Here’s how to compose a forceful memo:
1. Describe the action. In the first paragraph, pinpoint exactly what you want your workers to do. Use sentences that begin, “I need you to ...,” “Please be aware you must ...,” or “It’s crucial that you ...”
2. Explain why. Help employees answer the question, “Why should I care?” Clearly state why the issue matters or how they can benefit by complying.
3. Anticipate concerns. If your message is unpopular, predict the main objections and address them. Use phrases such as: “If you’re concerned about ..., let me assure you that ...”
4. Couple thanks with a timetable. End by expressing your appreciation for their following through. Tie your thanks to a time frame for action so that they know what you expect and when.