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

A memo (also known as a memorandum, or “reminder”) is used to get internal communications concerning procedures or formal business within an company.

Unlike a message, a memo is a message you send out to a large number of employees, like your whole department or everyone at the company. You will need to write a memo to inform staff associated with upcoming events, or broadcast internal modifications.

If you need to inform your employees of public internal business, this an easy-to-follow company memo template, along with examples for further guidance.

Business Memo Template

MEMORANDUM

TO:

FROM:

DAY:

SUBJECT:

I’m composing to inform you that will [reason for writing memo].

As our company is escalating … [evidence or reason to support your opening paragraph].

Please let me know should you have any questions. In the meantime, I’d appreciate your cooperation as [official business information] happens.

Header:

Inside your header, you’ll want to obviously label your content “Memorandum” so your readers understand exactly they’re receiving. Then, you’ll want to consist of “TO”, “FROM”, “DATE”, and “SUBJECT”. These details is relevant for delivering content, like who also you’re addressing, and why.

Section One:

In the first paragraph, you could quickly and clearly state the purpose of your memo. You might begin your sentence using the phrase, “I’m creating to inform you . ” or “I’m writing to demand… “. A memo is meant to be short, clear, and to-the-point. You’ll want to deliver your most critical information in advance, and then use following paragraphs as for you to dive into more detail.

Section Two:

In the second paragraph, you provide context or even supporting evidence. For instance, let’s say your memo is informing the business of an internal re-organization. If this is the situation, paragraph two need to say something like, “As our company is escalating, we’ve decided it makes more sense to separate our video creation team from our articles team. This way, individuals teams can concentrate more on their individual goals. ”

Paragraph Three:

In the third paragraph, you’ll want to include your specific request of each worker — if you’re planning a team outing, this is actually the space you’d include, “Please RSVP with dietary restrictions, ” or “Please email with questions. ”

On the contrary, when you are informing staff of upcoming construction towards the building, you might say, “I’d appreciate your cooperation during this time. ” Even though there isn’t any specific action you expect from workers, it’s helpful to consist of how you hope the can handle the news plus whether you expect these to do something in response to the particular memo.

Downloadable Memo Template

Want to see the above memo format in its last form? Download HubSpot’s free business memo templates, shown beneath. The document provides you with a framework that sorts your memorandum into subtopics to help employees better digest the information and understand what’s expected of these after reading it.

Download this Template

Business Memo Design template Format

The format depicted in the templates above is made to effectively communicate your message. A memo should disseminate the necessary information in a way that is easy for a mass variety of employees to break down.

An accurate subject line will alert them that this memo is relevant to them particularly. And beginning with an executive summary allows recipients to understand the overall message before you jump deeper into the details. The background information offers context to the information, and the overview plus timeline should answer questions that are more likely to come up.

Company Memo Template Examples

Different industrial sectors or situations will need slightly different memos. Certain ones will have to be longer or shorter, others may not have a timeline, and some will have extensive background information. The format of your memo should modify to fit the message you want your workers to receive.

Launch Delay Memo

The objective of this memo is to announce that this launch of a product will be delayed. The introduction includes the newest date, so the timeline or lengthy overview isn’t necessary. This format associated with memo could be applied to other situations where a simple, but important, change is occurring. Some other date changes, offers, milestones, or product announcements could also employ this format.

Building Update Memo

There are logistical facets of a business that worry your employees, but don’t necessarily involve their work. This memo depicts an example about the kitchen at the office. It’s a bit of an inconvenience, but shouldn’t influence their work a lot. This could be applied to additional building updates, work from home days, or other widespread but minimal announcements.

Community Memo

Celebrations, events, theme days, or other fun things for your workers can also be communicated by means of memos. Community memos like this example are usually shorter because they don’t require much history information or many details. These just need to include a summary, date, and location at minimum.

Compose Your Memos To the stage

The main difference between a memo and an email is not the amount of complexity, it’s the dimensions of the audience. A memo can be easy or intricate, provided that it effectively communicates your message and it is relevant to the getting group of employees. And the message itself must be clear and concise, no matter which memo file format you use.

Editor’s note: This awesome article was originally published in October 2018 and has been updated for comprehensiveness.