memorandum and informal reports
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Memorandum and Informal reports. Source : Technical report writing today by Riordan (Ch: 12). Memorandum. (also more commonly memo ) is a brief written record or communication, commonly used in business, government, and educational organizations. Memorandum. - PowerPoint PPT PresentationTRANSCRIPT
Source : Technical report writing today by Riordan (Ch: 12)
Memorandum(also more commonly memo) is a brief
written record or communication, commonly used in business, government, and educational organizations.
MemorandumThe basic function of a memo is to make the
reader aware of specific information as efficiently as possible.
A memo can be written to inform, to persuade, or to give specific feedback on a particular topic.
When written properly, memos can be very effective in connecting the writer’s best interests with the best interests of the reader.
Why learn about writing memos?important form of corporate communicationclear and concise communication of complex
subjectswriting style and approach applicable to
other communications, such as emailset yourself apart from people who cannot
write
Purpose of a memo“solve problems” by:
informingpersuadingrefutingarguinganalyzing…
Recipients: one person, several persons, one or more groups, a whole community
FormatA memorandum is written using a specific
format which is accepted by the organization in which the memorandum is used.
The usual structure for a memorandum includes some or all of the following:
General ruleskeep your audience in mindfollow a structure (see below)follow an outlineget to the point earlyrevising is easier than writing perfectly
the first timefollow style guides and writing manualsbudget between 20 min – 1 hr for most
memos
Memo plan
HeaderSubject lineSubject line
Opening paragraphOpening paragraph
Supporting Supporting details/explanationdetails/explanation
ClosingClosing
}
}
Opening paragraphcomplete summary of your memoprovide:
contexttask/action/requestsummary of the rest of the memo
Best: put your intent into the first sentence
Format MEMORANDUM (Heading Segment)
TO: The person receiving the memorandum
FROM: The person writing the memorandum
DATE: Usually a formal manner of writing the date, for example 19 September, 2007
SUBJECT: A short title descriptive of the topic in discussion in the memorandum
Introduction (Opening Segment): explaining why the memorandum has been written and what topic the memorandum will discuss.
Body (Summary/Analysis Segment): discussing the topic in detail--explaining what exactly and itemizing when possible any parts of the topic.
Conclusion (Closing segment): explaining the implications of the memo and what the audience should think or do about the memo’s topic as a result of your analysis.
HeaderTo: recipient (individuals and/or
groups)From: you/office (e.g. “Student
Affairs”)/group (e.g. “Social Committee”)CC: more recipient(s)Date:use correct names/designations for recipientsinclude titles when appropriate, for all
recipients when possible
Subject lineprobably the most important part of your
memosummarize the intent of your memo, e.g.:
“Request for assistance with grant project”“Consequences of recent material thefts”
specific, concise and to the point
Supporting details/explanationmaintain a global structure, such as findings
implications action itemsarrange facts in a logical orderdon’t provide more detail than necessaryuse bullet points where appropriateuse correct structure bullet points (e.g. no
standalone bullets)
ClosingIf necessary, summarize what you want
recipient(s) to do.Provide clear instructions, including
deadlines where applicable.Provide further references/contact
information when appropriate.
More about writing style“There are times when the more the authors explain, the less we understand. Apes certainly seem capably of using language to communicate. Whether scientists are remains doubtful.”
Douglas Chadwick, NYT
ExampleOur lack of data prevented evaluation of state actions in targeting funds to areas in need of assistance.
Because we lacked data, we could not evaluate whether the state had targeted funds to areas that needed assistance.
Clarity: ActionsUse subjects to name your central
characters.Express their most important actions as
verbs.
Verb Noun = NominalizationExamples:discover discoveryresist resistancedifferent differenceproficient proficiency
Nominalization makes for a noun-heavy writing style that is complex and hard to understand.
Please fix:The agency conducted an investigation into the matter.The agency investigated the matter.
There was first a review of the evolution of There was first a review of the evolution of the dorsal fin.the dorsal fin.
First, she reviewed how the dorsal fin evolved.
Active vs. passive voice
Choose the passive voice when you don’t know who did it, your readers don’t care who did it, or you don’t want them to know who did it.
ExampleThose who are found guilty can be fined.
Once the design was publicized, it was widely adopted.
CohesionMove from old information to new.Arrange topics in a logical order.Start sentences with ideas that you have
already described, or with something you can safely assume the reader already knows.
Keep your topics short and reasonably consistent.
ExampleTo help in the efforts of ABCO, Inc., to develop medical policies in regard to coverage of employees engaged in high-risk activities, Dr. Jones has served as a medical consultant.
Dr. Jones has served as a medical consultant to help ABCO, Inc., develop medical policies in regard to coverage of employees engaged in high-risk activities.
TipsThe segments of the memo should be
allocated in the following manner:Header: 1/8 of the memo Opening, Context and Task: 1/4 of the memo Summary, Discussion Segment: 1/2 of the
memo Closing Segment, Necessary Attachments: 1/8
of the memo
Informal Report WritingIntroductionSummaryBackgroundConclusionDiscussion
IntroductionState the objectiveState the contextAlert the reader to problemUse a preprinted form if availabale
SummaryAbstractExecutive summaryOne to one miniaturization with disscussion
section
Background
ConclusionMay include recommendationsMay replace summary
DiscussionPagination Heads
Types of Informal ReportsBrief Analytical reportTrip reportsLaboratory reportsProgress reportsOutline reports