How to Write a Memo [Template, Examples & HubSpotter Tips]

→ Download Now: 4 Free Memo Templates [Free Resource]

A memo is the best way to share news when you have a significant update or important win within your company.

Unlike an email, your memo will go out to your entire department or everyone at the company, so knowing how to format a memo is just as important as what you write. No pressure. (Well, maybe some pressure…)

Before writing a memo, I take some time to hype myself up. This bit of internal communication will be read by my peers, my boss, and likely my boss’s boss. Getting the language right is essential, and every word counts.

In this post, I’ll share my experience writing memos and tips from my HubSpot peers. From there, I’ll showcase stellar memo examples and a template to help you create your own. Let’s dive in!

Best Practices for Formatting a Memo

Business Memo Template

Memo Examples

Memos are shared to inform readers about new information and have applications for different communities and businesses.

Communities can use memos to tell people within it about public safety guidelines, promote various events, and raise awareness on subjects that affect their lives.

Businesses can use memos to relay information involving newly updated policies, changes in procedure, important milestones, or necessary employee actions, such as attending an upcoming meeting or convention.

I often find myself writing memos when there are significant changes to my program at HubSpot. Perhaps we’re implementing a new workflow, reorganizing the structure of our team, or sharing insights from a project we just completed. Memos denote importance, so I only write them when I have important updates to share that impact multiple stakeholders.

Below, we’ll explore when memos are necessary. But first, let’s discuss how to write a memo.

You can put together a memo in a few short steps. To give you an idea of how each step is formatted, I’ll write an example memo and break it down for each step. My example memo will be an internal announcement for a writing training session.

1. Write a heading.

No matter what kind of memo you’re writing, you’ll need to include a heading. This section should include who the memo is for (whether an individual or department), the date, who the memo is from, and a subject line.

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 that your readers can infer what they’ll get in each section,” suggests Kaitlin Milliken, senior program manager at HubSpot. “Cut the cute language and keep your headings very tactical.”

Make sure the tone of your title matches the seriousness of the subject matter and your organization’s communication style. A witty opener won’t be right for every memo.