A memo is among the perfect tactics to proportion news if you probably have a very powerful substitute or important win inside your company.

Against this to an piece of email, your memo will transfer out to your whole department or everyone at the company, so knowing construction a memo is solely as important as what you write. No energy. (Smartly, most likely some energy…)

Previous to writing a memo, I take a little time to hype myself up. This little little bit of interior verbal exchange it is going to be be informed by means of my pals, my boss, and probably my boss’s boss. Getting the language right kind is essential, and every word counts.

In this publish, I’ll proportion my experience writing memos and tips from my HubSpot pals. From there, I’ll blow their own horns stellar memo examples and a template to help you create your own. Let’s dive in!

What’s a memo?

Methods to Write a Memo

Sorts of Memos

When to Write a Memo

Easiest Practices for Formatting a Memo

Trade Memo Template

Memo Examples

Memos are shared to inform readers about new information and have systems for quite a lot of communities and firms.

Communities can use memos to tell other folks inside it about public coverage guidelines, put it on the market various events, and raise awareness on subjects that impact their lives.

Firms can use memos to relay information involving newly up to the moment insurance coverage insurance policies, changes in procedure, important milestones, or necessary employee actions, corresponding to attending an upcoming meeting or convention.

I often find myself writing memos when there are vital changes to my program at HubSpot. Perhaps we’re implementing a brand spanking new workflow, reorganizing the development of our group, or sharing insights from a project we merely completed. Memos denote importance, so I most straightforward write them after I’ve important updates to proportion that impact a few stakeholders.

Beneath, we’ll uncover when memos are necessary. On the other hand first, let’s talk about write a memo.

You’ll be capable to put together a memo in a few temporary steps. To give you an idea of how each step is formatted, I’ll write an example memo and injury it down for each step. My example memo it is going to be an inside announcement for a writing training session.

1. Write a heading.

It doesn’t subject what kind of memo you’re writing, you’ll want to include a heading. This segment will have to include who the memo is for (whether or not or no longer an individual or department), the date, who the memo is from, and a subject matter line.

Your subject line will have to be temporary, eye-catching, and gives readers an ordinary considered what the memo is about.

“The headings you use will have to be descriptive enough that your readers can infer what they’re going to get in each segment,” suggests Kaitlin Milliken, senior program manager at HubSpot. “Scale back the cute language and keep your headings very tactical.”

Ensure that the tone of your determine suits the seriousness of the subject matter and your corporate’s verbal change style. A witty opener won’t be right kind for every memo.

Testing It Out

Proper right here’s how this is able to seek for my example memo a few writing training session:

2. Write an introduction.

Take into account, you wish to have your memo to be brief and information-packed. Your introduction will have to be an efficient use of house. It will have to highlight the issue or problem and the solution you decided to move forward with.

“The beginning of any memo will have to state a clear objective of what the memo will quilt,” says Karla Hesterberg, director of content material subject material promoting at HubSpot. “Depending on the subject, this might be as simple as an outline of a statement that establishes the need for a brand spanking new investment. The additional clean and clean, the better.”

That’s a incontrovertible fact that I for my part battle with. As a author, I wish to include those eloquent phrases and thoughtful transitions that sound great when be informed aloud. Alternatively, I want to take a different option to writing memos.

My introduction will have to merely summarize the purpose of the memo in two to a couple of sentences.

Testing It Out

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

3. Provide background on the issue.

Take into account, memos transfer out to a big group of employees. No longer everyone finding out your memo could have the an identical background that you simply do as a author. You’ll need a segment to explain any necessary context that individuals want to know faster than going forward.

So, what do you put in? I asked Basha Coleman, one of the best possible memo writers on my group. Coleman is a vital promoting manager on HubSpot’s target market development group.

Coleman says she includes a segment on the most productive of her memos that quilt the following:

• The location
• The impact of the position
• Truly useful solutions

“This offers stakeholders the need-to-know news straight away in case they don’t have time to be informed all of the memo immediately,” Coleman says.

