Advanced Technical Writing Lecture 8
Memorandums
29 June 2008
Advanced Technical Writing Lecture 8
Memorandums
29 June 2008
Memorandums (memo)
Interoffice way of communication.
WHAT IS A BUSINESS MEMO?
Basically, it is an in-house business letter. Like a business letter, a business memo is a type of professional writing. However, a business memo differs from an ordinary letter in several important ways:
It is written in a specific format, which will be described later.
Unlike a letter, you do not sign your name at the bottom of your memo. Instead, you write your initials next to your name at the top of the memo.
Purpose Of Memo
A business memo serves a very useful purpose. (Memos solve problems)
It helps members of a business organization communicate, without the need for time-consuming meetings.
It lets someone know something they need to know in an effective and efficient manner.
Purpose- Example
Mr. Howard has asked me to arrange a working lunch for all members of the writing staff, at the main office, sometime before the end of the month.
The purpose of this memo is to request authorization to purchase a sound card and a modem for the computer in the front office.
This memo confirms the details of your tour of the new processing plant, as we discussed over the telephone this morning.
Used for all kinds including
Short note
Exchange information
Request information
Instruct employees
Report results
Small reports
Internal proposals
Memos’ Role
Play an important role in management:
Keeps employees informed
Motivates employees
Keeps their moral high
To achieve this goal
Memos Should Convey the message in a clear and accurate way
Memo Format
Heading
Opening
Discussion
Closing
Summary
I. Heading
TO: (readers' names and job titles) FROM: (your name and job title) DATE: (Month day, year) SUBJECT: (what the memo is about, highlighted in some way)
From Line
It is a good idea to initial your name in handwriting.
CC: (others who are involved)
BCC: ( not directly involved)
Subject line
Should summarize the reason of the memo.
Should be 10 words or less.
Is NOT a sentence - it is a long title.
II. Opening
Three parts:
The context and problem
The specific assignment or task
The purpose of the memo.
1. The context
Event, circumstance, or background of the problem you are solving.
You may use An opening sentence, such as, “As Jane recommended, I reviewed the office reorganization plan"
Include only what your reader needs, but be sure it is clear.
2. Task
Describe what you are doing to help solve the problem.
If the action was requested, your task may be indicated by a sentence opening like, "You asked that I look at...."
If you want to explain your intentions, you might say, "To determine the best method of controlling the percentage of rat extremities, I will...."
3. Purpose Statement
Are you announcing a meeting, welcoming a new employee, or asking for input on adopting a new policy about lunch hour length?
III. Discussion
In the discussion segment, give details about the problem, Don't ramble on incessantly, but do give enough information for decision makers to resolve the problem. Describe the task or assignment with details that support your opening paragraph (problem).
IV. Closing
Close with a courteous ending that states what action you want your reader to take.
Make sure you consider how the reader will benefit from the desired actions and how you can make those actions easier.
V. Summary
If your memo is longer than a page, you may want to include a separate summary segment.
This part provides a brief statement of the recommendations you have reached. These will help your reader understand the key points of the memo immediately.
Example
Plankton Engineering
To: Employees In Research and Development Team From: Mary Silvers, Project Manager
Date: January 15, 2002 Subject : New Flex-Time Policy Beginning March 1, 2002
Comments