Other Forms of Technical Writing MEMOS

2 DEFINITION

3 I. DEFINITION MEMORANDA (memorandums): internal written to someone within your organization 1 main point no more than a few points 1 page

4 GENERAL GUIDELINES

5 II. GENERAL GUIDELINES 1) PURPOSE: You should show a clear sense of purpose Why are you writing?  Purpose Statements Purpose Statements Implied vs. Overt (announce) Memo - “This memorandum will….”

6 II. GENERAL GUIDELINES 2) READER ANALYSIS: Know your readers’ needs Know their technical levels  Planning Form

7 II. GENERAL GUIDELINES 2) READER ANALYSIS: Whom you are trying to inform or influence influences your – vocabulary argument tone Multiple Readers/Complex Audience: = varied audience (regarding technical skill level) (1) reduce the level of technicality or (2) write different parts for different readers

8 II. GENERAL GUIDELINES 3) FORMAT: Pay attention to correct formats  Guidelines Follow company guidelines for uniformity

9 II. GENERAL GUIDELINES 3) FORMAT: MEMOS Formats: date + to + from + subject From Line = initialed Subject Line = attention-grabber, meaning Faxes: before the date FAX TRANSMISSION or FACSIMILE

10 II. GENERAL GUIDELINES 3) FORMAT: MEMOS References: below the last paragraph initials of typist (rs) or initials of writer & typist (SAH/rs) Enclosures/Attachments: 1-2 below Reference Initials Enclosure or Attachment

11 II. GENERAL GUIDELINES 3) FORMAT: MEMOS Copy: 1-2 below Enclosure Abbreviation + Name of person/s receiving the copies C = copy CC = carbon copy PC = photocopy BC = blind copy (no “copy” on the original) * NO caps for each abbreviation

12 II. GENERAL GUIDELINES 3) FORMAT: MEMOS Postscripts: last item (rarely used—avoid) PS or P.S. Multiple-Page Headings: recipient (person or company) + date + page # often abbreviated Jones to Bridges, 2

13 II. GENERAL GUIDELINES 4) ABC Format: ABSTRACT BODY CONCLUSION  (see the “Specific Guidelines” below)

14 II. GENERAL GUIDELINES 5) 3 C’s STRATEGY of PERSUASION: CAPTURE CONVINCE CONTROL

15 II. GENERAL GUIDELINES 5) 3 C’s STRATEGY of PERSUASION: CAPTURE Capture interest with a good opener Tell readers what the letter/memo can do for them

16 II. GENERAL GUIDELINES 5) 3 C’s STRATEGY of PERSUASION: CONVINCE Convince the reader with supporting points Evidence supports opening claim: this document will make their lives easier

17 II. GENERAL GUIDELINES 5) 3 C’s STRATEGY of PERSUASION: CONTROL Control the closing Use a statement that puts you in the position of following up on the letter/memo and solidifies your relationship with the reader

18 II. GENERAL GUIDELINES 6) “YOU”: Focus on the reader Anticipate & answer questions the reader may raise “How will this affect the cost? By allowing….” Replace “I” & “me” with “you” & “your”

19 II. GENERAL GUIDELINES 7) ATTACHMENTS: Letter/Memo = brief  Detail = in the attachment keeps the focus on the main point/message doesn’t distract, avoids clutter details = for future reference

20 II. GENERAL GUIDELINES 8) DIPLOMACY: Be tactful persuade & entice, don’t command be mindful of your TONE & DICTION don’t be pushy, 1-sided, condescending Positive (good news) letters = in the active voice Negative (bad news) letters = in the passive voice

21 II. GENERAL GUIDELINES 9) EDIT-PROOFREAD: Errors = obvious in short pieces Grammar – missing or improper punctuation faulty subject-verb agreement faulty pronoun-reference agreement “sexist” language

22 II. GENERAL GUIDELINES 9) EDIT-PROOFREAD: Mechanics – spelling errors old or wrong address wrong title, job title

23 II. GENERAL GUIDELINES 9) EDIT-PROOFREAD: Style – negative tone no negatives: don’t, won’t, cannot clichés & pat expressions “per your request” long, windy sentences presumptive phrases “thank you in advance”

24 II. GENERAL GUIDELINES 10) QUICK RESPONSE: Written & sent within 48 hours Give plenty of time for an appropriate response from readers Examples – follow-up letter to meeting customer request on a product service or shipping delay

25 SPECIFIC GUIDELINES

26 III. SPECIFIC GUIDELINES 5) MEMORANDA: Memo = most common type of writing to peers, subordinates, superiors within your company throughout the entirety of your career  Be clear, brief, tactful

27 III. SPECIFIC GUIDELINES 5) MEMORANDA: Examples – (positive) announcing bonuses commending employee performance (negative) reporting loss of profit or revenue requesting closer attention to time sheets (neutral) announcing or summarizing a meeting explaining a procedure (sales) requesting funding recommending staff suggesting changes

28 III. SPECIFIC GUIDELINES 5) MEMORANDA : ABC Abstract – clear statement of purpose  “introduce” your purpose for writing  Purpose Statement outline of the main parts of the memo  summarize main points  1-2 small paragraphs

29 III. SPECIFIC GUIDELINES 5) MEMORANDA : ABC Body – supporting data for the main point  best = first or last short paragraphs or listed items absolute clarity about what the memo has to do with the reader tactful presentation of any negative news reference to attachments, when much detail is required

30 III. SPECIFIC GUIDELINES 5) MEMORANDA : ABC Body – Lists to break-up the text Headings to break-up the text, divide info Personal Names  names of readers Paragraphs = Deduction  General  Specific  main point = 1st

31 III. SPECIFIC GUIDELINES 5) MEMORANDA : ABC Conclusion – summary of the Main Idea clear statement of what will happen next  Reader Analysis and Firsts & Lasts another effort to retain the goodwill & cooperation of the reader

32 SUMMARY

33 IV. SUMMARY Make wise use of ATTACHMENTS place details in attachments keep particulars, specifics out of these brief communiqués Complete READER ANALYSIS address their needs write to their technical skill levels follow the Rule of “Firsts & Lasts”

34 IV. SUMMARY Follow the ABC Format Abstract Body Conclusion Plus the 3 C’s Strategy of Persuasion Capture Convince Control

35 IV. SUMMARY Have a clear PURPOSE & ORGANIZATION Purpose Statements ABC & #3 C’s Planning Forms Astutely employ PAGE DESIGN elements Headings Lists