Previous that, I like to link to other important forms that provide context on a topic.

That may be a an identical memo from a different group with more information, a news article that you’re straight away responding to, or a similar dashboard that showcases the issue.

You don’t desire this segment to be long. Alternatively, if persons are fascinated with learning additional, you’ve merely given them the ability to do so.

Testing It Out

4. Outline movement items and timeline (no longer necessary).

Depending on the objective of your memo, you are going to have movement items for staff to complete or provide a timeline of when changes will occur.

For example, they’re going to want to complete a job or provide information by means of a certain final date.

This segment will have to include the following:

• When employees may also be anticipating changes to go into have an effect on.
• What changes have already been made and what to expect someday.
• Closing dates they want to adhere to.

When making a timeline, steer clear of merely creating a paragraph with dates interspersed in all places.

“Don’t be afraid to use visual cues in your memo, like tables, heading colors to turn hierarchy of knowledge, charts, and graphs. The ones can keep a memo brief and skimmable,” suggests Coleman.

Milliken is of the same opinion. In a up to the moment memo on development a concept control program, she included tables that laid out each step her group would take, additional details about what was sought after, and when it would occur.

“I moreover included an infographic of a pipeline to show the degrees of the project and the way in which long each would take proportionally,” she says. “This makes it easier to visualize a timetable than just skimming chunks of text.”

Testing It Out

Proper right here’s a development table I created to show.

If no movement is sought after on the employee’s behalf, you’ll be capable to leave this segment out.

5. Justify any reasoning.

Must you’re talking a request or the rest new that may ruffle some feathers, you’ll be capable to make your case by means of offering a rationale as to why your announcement or request is so important.

“Think about your target audience and try to look ahead to areas where they may ask questions, have problems, or want additional clarity,” says Hesterberg. “Try to re-read as anyone who does no longer have all of the context you wish to have to decide areas you need to extend.”

Take into account, for the reason that memo author, you’re an expert on the subject. Chances are high that you’ll want to ask a manager or a peer to check your memo with a skeptical eye. Where do they’ve questions? What needs additional justification?

From there, you’ll be capable to improve your case. This often comprises that incorporates statistics as to why it’s crucial and urgent to make a transformation.

“Remember that news is super tricky alternatively must be presented by some means that enhances the narrative moderately than difficult it,” says Amanda Sellers, a blog methodology manager at HubSpot.

For example, the phrase “58.97% met the benchmark and 10.26% far exceeded the benchmark” is clunky. Instead, Sellers suggests writing,”Our methodology is working near to 70% of the time.”

The principle example is unwieldy, Sellers notes, relating to a technique {{that a}} broader target market is far much less much more likely to care about.

Within the period in-between, “the second target market demonstrates the additional important issue: why that way was important and what you’ll be capable to take from it,” Sellers explains.

Testing It Out

To justify the importance of the quarterly writing training session, in particular along with AI apparatus, I’d add this information degree in my memo:

6. Soften any blows (no longer necessary).

Must you’re making a big change that could be seen as arguable or making bold statements where other folks would in all probability in point of fact really feel slighted, you’ll be capable to soften this with a well-placed caveat.

For example, with the upward push of AI, you might be talking a brand spanking new company protection related to using AI.

You need to soften the blow by means of sharing that it hasn’t been a subject for most of the people, but it’s important to have a clear protection in place for coping with it.

Testing It Out

Let’s say my memo took a different position relating to AI for writing. Proper right here’s how I’d construction my memo to soften the blow:

7. Include a final statement.

Your final statement will include any information you’d like to give a boost to. Are there any specific contacts readers will have to reach out to for questions? If so, include them proper right here.

“A conclusion that merely reiterates your main points is boring and much more likely to be skipped,” Milliken says. “End on your most compelling problems. You’ll be capable to each reassert urgency or talk concerning the resources you need to succeed in good fortune.”

