Other Forms of Technical Writing

1. 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