Tips on how to Write a Memo [Template & Examples]

A memo (also called a memorandum, or “reminder”) is used for inside 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 workers, like your whole division or everybody on the firm. You would possibly want to jot down a memo to tell employees of upcoming occasions, or broadcast inside modifications.

If you have to inform your workers of official inside enterprise, this is an easy-to-follow enterprise memo template, in addition to examples for additional 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 if in case you have any questions. Within the meantime, I might recognize your cooperation as [official business information] takes place.

Header:

In your header, you will need to clearly label your content material “Memorandum” so your readers know precisely they’re receiving. Then, you will need to embody “TO”, “FROM”, “DATE”, and “SUBJECT”. This data is related for offering content material, like who you are addressing, and why.

Paragraph One:

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-point. You may need 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 will need to present context or supporting proof. As an illustration, for instance 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 crew from our content material crew. This manner, these groups can focus extra on their particular person targets.”

Paragraph Three:

Within the third paragraph, you will need to embody your particular request of every worker — should you’re planning a crew outing, that is the house you’d embody, “Please RSVP with dietary restrictions,” or “Please e-mail me with questions.”

Quite the opposite, should you’re informing employees of upcoming development to the constructing, you would possibly say, “I might recognize your cooperation throughout this time.” Even when there is no particular motion you count on from workers, it is 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

Need to see the above memo format in its closing type? Obtain HubSpot’s free enterprise memo templates, proven beneath. 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

Enterprise Memo Template Format

The format depicted within the templates above is designed to successfully talk your message. A memo ought to disseminate the mandatory data in a means that’s straightforward 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 government abstract permits recipients to know the final message earlier than you 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 more likely to come up.

Enterprise Memo Template Examples

Completely different industries or conditions would require barely totally different memos. Sure ones will have to be longer or shorter, others could not have a timeline, and a few may have intensive background data. 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 can be delayed. The introduction contains the brand new date, so a timeline or lengthy overview isn’t crucial. This format of memo might be utilized to different conditions the place a easy, however vital, change is happening. Different date modifications, promotions, milestones, or product bulletins may additionally make the most of this format.

Constructing Replace Memo

There are logistical points of a enterprise that concern your workers, however don’t essentially contain their work. This memo depicts an instance concerning the kitchen within the workplace. It’s a little bit of an inconvenience, however shouldn’t have an effect on their work a lot. This might be utilized to different constructing updates, work at home days, or different widespread however minor bulletins.

Group Memo

Celebrations, occasions, theme days, or different enjoyable issues on your workers can 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. These simply want to incorporate a abstract, date, and placement at minimal.

Write Your Memos To the Level

The principle distinction between a memo and simply an e-mail shouldn’t be the extent of complexity, it’s the dimensions of the viewers. A memo might 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 must be clear and concise, irrespective of which memo format you utilize.

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

Initially revealed Nov 19, 2021 7:00:00 AM, up to date November 19 2021