Milliken often closes on the fortify her group requires to hunt out just right fortune. That may be additional financial resources, a champion inside control, or time beyond regulation to determine the change.

Testing It Out

8. Evaluation and proofread faster than sending

This step would in all probability seem like a no-brainer, but it‘s important to check your report faster than sending it out. Memos are meant to inform readers of upcoming changes and relay important information.

You don’t wish to risk causing confusion with a typo or misstatement.

“Memos often have a intensive target market, so you’ll want to craft a tale that is merely understood without reference to who’s finding out it,” says Sellers. “That suggests telling a persuasive story, getting to the aim in brief, anticipating questions, and lowering jargon to hunt out the most straightforward manner of saying something.”

Testing It Out

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

Proper right here’s an example of Grammarly enhancing my memo and making guidelines for building:

9. Create any audio or video aids,

As quickly because the memo is written, I really like to provide it one final go. What would make the message a lot more clear? Must I artwork with ingenious to build an infographic? Must I amplify the report over our piece of email channels?

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

Coleman often creates a recording with a deck, highlighting a very powerful problems inside the report.

“At the side of video summaries of my memos with Loom is recommended for accessibility and busy stakeholders who like to listen to updates while operating on other tasks,” she notes.

10. Keep up a correspondence urgency (if necessary).

Without equal important tip? Up the urgency. If your memo pitches something new or nicely timed, you wish to have to explain why the change is urgent and the importance of transferring now.

“One of the vital most straightforward tactics to check out that is to explain what we’re susceptible to shedding if we don’t take movement proper right here,” says Hesterberg.

For pitch memos, Hesterberg suggests telling readers why this problem is important and why other folks will have to care. For explanatory memos, she recommends explaining what the tips inside the memo it is going to be used for.

Testing It Out

Proper right here’s how I’d add urgency to my memo regarding the training session:

Kinds of Memos

Now you know the way to jot down down a memo, alternatively faster than you get began banging away at your keyboard, it’s helpful to grasp the varieties of memos which may also be to be had out there.

1. Request Memo

In a nutshell, request memos are exactly what they sound like: memos which may also be designed to make a request and get a just right response.

When writing request memos, point of interest on using persuasive language and, where possible, stats or numbers to concentrate on why a “certain” is the fitting answer.

Some development uses of request memos might be to request a brand spanking new achieve from your company or authorization for professional learning or volunteer choices.

When writing request memos, be clear in your request, state any costs, proportion why it’s important, and keep emotion and personal feelings out of the request.

2. Informative Memo

That you must see the ones referred to as announcement memos as successfully, they generally make up nearly all of most memos I’ve seen. The target of informative memos is to be in contact new information to your target market.

Development uses of informative memos would in all probability include changes in protection, company news, new processes, or even new personnel individuals.

In any case, you’ll be capable to bring to mind an informative memo as a clear, concise option to proportion announcements at the side of your target market and provide any justification necessary for the new information.

3. Confirmation Memo

You’ll be capable to bring to mind confirmation memos as a paper trail to make sure key stakeholders have a report of discussions.

Development uses of confirmation memos are documenting conversations, so that you’ve justification will have to it ever be referred to as into question, clarifying the rest that has ambiguity to steer clear of misconception down the road.

When writing confirmation memos, specificity and clarity will have to be your number one goal.

4. Directive Memo

Directive memos are largely self-explanatory. When you need to be in contact do something to your target market, you might write a directive memo offering detailed instructions which may also be blank to persist with.

Development uses of directive memos include sharing implement a brand spanking new process, comply with new prerequisites, or even complete necessary tasks.

When to Write a Memo

As you’ve seen with the varieties of memos above, most memos are designed to be in contact new information. Alternatively, memo purposes stretch far and wide.

