An Introduction to Memos: When and How to Write Them

A memorandum, also known as a memo, is a concise document used to share updates and information with a group of people. It serves as a quick and efficient way to bring attention to important matters that affect multiple stakeholders. In this article, discover the key elements of a well-written memo, as well as tips from experts at HubSpot.

Structuring a Memo: Tips from HubSpot

When writing a memo, it is essential to follow a specific structure that effectively communicates your message. Here are the essential elements to include:

• Heading: Start with a clear and brief subject line that summarizes the memo's topic.
• Introduction: Open with a short overview of the memo's purpose and the significance of the information being shared.
• Background: Keep in mind that not all readers will have the same level of understanding as you. Provide context to help them fully comprehend the message.
• Action Items and Timeline (Optional): Depending on the memo's purpose, you may need to outline specific tasks or provide a timeline for changes.
• Justification: When introducing new or potentially controversial information, it is helpful to provide rationale and supporting data to strengthen your case.
• Softening Blows (Optional): In some cases, it may be necessary to soften the impact of your message with an explanation or caveat.
• Closing Statement: End the memo with a concise summary of the key points.

Tips from HubSpot Professionals

At HubSpot, memos play a critical role in effective communication with stakeholders. Kaitlin Milliken, a senior program manager, shares an example of a memo she wrote about creating a team of experts. She used a metaphor comparing recreational basketball to professional basketball to illustrate the importance of specialized roles within a team.

According to Milliken, metaphors should only be used when they make sense and enhance the message. Basha Coleman, a principal marketing manager, suggests including a section at the top of the memo that covers the situation, its impact, and recommended solutions. This helps stakeholders quickly understand the necessary information without having to read the entire memo.

Additionally, linking to other relevant documents or resources can provide further context for those who are interested in learning more. Lastly, Karla Cook Hesterberg, a director of content marketing, stresses the importance of emphasizing urgency when proposing a change. Explaining the potential consequences of inaction can help motivate stakeholders to take action.

Outlining Action Items and Timeline (Optional)

If your memo requires recipients to take action or if there are specific deadlines to adhere to, it is crucial to clearly outline them in a separate section. Be sure to include:

• Effective date of changes
• Current and future changes
• Any deadlines that must be met

Providing Justification

In some cases, your memo may present a new request or propose changes that could be met with resistance. To support your case, offer reasoning and data that explains the importance and urgency of the proposed changes. Amanda Sellers, a blog strategy manager, notes that data can be a powerful tool but must be presented in a way that enhances the message without causing confusion.

Sellers also suggests providing statistics to demonstrate the impact of implementing the proposed changes. This can help make your case stronger and gain support from stakeholders. If there are any potential concerns or objections, addressing them in this section can help alleviate any hesitation.

In Conclusion

When writing a memo, it is essential to follow a clear structure and include all relevant information to effectively convey your message. By incorporating the tips from HubSpot professionals, you can create impactful memos that effectively communicate important information to your stakeholders. So the next time you need to share updates or provide important information, remember these key elements to write a successful memo.

The Impactful Closing Statement: How to Reinforce Your Message

As you conclude your memo, it is crucial to make a memorable and powerful closing statement. Simply summarizing your main points can be dull and easily overlooked," advises communication expert Millike. "Instead, end with a strong emphasis on your most compelling points. You can reiterate the urgency of your message or highlight the necessary resources for success."

To make your closing statement impactful, rely on persuasive storytelling, be direct and concise, anticipate potential questions, and avoid using technical jargon. This will ensure that your message is easily understood and remembered by your audience.

After finishing your memo, it is recommended to give it one final read-through. Ask yourself if there are any ways to make your message even clearer. Consider adding an informative graphic or sharing it through email for increased impact. After investing time in crafting your memo, it is essential to ensure that it is effectively received by your intended audience.

One unique method to increase accessibility and engage busy stakeholders is by incorporating video summaries of your memos using tools like Loom," suggests Millike.

The Different Types of Memos and Their Uses

Now that you understand the key elements of memo writing, it is important to be familiar with the various types that exist.

The Request Memo: Making a Persuasive Appeal

As the name suggests, request memos are primarily used to make a persuasive appeal and obtain a positive response. When writing this type of memo, focus on using compelling language and include relevant statistics or data to support your request. Common uses for request memos include asking for funding for new purchases or seeking approval for professional development or volunteer opportunities. Remember to maintain a professional tone and refrain from personal emotions.

