1. Memorandum and Informal reports
Source : Technical report writing today by Riordan (Ch: 12)

2. Memorandum
(also more commonly memo) is a brief written record or communication, commonly used in business, government, and educational organizations.

3. Memorandum
The 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.

4. Why learn about writing memos?
important form of corporate communication
clear and concise communication of complex subjects
writing style and approach applicable to other communications, such as
set yourself apart from people who cannot write

5. Purpose of a memo “solve problems” by:
informing
persuading
refuting
arguing
analyzing …
Recipients: one person, several persons, one or more groups, a whole community

6. Format
A 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:

7. General rules keep your audience in mind
follow a structure (see below)
follow an outline
get to the point early
revising is easier than writing perfectly the first time
follow style guides and writing manuals
budget between 20 min – 1 hr for most memos

8. } Memo plan } Header Subject line Opening paragraph
Supporting details/explanation
Closing

9. Opening paragraph complete summary of your memo provide:
context
task/action/request
summary of the rest of the memo
Best: put your intent into the first sentence

10. 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, 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.

11. Header To: 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 recipients
include titles when appropriate, for all recipients when possible

12. Subject line probably the most important part of your memo
summarize the intent of your memo, e.g.:
“Request for assistance with grant project”
“Consequences of recent material thefts”
specific, concise and to the point

13. Supporting details/explanation
maintain a global structure, such as findings  implications  action items
arrange facts in a logical order
don’t provide more detail than necessary
use bullet points where appropriate
use correct structure bullet points (e.g. no standalone bullets)

14. Closing If necessary, summarize what you want recipient(s) to do.
Provide clear instructions, including deadlines where applicable.
Provide further references/contact information when appropriate.

15. 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

16. Example
Our 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. 

17. Clarity: Actions Use subjects to name your central characters.
Express their most important actions as verbs.

18. Verb  Noun = Nominalization
Examples: discover  discovery resist  resistance different  difference proficient  proficiency Nominalization makes for a noun-heavy writing style that is complex and hard to understand.

19. Please fix:
The agency conducted an investigation into the matter. The agency investigated the matter. 
There was first a review of the evolution of the dorsal fin. 
First, she reviewed how the dorsal fin evolved.

20. 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.

21. Example 
Those who are found guilty can be fined. Once the design was publicized, it was widely adopted. 

22. Cohesion Move 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.

23. Example
To 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. 

24. Tips
The 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

25. Informal Report Writing
Introduction
Summary
Background
Conclusion
Discussion

26. Introduction State the objective State the context
Alert the reader to problem
Use a preprinted form if availabale

27. Summary Background Abstract Executive summary
One to one miniaturization with disscussion section
Background

28. Conclusion
May include recommendations
May replace summary

29. Discussion
Pagination
Heads

30. Types of Informal Reports
Brief Analytical report
Trip reports
Laboratory reports
Progress reports
Outline reports