Memorandum and Informal reports

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 email • 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 memorandumFROM: The person writing the memorandumDATE: Usually a formal manner of writing the date, for example 19 September, 2007SUBJECT: 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 • 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