The Informative Memo: Communicating New Information

Also known as announcement memos, informative memos are the most commonly used type of memo. Their purpose is to communicate new information and keep employees informed. This can include changes in company policies, news, procedures, or personnel announcements. Essentially, an informative memo is a concise and clear way to share important updates and provide justification for the changes.

The Confirmation Memo: Documenting Discussions

Confirmation memos serve as a written record of important discussions for key stakeholders. This can include documenting conversations or clarifying any ambiguous information to prevent misunderstandings in the future. The key to writing an effective confirmation memo is to be specific and clear in your communication.

The Directive Memo: Providing Clear Instructions

As the name suggests, directive memos are used to provide clear instructions to your audience. This can include guidelines on how to implement a new process, comply with new regulations, or complete necessary tasks. When writing a directive memo, make sure to include detailed and easy-to-follow instructions.

The Purpose of Memos and When to Use Them

As demonstrated by the different types of memos discussed, their purpose is to communicate new information. However, memos serve a variety of purposes and can be utilized in various situations. "Typically, memos are used to propose something new, gather all information in one place for alignment, or explain and clarify information about a project or program," explains communication expert Hesterberg.

So when should you write a memo? The answer is whenever there is a need to effectively communicate important information to a large number of people. Memos are an efficient way to convey your message and ensure that everyone is on the same page.

Use This Business Memo Template for Effective Communication

MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:

I am writing to inform you of [reason for writing memo]. As our company continues to grow, [evidence or reason to support your opening paragraph]. Please let me know if you have any questions. In the meantime, I would appreciate your cooperation as [official business information] takes place.

Tips for Writing Effective Business Memos

Communication is key in any business, and a well-formatted memo is an essential tool in effectively conveying your message to a large audience. It's important to remember that memos should be easily understood by all, so use headings, bullet points, and clear language when necessary to ensure your message is well-received.

Subject Line and Executive Summary

The subject line is crucial as it immediately informs recipients that the memo pertains to them. Start with an executive summary to provide a brief overview of the main message, allowing readers to grasp the key points before diving into the details. Also, providing background information and an overview with a timeline can answer any potential questions.

Header

The header of a memo should clearly state "Memorandum" to inform readers of the type of communication. In addition, include relevant information such as "TO", "FROM", "DATE", and "SUBJECT" to specify who the memo is addressed to and the purpose of the communication. This helps ensure that the memo is received by the correct audience.

Concise and Direct Paragraphs

A memo should be concise and to the point. Clearly state the purpose of the memo in the first paragraph, and use subsequent paragraphs to provide more details and necessary context. For example, if you are announcing an internal reorganization, explain the reasoning and any changes that employees can expect.

Specific Requests and Actions

In the final paragraph, make specific requests of each employee or provide clear instructions on how to handle the information provided in the memo. This can include asking for RSVPs for a team outing or directing employees to email with any questions or concerns. Even if no action is required, it is helpful to mention how you hope employees will handle the news.

Free Business Memo Templates

To make the memo writing process even easier, we have provided four free templates for download. These templates are designed for different types of business updates and provide a clear structure for your communication.

• Organizational changes
• Financial updates
• Solutions to problems
• General business news

Download Now

Click the button to access our free memo templates and streamline your communication process.

Downloadable Memo Template

Want to see the memo format in action? Download our free template to get a better understanding of how each section should be structured. This template also provides a framework for employees to follow after reading the memo.

Download this Template

Memo Examples

If you're in need of inspiration, check out these examples of effective memos in action:

Launch Delay Memo

This memo informs recipients of a delayed product launch and includes the new launch date in the introduction, making a long overview unnecessary. This format can also be adapted for other important change announcements within the company.

What I like: This memo shows consideration and respect for customers and employees by providing timely updates and addressing any potential frustration. It also serves as a template for other change announcements.

Building Update Memo

This memo addresses a minor inconvenience for employees - a kitchen remodel in the office. It showcases the company's understanding of employee needs and promotes a positive work environment. It can also be used for other building updates or announcements.

What I like: This memo demonstrates a consideration for employee well-being and the impact of changes, contributing to a positive company culture.

Effective Communication in Memos

The main difference between memos and emails is the audience size, not complexity. Regardless of the format, it's important to keep your message clear and concise. Whether it's a simple memo or a detailed one, what matters most is effectively communicating your message to the relevant group of employees.