A memo (also called a memorandum, or “reminder”) is used for internal communications concerning procedures or official enterprise inside a corporation.
In contrast to an e 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 write down a memo to tell workers of upcoming occasions or broadcast inner adjustments.
If it’s essential to inform your staff of official inner enterprise, we’ll present you the way 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.
What’s a memorandum?
A memorandum, or memo, is a doc shared with a bunch of individuals to disperse data on a activity, mission, occasion, or different. The aim of a memo is to carry speedy consideration to that data in a fast and transient method.
Memorandums are shared to tell readers about new data and have functions for various communities and companies.
Communities can use memos to inform individuals 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 data involving newly up to date coverage, adjustments in process, or persuade staff to take an motion, comparable to attend an upcoming assembly, conference, or a celebration for organizational milestones.
Subsequent, we’ll stroll you thru writing a memo of your personal.
Easy methods to Write a Memo
- Write a heading.
- Write an introduction.
- Present background on the problem
- Define motion objects and timeline.
- Embody a closing assertion.
- Evaluate and proofread earlier than sending.
You’ll be able to put collectively a memo in a couple of quick steps. All memos ought to embrace 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 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 ought to be, quick, 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 3 sentences. It ought to spotlight the problem or downside 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 may very well be adjustments within the funds, an organization restructuring, or a brand new rollout of procedures. This rationalization ought to present justification for the adjustments being applied.
4. Define motion objects and timeline (Optionally available).
Relying on the aim of your memo, you might have motion objects for workers to finish or present a timeline of when adjustments will happen. For instance, they could want to finish a activity or present data by a sure deadline. This part ought to embrace the next:
- When staff can count on 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 may go away this part out.
5. Embody 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? If that’s the case, embrace them right here.
6. Evaluate and proofread earlier than sending.
This step might seem to be a no brainer however it’s necessary to evaluation your doc earlier than sending it out. Memos are supposed to inform readers of upcoming adjustments and relay necessary data. You do not need to threat inflicting confusion with a typo or misstatement.
To start making your personal enterprise memos, this is an easy-to-follow enterprise memo template with examples of the way to use them to serve completely different wants as steering.
Enterprise Memo Template
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 mandatory data 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 govt abstract permits recipients to grasp the overall message earlier than they dive deeper into the small print. The background data affords context to the message, and the overview and timeline ought to reply questions which might be more likely to come up.
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 embrace “TO”, “FROM”, “DATE”, and “SUBJECT”. This data is related for offering content material, like who you are addressing, and why.
Within the first paragraph, you will 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 quick, clear, and to the purpose. You may need to ship your most important data upfront, after which use subsequent paragraphs as alternatives to dive into extra element.
Within the second paragraph, you will need to present context or supporting proof. For example, to illustrate 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 staff from our content material staff. This manner, these groups can focus extra on their particular person targets.”
Within the third paragraph, you will need to embrace your particular request of every worker — in the event you’re planning a staff outing, that is the area you’d embrace, “Please RSVP with dietary restrictions,” or “Please e mail me with questions.”
Quite the opposite, in the event 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 count on from staff, it is useful to incorporate the way you hope they’re going to deal with the information and whether or not you count on them to do one thing in response to the memo.
Downloadable Memo Template
Wish to see the above memo format in its remaining type? Obtain HubSpot’s free business memo templates, proven under. The doc provides you a framework that kinds your memorandum into subtopics to assist staff higher digest the knowledge and perceive what’s anticipated of them after studying it.
Completely different industries or conditions would require barely completely different memos. Sure ones will have to be longer or shorter, others might 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 might 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 necessary, change is happening.
What We Like: The launch memo offers readers with perception behind product launch delays, which may alleviate some frustration that prospects or staff 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 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 We Like: This memo demonstrates a enterprise’s understanding of the influence that renovations can have on staff 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.
Celebrations, occasions, theme days, or different enjoyable issues to your staff may also be communicated via 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 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 embrace a abstract, date, and site at minimal.
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 data to study on their very own and decide based mostly on their findings.
The primary elements of the persuasion memo ought to embrace an outline of the duty at hand, context to study extra about it, and a name to motion that emphasizes the influence the reader can doubtlessly make.
Write Your Memos To the Level
The primary distinction between a memo and simply an e mail isn’t the extent of complexity, it’s the dimensions of the viewers. A memo will 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 employ.
Editor’s notice: This publish was initially printed in October 2018 and has been up to date for comprehensiveness.