion happening, 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 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 primarily based on their findings.

The principle parts of the persuasion memo ought to embrace an summary of the duty at hand, context to study extra about it, and a name to motion that emphasizes the influence the reader can probably make.

Write Your Memos To the Level

The principle distinction between a memo and simply an e-mail is just not 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 workers. And the message itself needs to be clear and concise, irrespective of which memo format you employ.

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