“Memos serve a large number of purposes, alternatively maximum continuously speaking, they each pitch or counsel something new, consolidate information into one place for the sake of alignment, or provide an explanation for or give an explanation for information about a project or program,” says Hesterberg.

That you must write a memo inside the following scenarios:

• You’ve were given a brand spanking new protection, and you need to explain it to your target market.
• Sharing important company updates and knowledge.
• Announcing new personnel individuals or promotions.
• Confirming details of a discussion to get everyone on the an identical internet web page and create a paper trail.
• Teach or tell other folks do something.
• Requesting something and justifying why it problems.

There are lots of probabilities to be had out there. In a nutshell, while you’ve were given something you need to proportion, a memo might be the answer.

Best Practices for Formatting a Memo

Now that you know when to jot down down a memo, what varieties of memos there are, and what portions to include in your memo, I’ve a few parting tips. To sum it up, listed below are a few best possible practices for formatting a memo.

Cater to your target market.

Previous to you get began writing your memo, believe who your target market is. Figuring out who will be informed your memo will allow you to tailor your message, tone, and CTA for that focus on target audience.

Pamela Bump, head of content material subject material enlargement at HubSpot, suggests allowing for the following questions.

“Are the leaders you may well be writing for busy executives who desire a rapid one-pager centered on the most need-to-know information?” she says. “Or are the readers additional inquisitive and fascinated with soaking in all of the information they may be able to get?”

Make it skimmable.

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

“When I was asked to jot down down my first memo, I created a report with massive walls of text,” she says. “My manager gave me great feedback, encouraging me to use charts and graphs in all places the report. That makes normal sense to me now. No one wants to be informed a huge string of lengthy paragraphs, alternatively they’re going to indubitably skim a table.”

To make your memo easier to be informed, use headings and separate paragraphs to break up new concepts or talking problems. You’ll be capable to moreover add tables and graphs to create a visual injury when it’s good.

Milliken supplies, “Bullet problems are your friend. They devise breaking problems in all places your report and keep information blank to digest.”

Believe of length.

The length of your memo will depend on the sort you’re writing. Typically speaking, a memo is one or two paragraphs long. On the other hand the length can vary for many who’re writing an informative memo versus a request memo.

If your target market is fascinated with learning, an informative memo can provide additional part, while a request memo will have to be brief and to the aim.

“When you aren’t certain, go for a shorter 1-2 internet web page report, alternatively link it to a few different internet web page or dashboard with additional info, context, or information that they may be able to dig into within the tournament that they make a choice,” Bump suggests.

Now that you simply’ve found out what goes proper right into a memo, that is an easy-to-follow business memo template with examples of use them to serve different needs as guidance.

Industry Memo Template

MEMORANDUM

TO:

FROM:

DATE:

SUBJECT:

I’m writing to let you know that [reason for writing memo].

As our company continues to broaden … [evidence or reason to support your opening paragraph].

Please let me know while you’ve were given any questions. Throughout the intervening time, I’d appreciate your cooperation as [official business information] takes place.

Industry Memo Template Format

The business memo template construction is designed to effectively be in contact your message. A memo will have to disseminate the necessary information by some means that is blank for a mass selection of employees to digest.

A proper subject line will alert them that this memo is said to them specifically. And beginning with an executive summary lets in recipients to take hold of the total message faster than they dive deeper into the details.

The background information offers context to the message, and the evaluation and timeline will have to answer questions which may also be much more likely to stand up.

Header

In your header, you‘ll wish to clearly label your content material subject material “Memorandum” so your readers know exactly what they’re receiving. As prior to now mentioned, you‘ll wish to include “TO”, “FROM”, “DATE”, and “SUBJECT.”

This data is said for providing content material subject material, like who you’re addressing and why.

