Advanced Technical Writing Lecture 4 Memorandums

2 Memorandums (memo) Interoffice way of communication.

3 WHAT IS A BUSINESS MEMO? 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: 1)It is written in a specific format, which will be described later. 2)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. 2)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.

4 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.  It lets someone know something they need to know in an effective and efficient manner.

5 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.  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.

6 Used for all kinds including Short note Short note Exchange information Exchange information Request information Request information Instruct employees Instruct employees Report results Report results Small reports Small reports Internal proposals Internal proposals

7 Memos’ Role Play an important role in management: Keeps employees informed Keeps employees informed Motivates employees Motivates employees Keeps their moral high Keeps their moral high

8 To achieve this goal Memos Should Convey the message in a clear and accurate way

9 Memo Format I. Heading II. Opening III. Discussion IV. Closing V. Summary

10 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)

11 From Line It is a good idea to initial your name in handwriting. It is a good idea to initial your name in handwriting. CC: (others who are involved) BCC: ( not directly involved )

12 Subject line  Should summarize the reason of the memo.  Should be 10 words or less.  Is NOT a sentence - it is a long title.

13 II. Opening Three parts: 1. The context and problem 2. The specific assignment or task 3. The purpose of the memo.

14 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" 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.

15 2. Task Describe what you are doing to help solve the problem. 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 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...." If you want to explain your intentions, you might say, "To determine the best method of controlling the percentage of rat extremities, I will...."

16 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?

17 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).

18 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.

19 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.

20 Example Plankton Engineering 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

21 Example - continue Plankton Engineering is offering a new flex-time schedule to all employees. You MUST sign up for this plan by Feb. 20, 2002, in order to use it. Components of the Plan Employees must agree to: Employees must agree to: –Work 40 hours a week –Work a minimum of 4 days a week –Arrive at work no later than 9:30 a.m. –Leave work no earlier than 3:30 p.m.

22 Example - continue Scheduling Considerations Employees may schedule work time as long as it fits the above criteria. Employees who sign up for this new flex time scheduling must declare their work hours during the previous week. The supervisor will take responsibility for recording each employees work schedule. Employees who wish to try this new plan must stay on it for three months before returning to the current policy. Employees who may want to start it later, must wait until January of the next calendar year to sign up. Employees may schedule work time as long as it fits the above criteria. Employees who sign up for this new flex time scheduling must declare their work hours during the previous week. The supervisor will take responsibility for recording each employees work schedule. Employees who wish to try this new plan must stay on it for three months before returning to the current policy. Employees who may want to start it later, must wait until January of the next calendar year to sign up.

23 Example - continue Important Reminder Remember - Sign up by Feb. 20 to take advantage of the new Flex-Time schedule. Remember - Sign up by Feb. 20 to take advantage of the new Flex-Time schedule.

24 Are you ready to do your next assignment ? ☻ I hope so

25 Assignment 6 Write a memo telling your professor about the problems you encounter or faced in IUG. In which you will answer the following questions: What are the problems? Why are they problems? And what is your plans to solve it? What are the problems? Why are they problems? And what is your plans to solve it?