Internal memos are a powerful tool for aligning your team around decisions, changes, and initiatives. A well-structured memo ensures that everyone understands what is happening, why it matters, and what comes next.
The Internal Memo Template
Use the following structure for every internal memo:
Summary
A brief overview of the memo's purpose in two to three sentences. What is this about and why should the reader care?
What We're Doing
Describe the action, decision, or initiative clearly and concisely. Be specific about what is changing or being introduced.
Why
Explain the reasoning behind the decision. What problem does this solve? What opportunity does it capture? Why now?
How We Will Measure
Define the success criteria. What metrics or outcomes will tell us this is working? Be specific and measurable.
When
Provide a clear timeline. When does this start? What are the key milestones and deadlines?
What Is Required
Outline what is needed from the team or organization. What resources, actions, or changes in behavior are necessary?
Who Is Involved
List the key stakeholders, owners, and contributors. Make accountability visible.
What Is Next
Describe the immediate next steps. What happens after this memo is read? Who does what, and by when?
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