Transcript Slide 1

Other Forms of
Technical Writing
MEMOS
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DEFINITION
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I. DEFINITION
MEMORANDA (memorandums):
• internal
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written to someone within your organization
• 1 main point
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no more than a few points
• 1 page
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GENERAL GUIDELINES
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II. GENERAL GUIDELINES
1) PURPOSE:
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You should show a clear sense of purpose
Why are you writing?
 Purpose Statements
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Purpose Statements
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Implied vs. Overt (announce)
Memo “This memorandum will….”
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II. GENERAL GUIDELINES
2) READER ANALYSIS:
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Know your readers’ needs
Know their technical levels
 Planning Form
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II. GENERAL GUIDELINES
2) READER ANALYSIS:
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Whom you are trying to inform or influence
influences your –
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vocabulary
argument
tone
Multiple Readers/Complex Audience:
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= varied audience (regarding technical skill level)
(1) reduce the level of technicality or
(2) write different parts for different readers
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II. GENERAL GUIDELINES
3) FORMAT:
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Pay attention to correct formats
 Guidelines
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Follow company guidelines
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for uniformity
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II. GENERAL GUIDELINES
3) FORMAT: MEMOS
• Formats:
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date + to + from + subject
From Line = initialed
Subject Line = attention-grabber, meaning
• Faxes:
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before the date
FAX TRANSMISSION or FACSIMILE
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II. GENERAL GUIDELINES
3) FORMAT: MEMOS
• References:
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below the last paragraph
initials of typist (rs) or initials of writer &
typist (SAH/rs)
• Enclosures/Attachments:
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1-2 below Reference Initials
Enclosure or Attachment
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II. GENERAL GUIDELINES
3) FORMAT: MEMOS
• Copy:
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1-2 below Enclosure
Abbreviation + Name of person/s receiving the
copies
C = copy
CC = carbon copy
PC = photocopy
BC = blind copy
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(no “copy” on the original)
* NO caps for each abbreviation
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II. GENERAL GUIDELINES
3) FORMAT: MEMOS
• Postscripts:
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last item (rarely used—avoid)
PS or P.S.
• Multiple-Page Headings:
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recipient (person or company) + date + page #
often abbreviated
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Jones to Bridges, 2
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II. GENERAL GUIDELINES
4) ABC Format:
• ABSTRACT
• BODY
• CONCLUSION
(see the “Specific Guidelines” below)
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II. GENERAL GUIDELINES
5) 3 C’s STRATEGY of PERSUASION:
• CAPTURE
• CONVINCE
• CONTROL
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II. GENERAL GUIDELINES
5) 3 C’s STRATEGY of PERSUASION:
• CAPTURE
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Capture interest with a good opener
Tell readers what the letter/memo can do for
them
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II. GENERAL GUIDELINES
5) 3 C’s STRATEGY of PERSUASION:
• CONVINCE
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Convince the reader with supporting points
Evidence supports opening claim:
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this document will make their lives easier
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II. GENERAL GUIDELINES
5) 3 C’s STRATEGY of PERSUASION:
• CONTROL
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Control the closing
Use a statement that
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puts you in the position of following up on the
letter/memo
and solidifies your relationship with the reader
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II. GENERAL GUIDELINES
6) “YOU”:
• Focus on the reader
• Anticipate & answer questions the reader
may raise
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“How will this affect the cost? By
allowing….”
• Replace “I” & “me” with “you” & “your”
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II. GENERAL GUIDELINES
7) ATTACHMENTS:
• Letter/Memo = brief
Detail = in the attachment
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keeps the focus on the main point/message
doesn’t distract, avoids clutter
details = for future reference
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II. GENERAL GUIDELINES
8) DIPLOMACY:
• Be tactful
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persuade & entice, don’t command
be mindful of your TONE & DICTION
don’t be pushy, 1-sided, condescending
• Positive (good news) letters =
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in the active voice
• Negative (bad news) letters =
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in the passive voice
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II. GENERAL GUIDELINES
9) EDIT-PROOFREAD:
• Errors = obvious in short pieces
• Grammar –
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missing or improper punctuation
faulty subject-verb agreement
faulty pronoun-reference agreement
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“sexist” language
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II. GENERAL GUIDELINES
9) EDIT-PROOFREAD:
• Mechanics –
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spelling errors
old or wrong address
wrong title, job title
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II. GENERAL GUIDELINES
9) EDIT-PROOFREAD:
• Style –
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negative tone
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clichés & pat expressions
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no negatives: don’t, won’t, cannot
“per your request”
long, windy sentences
presumptive phrases
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“thank you in advance”
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II. GENERAL GUIDELINES
10) QUICK RESPONSE:
• Written & sent within 48 hours
• Give plenty of time for an appropriate
response from readers
• Examples –
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follow-up letter to meeting
customer request on a product
service or shipping delay
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SPECIFIC GUIDELINES
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III. SPECIFIC GUIDELINES
5) MEMORANDA:
• Memo =
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most common type of writing
to peers, subordinates, superiors within your
company
throughout the entirety of your career
Be clear, brief, tactful
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III. SPECIFIC GUIDELINES
5) MEMORANDA:
• Examples –
 (positive)
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(negative)
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reporting loss of profit or revenue
requesting closer attention to time sheets
(neutral)
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announcing bonuses
commending employee performance
announcing or summarizing a meeting
explaining a procedure
(sales)
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requesting funding
recommending staff
suggesting changes
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III. SPECIFIC GUIDELINES
5) MEMORANDA :
• ABC
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Abstract –
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clear statement of purpose
 “introduce” your purpose for writing
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 Purpose Statement
outline of the main parts of the memo
 summarize main points
 1-2 small paragraphs
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III. SPECIFIC GUIDELINES
5) MEMORANDA :
• ABC
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Body –
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supporting data for the main point
 best = first or last
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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
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III. SPECIFIC GUIDELINES
5) MEMORANDA :
• ABC
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Body –
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Lists to break-up the text
Headings to break-up the text, divide info
Personal Names
 names of readers
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Paragraphs = Deduction
 General  Specific
 main point = 1st
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III. SPECIFIC GUIDELINES
5) MEMORANDA :
• ABC
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Conclusion –
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summary of the Main Idea
clear statement of what will happen next
 Reader Analysis and Firsts & Lasts
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another effort to retain the goodwill &
cooperation of the reader
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SUMMARY
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IV. SUMMARY
• Make wise use of ATTACHMENTS
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place details in attachments
keep particulars, specifics out of these
brief communiqués
• Complete READER ANALYSIS
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address their needs
write to their technical skill levels
follow the Rule of “Firsts & Lasts”
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IV. SUMMARY
• Follow the ABC Format
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Abstract
Body
Conclusion
• Plus the 3 C’s Strategy of Persuasion
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Capture
Convince
Control
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IV. SUMMARY
• Have a clear PURPOSE & ORGANIZATION
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Purpose Statements
ABC & #3 C’s
Planning Forms
• Astutely employ PAGE DESIGN elements
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Headings
Lists