The 10 steps I use to get it right every time

Memos are versatile. Companies can use memos to communicate information about newly updated policies, procedural changes, important milestones, or necessary employee actions, such as: B. to pass on participation in an upcoming meeting or conference.

On the other hand, communities can use memos to inform people about public safety policies, promote various events, and raise awareness about issues that affect their lives.

I often write memos when there are significant changes to my program at HubSpot. Maybe we implement a new workflow, reorganize the structure of our team, or share insights from a project we just completed.

Memos denote importance, so I only write them when I want to share important updates that affect multiple stakeholders.

Types of memos

When I want to share important updates, I think about what type of memo I’m writing in advance. For your reference, here are four of the most common types of memos:

1. Informative memo

They are also called announcement memos and make up the bulk of most memos I’ve seen. The goal is to convey new information to your audience.

Example use cases: To announce policy changes, company news and new processes or to welcome new employees

2. Request memo

Request memos are used to make a request and received a positive response. When writing query memos, I would focus on using persuasive language and adding statistics or numbers to highlight why “yes” is the right answer.

Example use cases: To request a new purchase from your company or to approve professional development or volunteer opportunities

3. Confirmation note

I view confirmation memos as a written way to ensure that key stakeholders have a record of the discussions. When writing confirmation memos, specificity and clarity should be your primary goal.

Example use cases: To document conversations or clarify ambiguities in order to avoid later misunderstandings

4. Policy note

When I need to tell my audience how to do something, I write a directive memo with detailed instructions that are easy to follow.

Example use cases: To share how to implement a new process, meet new requirements, or complete necessary tasks

The main difference between all these types of memo is the purpose of writing. But regardless of the purpose, every memo usually consists of the same components.

Parts of a memo

What are these parts, you ask? Here’s what I include in almost every memo I write:

• Headline: This section specifies who the memo is aimed at (your audience) and by whom (you or your department). It also includes the date and a subject to describe what it is about.
• Introduction: This is your first paragraph that highlights the purpose of the memo and provides an overview of what the memo is about.
• Background: Here you want to provide clear, specific context around the problem you’re trying to solve.
• Recommendations: This is where you list the specific tasks or milestones you want to complete to address the problem you have identified.
• Discussion: This is the core of your memo sandwich – this is where you justify your recommendations with supporting details that relate back to your problem statement.
• Close: This section creates space for a call to action for your readers. What should they do after reading your memo? Specify that here.
• Necessary attachments: Here you can add any supporting documents to support your research and recommendations.

I’ll show you how I build each of these elements in our guide shortly. In the meantime, here are more memos from the HubSpot marketing team:

When to write a memo

My default practice is to write a memo when I need to communicate new information in a more formal way than email.

However, memo purposes range far and wide.

“Memos serve a variety of purposes, but generally they are used to either suggest or suggest something new, gather information in one place for voting, or explain or clarify information about a project or program,” Hesterberg says.

You can write a memo in the following scenarios:

• You have a new policy and need to explain it to your audience.
• Sharing important company updates and information.
• Announce new employees or promotions.
• Confirm the details of a discussion to get everyone on the same page and create a paper trail.
• Teach or tell people how to do something.
• Request something and explain why it is important.

There are many options out there. In short, if you want to communicate something, a memo could be the answer.

For instructions.

You can create a memo in just a few steps and even use AI to help you.

To give you an idea of ​​how each step is formatted, I’ll write a sample memo, breaking it down for each step and adding tips for integrating AI.

My example memo will be an internal announcement for writing training.

1. Start with your headline.

No matter what type of memo I write, I always add a heading. In this section, I note who the memo is addressed to, who it is from, the delivery date, and the subject of the memo.

I would recommend starting all your memos with this formatting:

TO:

OUT OF:

DATE:

THEME:

Your subject line should be short, attention-grabbing, and give readers a general idea of ​​what the memo is about.

“The headings you use should be descriptive enough for your readers to understand what to expect in each section,” suggests Kaitlin Milliken, senior program manager at HubSpot. “Reduce the cutesy language and keep your headlines very tactical.”

I always make sure that the tone of my topic matches the seriousness of the topic and the communication style of my organization. I love a funny opening, but it doesn’t fit every memo.

