A memo (also called a memorandum, or “reminder”) is used for inner communications relating to procedures or official enterprise inside a company.
Not like an electronic 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 inner adjustments.
If it’s essential to inform your workers of official inner enterprise, we’ll present you methods 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 info on a job, challenge, occasion, or different. The aim of a memo is to deliver instant consideration to that info in a fast and temporary method.
Memorandums are shared to tell readers about new info and have purposes for various communities and companies.
Communities can use memos to inform individuals inside it about public security pointers, promote varied occasions, elevate consciousness on topics that have an effect on their lives.
Companies can use memos to relay info involving newly up to date coverage, adjustments in process, or persuade workers to take an motion, similar to attend an upcoming assembly, conference, or a celebration for organizational milestones.
Subsequent, we’ll stroll you thru writing a memo of your personal.
Methods to Write a Memo
- Write a heading.
- Write an introduction.
- Present background on the problem
- Define motion objects and timeline.
- Embrace a closing assertion.
- Evaluate and proofread earlier than sending.
You’ll be able to put collectively a memo in just a few quick 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, quick, attention-grabbing, and provides readers a common concept 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 price range, an organization restructuring, or a brand new rollout of procedures. This clarification ought to present justification for the adjustments being carried out.
4. Define motion objects and timeline (Non-compulsory).
Relying on the aim of your memo, you’ll have motion objects for workers to finish or present a timeline of when adjustments will happen. For instance, they could want to finish a job or present info by a sure deadline. This part ought to embrace the next:
- When workers can anticipate 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’ll be able to go away this part out.
5. Embrace a closing assertion.
Your closing assertion will embrace any info you’d like to bolster. Are there any particular contacts readers ought to attain out to for questions? In that case, embrace them right here.
6. Evaluate and proofread earlier than sending.
This step might look like a no brainer but it surely’s essential to overview your doc earlier than sending it out. Memos are supposed to inform readers of upcoming adjustments and relay essential info. You do not need to danger 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 methods to use them to serve totally 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 you probably 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 mandatory info in a manner 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 presents 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 info is related for offering content material, like who you are addressing, and why.
Within the first paragraph, you will need to rapidly 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 info 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. As an example, for example your memo is informing the corporate of an inner 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 workforce from our content material workforce. 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 — when you’re planning a workforce outing, that is the area you’d embrace, “Please RSVP with dietary restrictions,” or “Please electronic mail me with questions.”
Quite the opposite, when you’re informing employees of upcoming building to the constructing, you would possibly say, “I would respect 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 will deal with the information and whether or not you anticipate 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 under. The doc provides 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.
Obtain this Template
Completely different industries or conditions would require barely totally different memos. Sure ones will should be longer or shorter, others might not have a timeline, and a few can have in depth 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 will likely be delayed. The introduction consists of the brand new date, so a timeline or lengthy overview isn’t essential. This format of this memo may very well be utilized to different conditions the place a easy, however essential, change is happening.
What We Like: The launch memo supplies readers with perception behind product launch delays, which may alleviate some frustration that prospects or workers might in any other case really feel in the event that they weren’t knowledgeable.
Different date adjustments, promotions, milestones, or product bulletins might 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 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 affect 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.
Celebrations, occasions, theme days, or different enjoyable issues to your workers may also be communicated by memos. Group memos like this instance are typically 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 search 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 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 info to be taught on their very own and decide primarily based on their findings.
The principle elements 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 affect the reader can probably make.
Write Your Memos To the Level
The principle distinction between a memo and simply an electronic mail just isn’t the extent of complexity, it’s the scale 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 needs to be clear and concise, regardless of which memo format you employ.
Editor’s be aware: This submit was initially printed in October 2018 and has been up to date for comprehensiveness.