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Memo Writing Seminar

Learn the purpose, structure, and key components of a memo. Get advice on writing an impactful memo and earn extra credit. Use this online survey to assess your understanding.

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Memo Writing Seminar

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  1. Memo Writing Seminar CE 321 Lab Fall 2012 Lab Instructor: Aaron Wendzel

  2. Online Survey • 1 point extra credit on Final Memo • Please do this now • Website should have been e-mail to you

  3. When Are Memos Used? • Memos have a twofold purpose: • Bring attention to problems • Solve problems. • Examples of Topics • Report Results • Instruct Employees • Announce Policies • Delegate Responsibilities

  4. Parts of a Memo (1) • Heading • To: Name and Job Title • Be formal even if you are informal other places • From: Name and Job Title • Date: When it is submitted • Subject: What the memo is about • Be specific, but straight to the point • Length • Approximately 1/8 of memo

  5. Parts of a Memo (2) • 1st Paragraph • Opening • Purpose • Context • Background • Task • What was to be accomplished • Length • Approximately 1/4 of memo

  6. Parts of a Memo (3) • 2nd Paragraph • Discussion Segment • Details that support conclusions • Recommendations • Important methods and resources used • Persuade reader to follow recommended action • Length • Approximately 1/2 of memo

  7. Parts of a Memo (4) • 3rd Paragraph • Closing segment • What action you want the reader to take • Consider how the reader benefits • Be Courteous • Length • Approximately 1/8 of memo

  8. Parts of a Memo (5) • Ending Information • Indicate what is enclosed • Indicate who else got the memo • DO NOT SIGN

  9. Parts of a Memo (6) • Enclosure • Detailed explanation of how you solved the problem • Indicate the steps taken to solve the problem • Show math calculations • Excel Table • Show example calculations • Matlab • Include script/function file • Everything Must be Typed

  10. Advice (1) Wallace, 2004

  11. Advice (2) Wallace, 2004

  12. Advice (3) Wallace, 2004

  13. Schedule • No lab hours next week, but office hours will be held • Tuesday 11:40-12:40 PM, 1535 EB • Thursday 2:00-3:00 PM, 1535 EB • Same groups as you had for Report 2 • Must come to next lab section • Points will be deducted from your Memo grade if you don’t come • Section 1 • Lab: November 27th (Tuesday) Room 1318 • Memo Due: November 28th in the CEE box by 2pm • Section 2 • Lab: November 29th (Thursday) Room 1318 • Memo Due: November 30thin the CEE box by 2pm

  14. References • Alred, Gerald J., Charles T. Brusaw, and Walter E. Oliu. Handbook of Technical Writing. Boston: Bedford/St. Martins, 2009. Print. • "The Online Writing Lab at Purdue (OWL)." Welcome to the Purdue University Online Writing Lab (OWL). N.p., n.d. Web. 31 Oct. 2012. <http://owl.english.purdue.edu/>. • Wallace, Roger. "Advice for Technical Memos." Msu.edu. N.p., 16 Aug. 2004. Web. 31 Oct. 2012.

  15. Questions?

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