Test it

This is what my example memo for a writing training session would look like:

Simple and to the point.

2. Write your introduction.

Remember, you want your memo to be short and full of information. Your introduction should be an efficient use of space.

Here I highlight the main problem your memo is intended to solve and the intended solution.

“At the beginning of every memo, there should be a clear purpose of what the memo will cover,” says Karla Hesterberg, director of content marketing at HubSpot. “Depending on the topic, this can be as simple as an overview of a statement that establishes that the simpler and more straightforward the better.”

This is actually a reality that I personally struggle with. As a writer, I want to include those eloquent phrases and thoughtful transitions that sound great when read aloud.

However, I have to take a different approach when writing memos. I try to remember that my introduction should just summarize the purpose of the memo in two to three sentences.

Test it

Using Hesterberg’s tip, I would write the introduction to my memo like this:

You can also use generative AI tools like ChatGPT to summarize the purpose of your memo. In fact, this is one of my favorite ways to use AI – condensing and summarizing information.

Here is an example.

Command prompt I used: I’m writing a memo to announce a new training session for writers on my team. The training is about how to use AI in your writing process without losing the human touch. Write an introduction to summarize this announcement and emphasize the importance of this training. Keep the summary short, about two to three sentences, and keep it conversational.

Output:

Although I like my original version better, this would be helpful as a starting point – especially if I’m pressed for time.

3. Provide background information about the problem.

Remember that memos are sent to a broad group of employees. Not everyone who reads your memo has the same background as you as the author.

You need a section that explains all the necessary context that people need to know before moving forward.

So what do you enter? I asked Basha Coleman, one of the best memo writers on my team. Coleman is the lead marketing manager on HubSpot’s audience development team.

Coleman says she includes a section at the beginning of her memos that discusses:

• The situation
• The effects of the situation
• Recommended solutions

“This gives stakeholders the information they need right away if they don’t have time to read the entire memo at once,” says Coleman.

Additionally, I like to link to other important documents that provide context on a topic.

This could be a related memo from another team with more information, a news article that you respond to directly, or a relevant dashboard that highlights the issue.

You don’t want this section to be long. However, if people are interested in learning more, you’ve just given them the opportunity to do so.

Test it

Based on Coleman’s recommendation, I would include the background as context for the new training as follows:

Could AI help here? Alana Chinn, Marketing Blog Editor at HubSpot, shared her thoughts on using AI in this section:

“Because I have the most context about the situation and the impact, I probably wouldn’t use AI in the background,” she says.

“Tools like ChatGPT probably won’t know what information is most important to my audience to highlight. But if I knew, I would use AI to organize, summarize, or give structure to my thoughts.”

Based on this and following Coleman’s format, I would suggest outlining the situation, the implications of the situation and your recommended solutions and asking ChatGPT to summarize these details in a few short paragraphs.

4. Outline the action items and timeline.

Depending on the purpose of your memo, you can set action items for employees to complete or provide a timeline for when changes will occur.

For example, they may need to complete a task or provide information by a certain deadline.

Of course, if no action is required on behalf of the employee, you can omit this section. However, if action is required, I include the following in this section:

• When employees can expect changes to take effect
• What changes have already been made and what to expect in the future
• Deadlines they must meet

Pro tip: When I develop a timeline, I avoid simply creating a paragraph with dates sprinkled in. It’s harder to read like that.

“Don’t be afraid to use visual cues in your memo, such as tables, heading colors to show the hierarchy of information, charts and graphs. This can keep a memo short and manageable,” suggests Coleman.

Milliken agrees. In a recent memo about building a thought leadership program, she included tables detailing each step her team would take, along with more details about what was required and when it would occur.

“I also included an infographic of a pipeline to show the phases of the project and how long each phase would take proportionately,” she says. “This makes it easier to visualize a schedule rather than just skimming through sections of text.”

Test it

Here is an example table I created to illustrate this.

In terms of using AI for this section, I would ask my favorite generative AI robot to help me brainstorm appropriate tasks and map action items to a timeline.

Here is an example.

Command prompt I used: Give me 2-3 action points for quarterly writing training participants that highlight the use of AI tools in writing and map them to a 6-week schedule.