Paragraph One

Throughout the first paragraph, you‘ll wish to in brief and clearly state the purpose of your memo. That you must get started your sentence with the phrase, “I’m writing to let you know … “ or ”I’m writing to request … ”

A memo is meant to be temporary, clear, and to the aim. You’ll want to send your maximum a very powerful information upfront and then use subsequent paragraphs as choices to dive into additional part.

Paragraph Two

In the second paragraph, you‘ll wish to provide context or supporting evidence. For instance, let’s say your memo informs the company of an inside reorganization.

If that is so, paragraph two will have to say something like, “As our company continues to broaden, now we’ve made up our minds it makes additional sense to separate our video production group from our content material subject material group.

This fashion, those teams can point of interest additional on their particular person goals.”

Paragraph 3

Throughout the third paragraph, you‘ll wish to come together with your specific request of each employee — for many who’re planning a group time out, that’s the hole you might include, “Please RSVP with dietary restrictions,” or “Please piece of email me with questions.”

On the contrary, for many who‘re informing personnel of upcoming construction to the development, you might say, “I’d appreciate your cooperation throughout this time.”

Even if you don’t expect any specific movement from employees, it’s helpful to include the way in which you hope they’re going to handle the scoop and whether or not or no longer you expect them to do something in step with the memo.

Downloadable Memo Template

Need to see the above memo construction in its final form? Download HubSpot’s unfastened trade memo templates, confirmed underneath.

The report will provide you with a framework that varieties your memorandum into subtopics to be in agreement employees upper digest the tips and understand what is expected of them after finding out it.

Obtain This Template

Memo Examples

Different industries or situations will require rather different memos. Sure ones will want to be longer or shorter, others received’t have a timeline, and a couple of could have intensive background information.

The construction of your memo will have to change to fit the message you wish to have your employees to procure.

Unencumber Lengthen Memo

The objective of this memo is to announce that the discharge of a product it is going to be in the back of agenda. The introduction comprises the new date, so a timeline or long evaluation isn’t necessary.

This construction of this memo might be carried out to other situations where a clean, alternatively important, change is happening.

What I Like: The discharge memo provides readers with belief into product free up delays, which is in a position to alleviate some frustration that customers or employees would in all probability otherwise in point of fact really feel within the tournament that they weren’t an expert.

Other date changes, promotions, milestones, or product announcements might also take advantage of this construction.

Construction Exchange Memo

There are logistical sides of a business that concern your employees alternatively don’t necessarily comprise their artwork. This memo depicts an example of a kitchen change into inside the administrative center. It’s somewhat of an inconvenience alternatively not one of a large magnitude.

What I Like: This memo demonstrates a business’s understanding of the impact that renovations will have on employees and displays acknowledge and a spotlight for their needs.

This memo construction might be carried out to other development updates, work-from-home days, or other usual alternatively minor announcements.

Crew Memo

Celebrations, events, theme days, or other fun problems to your employees may also be communicated by way of memos. Crew memos like this example are maximum continuously shorter because of they don’t require so much background information or many details.

What I Like: This memo has clear directions at the position to hunt out the advance happening, something which may’ve been a lot much less environment friendly if it most straightforward included the bottom amount.

Memos of this nature will have to include a summary, date, and website online at a minimum.

Persuasion Memo

Persuasion memos are used to encourage readers to take action relating to an fit or proposition, like voting or petitioning.

What We Like: This persuasion memo prioritizes giving the reader information to be informed on their own and make a decision in step with their findings.

The primary parts of the persuasion memo will have to include an outline of the obligation at hand, context to be informed additional about it, and a call to movement that emphasizes the impact the reader can probably make.

Write Your Memos To the Stage

The primary difference between a memo and easily an piece of email isn’t the level of complexity. It’s the size of the objective target audience.

A memo will also be clean or intricate as long as it effectively communicates your message and is said to the receiving group of employees. And, the message itself will have to be clear and concise, without reference to which memo construction you use.

Editor’s bear in mind: This publish was to begin with revealed in October 2018 and has been up to the moment for comprehensiveness.

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