Writing a Letter or Memo Report

Writing a Letter or Memo Report Writing a Memo Report

Overview • What is a Memo Report? • What is it about? • What is it like? • Contents: Introduction, Body, Conclusion, End • Sample Introduction Writing a Memo Report

What is the difference? • Letter Report • An informal report mailed to a colleague or client outside your office • Printed on letterhead and physically signed • Memo Report • An informal report printed, duplicated or emailed for a colleague or supervisor within your company • Often duplicated or sent electronically Writing a Memo Report

What is a Memo Report about? • Progress on a project, especially as regards a specific portion • Results of one portion of a project • Results that may affect the remainder of a project • Results that require a response before a project can move forward • Results of a small project Writing a Memo Report

Characteristics • Contains 3-5 pages • Contains 0-3 tables or figures • Contains no separate sections • Does not provide a written background or theoretical basis • Contains no nomenclature section • Defines symbols as they are introduced • Provides only the most pertinent equations • Does not contain a “Literature Cited” list at the end Writing a Memo Report

Characteristics - II • Concise Writing! • choose words carefully • avoid repetition Writing a Memo Report

Contents—Address Memorandum Title • Recipients (To: CC: ) • Make sure you include everyone! • Sender (From: ) • Date: • RE: Title • CHEN4903(1)F07 Memo Rpt 1 Tm 1 • Cc: • No Salutation (Dear: ) Writing a Memo Report

Contents—Introduction Introductory paragraph/s • Contains a brief explanation of the experiment and its objective, but does not delve into details already known by the recipient (like where the lab is, who gave the assignment, etc.) • Provides a summary of the results Writing a Memo Report

Contents: Body Body paragraph/s • Describes pertinent equipment • Narrates important points of procedure • Explains problems encountered • Provides an analysis and discussion of results Writing a Memo Report

Contents: Conclusion Closing paragraph/s • Makes recommendations based on the discussion • Clear reasoning must explain why you are making the recommendations and conclusions you make • Contains references as footnotes (provide publication information in footnote) Writing a Memo Report

Contents: End Matter After the endnotes (appendix) • Background tables or figures • Raw data • Calculations • Error analysis Writing a Memo Report

Sample Introduction During the period from January 6 to January 27, 1992, the members of Group F calibrated and evaluated the performance of an Omega Model HX93V relative-humidity and temperature transmitter (Omega Engineer, Stamford Connecticut). The transmitter was calibrated with an Omega HX92-CAL relative-humidity calibration kit, and its accuracy was tested with various solutions of ethylene glycol and water ranging from 10% to 100% relative humidity (RH). The transmitter was accurate to within 5% RH at higher relative humidities (>50%) but was not accurate to within 5% RH at humidities lower than 50%. The transmitter's performance in a moving airstream at temperatures greater than room temperature was also investigated. A cardboard tube and an air blower containing a heating element supplied a suitable stream of heated air. A brief summary of the calibration and the results of our performance evaluation follow. … . Writing a Memo Report

Writing a Letter or Memo Report