How To Write A Memo Informing Staff

Last Updated on January 24, 2023 by Jakes Papi

Informing staff of changes is an important part of running a business, but it’s also one of the hardest. Writing a memo can be daunting, but if you follow these steps, you’ll be able to write one that will be well received by your employees.

1) Start with a greeting and a brief introduction that explains why you’re sending this memo and what it contains. This might be as simple as “Hi everyone! Just wanted to let you know that we’re changing our hours starting next week.”

How to Write a Memo [Template & Examples]

2) Next, explain what the change is going to be and when it will take place. For example: “Starting Monday morning at 8:00am until Friday afternoon at 4:00pm we’ll be closed for renovations.”

3) If there are any other details about the change or how it affects people’s jobs or responsibilities within the company then include them here too! For example: “We’ll have someone on site during those hours if anyone needs anything.”

How To Write A Memo Informing Staff

When you first started your business, communication wasn’t a problem. Face-to-face communication ensured that everyone received the same message simultaneously. Anyone with queries was given an immediate response. Then, you could check to see if everyone understood, and make changes to the message before rumors spread. You have to adopt a new strategy for spreading the word because of the company’s recent expansion. Time to send a memo, please.

How To Write a Business Memo in 4 Steps (With Examples) |

When Everyone Needs to Know

You already know what occurs if you’ve ever played a game of “telephone.” The message’s similarity to the sender’s original intent decreases as more people spread the information. Send a unified message while composing a memo to be effective. There isn’t much room for misunderstanding or interpretation here. Also, make it brief. You increase the likelihood that everyone will understand your memo by using fewer words. Your memo should have a call to action and a simple step to finish.


Neville Medhora, a copywriting instructor, suggests concluding instructional letters with “No Action Needed.”

Announce High-Level Changes of Management

A scorecard is necessary to keep track of who is still in the game and who has been eliminated because some businesses change managers so frequently. Memos make it easier to introduce the new boss while bidding farewell to the previous one. It helps the business retain staff and keep morale high to know who is in charge and what changes to anticipate. Memos also give the new manager the opportunity to:

  • Describe any new personnel or policies.
  • Stop or put an end to rumors.
  • Obtain evidence-based commentary.


A business memo is a brief message that conveys information on a particular business topic. It may be employed to offer a proposal, make a request for information, or deliver directions. A professional, easy-to-understand writing style is required for a business note.

Business memos are frequently transmitted via email, posting to an intranet website or bulletin board, but they can also be delivered by mail or fax on occasion. Usually, they are created by supervisors or other workers who have been charged with carrying out particular duties inside their company.

The main purpose of business memos is to communicate information between departments within an organization or between different organizations where there is no face-to-face contact between people involved in the communication process.

What is a memo

A memo is a message that you send to someone about an important issue. The recipient will usually be the person you’re writing to or someone that has an interest in the matter. If you’re sending a memo about something in particular, it should be written using proper grammar and punctuation.

Memos are a form of communication that can be used to communicate with your coworkers. They are usually sent by email and can be used as a quick way of passing along information, especially when you don’t have time to type out an entire message. This is why they are often used in companies where there are many people who need to share important information with one another.

A memo is used when you want to send a short note or update to someone else. It’s also called an email memo because the information is usually sent electronically.

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