Persuasive Memo Examples

As you begin to write a persuasive memo to a client, think about what you'd like to gain. As with all persuasive writing, having a clear goal in mind allows you to craft the rest of the memo in a way that supports that goal. Using a clear and polite tone, you can expand on the reasons the client will want to comply with your request.

Memo

To: Mr. Alan Smith

From: Northern States Office Supplies

Date: October 21, 2020

Re: Projected Staple Shortage

Dear Mr. Smith,

Northern States Office Supplies is committed to serving your business office needs, and we've been honored to work with you for the past two decades. We value your business and try to exceed your expectations whenever possible. We are committed to communicating any potential challenges to our clients and offering solutions to help mitigate these challenges.

We anticipate one such challenge this winter. Our staple supplier has reported that they expect a temporary shortage in steel materials for making staples. Unfortunately, it is because of our relationship with this supplier that we are able to offer you such a low price on the staples you need for your business. We could find a new supplier (and will if the problem persists), but this could be costly and require us to raise our prices.

Instead, we are hoping to get ahead of the problem and support our most valued clients in ordering supplies ahead of the shortage. We would appreciate if you would set aside some time early next week to discuss your upcoming order. We will help you determine how many staples you will need to order to cover the projected shortage.

Thank you,

Sarah Ellsworth
Customer Relations Specialist

When you're writing a persuasive memo to coworkers or employees, you can take a different, conversational tone. Again, before you write, decide on what you would like to have happen. Then, consider how your coworkers will receive this request. A memo is short and to-the-point, but a little friendliness can help motivate people.

Memo

To: Employees of Northern States Office Supplies

From: Sarah Ellsworth

Date: October 21, 2020

Re: Customer Interactions

Dear fellow Northern States employees,

As you may have heard, we are experiencing an interruption in the supply of staples from China. This isn't a great situation for anyone, and those of us on the front lines with unhappy customers are under some extra stress these days.

I'm hoping we can all keep the following tips in mind as we deal with this challenge:

• React with empathy when talking to customers. This is an inconvenience for them, even if there's nothing we can do about it.
• Be polite and friendly, even if you sense a client is becoming frustrated.
• If necessary, offer a discount code to be applied to a future order. We don't want to use these unless we have to, but we need to keep our customer base.
• If a customer becomes irate, diffuse the conflict as much as you can and then refer the customer to your supervisor.

Please also take care of yourselves and your stress levels during this difficult time. We'll be bringing in a massage therapist at the end of the month to give everyone chair massages!

Thanks,

Sarah Ellsworth
Customer Relations Specialist

One of the most important elements of a persuasive memo is striking the right tone, and that varies with the audience. Writing a memo to your boss requires a friendly but respectful approach. Address your boss by his or her first name if that's usually what you do. Otherwise, use a title. Know what you hope to accomplish and include the information necessary to get your boss to agree to your request.

Memo

To: Mr. Charles Erickson

From: Sarah Ellsworth

Date: October 21, 2020

Re: Proposed Meeting With Alternate Staple Supplier

Dear Charles,

Due to the anticipated staple shortage from our current supplier, I've been looking into alternate suppliers. I understand we have a longstanding relationship with Greater Chinese Metalworks and that you may be hesitant to change that. However, I believe we can negotiate a good price with Consolidated Metal and Hardware if we have a formal meeting.

The proposed shortage is adding to the stress level of employees here at Northern States Office Supplies. Although we are working harder than ever to keep the customers happy, it is also impacting their satisfaction with our business. I feel strongly that a new supplier will help us better meet the emotional and practical needs of both groups.

Will you please attend a meeting with the alternate supplier on October 30 at 9:00 am?

Thanks!

Sarah

Whether you're writing to your boss, coworkers, or clients, understanding the memo format is essential when you're using this type of communication. Brush up on some tips for writing memos before you get started so you can make sure your memo is as clear and effective as possible.