Output:

I would then take that output, customize it for my team, and add any relevant details based on our internal workflow.

5. Justify your argument.

Whenever I have to share a request or something new that might cause excitement, I always try to make my point by explaining why it is important.

“Think about your audience and try to anticipate areas where they might ask questions, have concerns, or need more clarity,” says Hesterberg. “Try reading again as someone who doesn’t have all the context you need to identify areas you need to build.”

Remember that as a memo writer, you are an expert in the field. You may need to ask a manager or colleague to review your memo with a skeptical eye. Where do you have questions? What requires additional justification?

From there you can strengthen your arguments. For me, this often includes providing statistics about why it is important and urgent to change something.

“Remember that data is powerful, but it needs to be presented in a way that reinforces the narrative rather than confusing it,” says Amanda Sellers, blog strategy manager at HubSpot.

For example, the sentence “58.97% met the benchmark and 10.26% far exceeded the benchmark” is clunky. Instead, Sellers suggests writing, “Our strategy works almost 70% of the time.”

The first example is unwieldy, Sellers notes, and involves a methodology that is less likely to interest a broader audience.

Meanwhile, the second audience “demonstrates the more important thing: why this methodology was important and what can be learned from it,” Sellers explains.

Test it

To justify the importance of quarterly writing training, especially when coupled with AI tools, I would include this data point in my memo:

Tools like ChatGPT are also great for getting external data to justify your approach or the rationale behind your memo.

Here is an example.

Command prompt I used: Provide two to three data points about the importance of quarterly writing training on AI tools.

Output:

You’ll save a lot of time by letting the AI ​​do some of the digging for you.

6. Soften all blows.

Sometimes you make a big change that could be viewed as controversial, or you make bold statements that might make people feel offended. In cases like this, I like to temper things with a well-placed caveat.

For example, with the advent of AI, you could communicate a new company policy related to the use of AI.

You could soften the blow by sharing that it’s not a problem for most people, but it’s important to have a clear guideline for dealing with it.

Test it

Let’s say my memo took a different position on AI in writing. Here’s how I would format my memo to soften the blow:

AI can also be helpful here if you’re not sure how to address concerns about a specific issue outlined in your memo.

Here is an example.

Command prompt I used: Provide language to address concerns authors may have about using AI in their writing. Please note that we have a strict AI policy in place to govern this new process. Keep it short, 2-3 sentences.

Output:

Not bad.

7. Communicate urgency.

Every time my memo suggests something new or timely, I make sure to explain why the change is urgent and why it’s important that we take action Now.

“The best way to do this is to explain what we stand to lose if we don’t act here,” says Hesterberg.

For pitch memos, Hesterberg suggests explaining to readers why this issue is important and why people should care. For explanatory memos, she recommends explaining what the information in the memo will be used for.

Test it

Here’s how I would add urgency to my training session memo:

This is relatively easy, so I won’t use AI here.

8. Add a closing statement.

As I write my closing statement, I think about the information that I really want to support. For example, are there specific contacts readers should contact if they have questions? If so, I will include them here.

“A conclusion that just reiterates your main points is boring and likely to be skipped,” says Milliken. “Conclude with your most compelling points. You can either reinforce the urgency or discuss the resources you need to be successful.”

Milliken often concludes by asking what support her team needs to be successful. This could be additional financial resources, a leader in leadership, or more time to implement the change.

Test it

Here’s how I would conclude my memo, taking Milliken’s suggestions into account:

And from an AI perspective, I would recommend closing using a prompt similar to the one we used for the introduction.

9. Review and correct before sending.

This step may seem like a no-brainer, but it’s important to review your document before sending it. Memos are intended to inform readers of upcoming changes and share important information.

As a writer, I know I don’t want to risk causing confusion with a typo or misrepresentation.

“Memos are often aimed at a broad audience, so you want to create a narrative that is easy to understand no matter who is reading it,” Sellers says. “That means telling a compelling story, getting to the point quickly, anticipating questions, and cutting down on jargon to find the simplest way to say something.”

Test it

I usually ask a colleague to review my memo or use an editing tool like Grammarly or Hemingway to review and proofread.

