Memo Writing SeminarCE 321 Lab Fall 2012Lab Instructor: Aaron Wendzel

Online Survey

• 1 point extra credit on Final Memo• Please do this now• Website should have been e-mail to you

When Are Memos Used?

• Memos have a twofold purpose: • Bring attention to problems• Solve problems.

• Examples of Topics• Report Results• Instruct Employees• Announce Policies• Delegate Responsibilities

Parts of a Memo (1)

• Heading• To: Name and Job Title• Be formal even if you are informal other places

• From: Name and Job Title• Date: When it is submitted• Subject: What the memo is about• Be specific, but straight to the point

• Length• Approximately 1/8 of memo

Parts of a Memo (2)

• 1st Paragraph• Opening• Purpose

• Context• Background

• Task• What was to be accomplished

• Length• Approximately 1/4 of memo

Parts of a Memo (3)

• 2nd Paragraph• Discussion Segment• Details that support conclusions• Recommendations• Important methods and resources used• Persuade reader to follow recommended action

• Length• Approximately 1/2 of memo

Parts of a Memo (4)

• 3rd Paragraph• Closing segment• What action you want the reader to take• Consider how the reader benefits

• Be Courteous

• Length• Approximately 1/8 of memo

Parts of a Memo (5)

• Ending Information• Indicate what is enclosed• Indicate who else got the memo• DO NOT SIGN

Parts of a Memo (6)

• Enclosure• Detailed explanation of how you solved the

problem• Indicate the steps taken to solve the problem• Show math calculations

• Excel Table• Show example calculations

• Matlab• Include script/function file

• Everything Must be Typed

Advice (1)

Wallace, 2004

Advice (2)

Wallace, 2004

Advice (3)

Wallace, 2004

Schedule • No lab hours next week, but office hours will be held• Tuesday 11:40-12:40 PM, 1535 EB• Thursday 2:00-3:00 PM, 1535 EB

• Same groups as you had for Report 2• Must come to next lab section• Points will be deducted from your Memo grade if you don’t come

• Section 1• Lab: November 27th (Tuesday) Room 1318• Memo Due: November 28th in the CEE box by 2pm

• Section 2• Lab: November 29th (Thursday) Room 1318• Memo Due: November 30th in the CEE box by 2pm

References

• Alred, Gerald J., Charles T. Brusaw, and Walter E. Oliu. Handbook of Technical Writing. Boston:

Bedford/St. Martins, 2009. Print.

• "The Online Writing Lab at Purdue (OWL)." Welcome to the Purdue University Online Writing Lab (OWL). N.p., n.d. Web. 31 Oct. 2012.

<http://owl.english.purdue.edu/>.

• Wallace, Roger. "Advice for Technical Memos." Msu.edu. N.p., 16 Aug. 2004. Web. 31 Oct. 2012.

Questions?