Here’s an example of Grammarly editing my memo and making suggestions for improvements:

Chinn also says, “I love using AI to proofread my work. As a writer, this is one of the use cases for which I use AI most often. Asking ChatGPT to do a grammar or tone check, look for spelling mistakes or other inconsistencies, or simplify complex ideas are all quick and easy ways to finish my content.”

I mean, who says you can’t use AI as your personal peer editor?

10. Create audio or video aids.

Once the memo is written, I want to go over it again. What would make the message even clearer? Should I collaborate with the creative team to create an infographic? Should I distribute the document via our email channels?

Now that I’ve invested the time, I want to make sure my message is heard.

Coleman often creates a recording using a deck, highlighting key points in the document.

“Incorporating video summaries of my memos with Loom is helpful for accessibility and for busy stakeholders who like to listen to updates while working on other tasks,” she notes.

Test it

Due to time constraints, I won’t be creating any images for my fictional memo.

However, another easy way to do this would be to present the memo to your team or relevant stakeholders, record that presentation via Zoom or Microsoft Teams (if remote), and distribute it as a visual learning aid for the future.

Two birds, one stone.

Best practices for formatting a memo

Now that you know what types of memos there are, what elements you should include in your memo, and how to write one, I have a few overarching formatting best practices for you.

Be responsive to your audience.

Before you start writing your memo, think about who your target audience is. Knowing who will read your memo allows you to better tailor your message, tone, and CTA to that audience.

Pamela Bump, Head of Content Growth at HubSpot, suggests considering the following questions.

“Are the executives you write for busy executives who want a short one-pager focused on the most important information?” She says, “Or are readers more curious and interested in soaking up all the information they can get? “

Make it paintable.

Milliken remembers a time when she wrote a memo that couldn’t be skimmed.

“When I was asked to write my first memo, I created a document with huge walls of text,” she says.

“My manager gave me great feedback and encouraged me to use charts and graphs throughout the document. This makes total sense to me now. Nobody wants to read a huge series of long paragraphs, but they will definitely skim a table.”

To make your memo easier to read, use headings and separate paragraphs to break down new ideas or talking points. You can also add tables and graphics to create a visual break if it makes sense.

Milliken adds, “Bullet points are your friend. They create breaks throughout the document and ensure information is easy to understand.”

Pay attention to the length.

The length of your memo depends on the type you write. Generally, a memo is one or two paragraphs long. However, the length may vary if you are writing an informational memo or a request memo.

If your audience is interested in learning, an informational memo can provide more detailed information, while an inquiry memo should be short and concise.

“If you are unsure, opt for a shorter 1-2 page document, but link it to another page or dashboard with more data, context or information that you can delve into if necessary,” Bump suggests.

Don’t be afraid of AI.

Memo examples

Different industries or situations require slightly different memos. My memos will look completely different than, for example, the memos that come from a law firm.

Pro tip: Certain memos need to be longer or shorter, others may not have a schedule, and some contain extensive background information. You should always tailor the format of your memo to the message you want to convey to your employees.

I’ve put together three examples of what this could look like.

Start Delay Memo

The purpose of this memo is to announce that the launch of a product will be delayed. The introduction includes the new date, so a timeline or long overview is not necessary.

This format of this memo could be applied to other situations where a simple but important change occurs.

What I like: The launch memo provides readers with insight into product launch delays, which can ease the frustration that customers or employees might otherwise feel if they were not informed.

Other date changes, promotions, milestones, or product announcements could also use this format.

Building update memo

There are logistical aspects of a business that affect your employees, but don’t necessarily affect their work. This memo shows an example of an office kitchen remodel. It’s a minor inconvenience, but not a major inconvenience.

What I like: This memo demonstrates a company’s understanding of the impact renovations can have on employees and demonstrates respect and consideration for their needs.

This memo format could be applied to other building updates, work-from-home days, or other widespread but smaller announcements.

Community memo

Celebrations, events, theme days or other fun things for your employees can also be communicated through memos.

Community memos like this example are generally shorter because they don’t require a lot of background information or a lot of detail.

What I like: This memo provides clear instructions on where to find the event taking place, which would have been less effective if only the floor number had been included.

Memos of this type should contain at least a summary, a date and a location.

Business memo template