memorandum and informal reports

Source : Technical report writing today by Riordan (Ch: 12)

Memorandum(also more commonly memo) is a brief

written record or communication, commonly used in business, government, and educational organizations.

MemorandumThe 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.

Why learn about writing memos?important form of corporate communicationclear and concise communication of complex

subjectswriting style and approach applicable to

other communications, such as emailset yourself apart from people who cannot

write

Purpose of a memo“solve problems” by:

informingpersuadingrefutingarguinganalyzing…

Recipients: one person, several persons, one or more groups, a whole community

FormatA 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:

General ruleskeep your audience in mindfollow a structure (see below)follow an outlineget to the point earlyrevising is easier than writing perfectly

the first timefollow style guides and writing manualsbudget between 20 min – 1 hr for most

memos

Memo plan

HeaderSubject lineSubject line

Opening paragraphOpening paragraph

Supporting Supporting details/explanationdetails/explanation

ClosingClosing

}

}

Opening paragraphcomplete summary of your memoprovide:

contexttask/action/requestsummary of the rest of the memo

Best: put your intent into the first sentence

Format MEMORANDUM (Heading Segment)

TO: The person receiving the memorandum

FROM: The person writing the memorandum

DATE: Usually a formal manner of writing the date, for example 19 September, 2007

SUBJECT: 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.

HeaderTo: 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 recipientsinclude titles when appropriate, for all

recipients when possible

Subject lineprobably the most important part of your

memosummarize the intent of your memo, e.g.:

“Request for assistance with grant project”“Consequences of recent material thefts”

specific, concise and to the point

Supporting details/explanationmaintain a global structure, such as findings

implications action itemsarrange facts in a logical orderdon’t provide more detail than necessaryuse bullet points where appropriateuse correct structure bullet points (e.g. no

standalone bullets)

ClosingIf necessary, summarize what you want

recipient(s) to do.Provide clear instructions, including

deadlines where applicable.Provide further references/contact

information when appropriate.

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

ExampleOur 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.

Clarity: ActionsUse subjects to name your central

characters.Express their most important actions as

verbs.

Verb Noun = NominalizationExamples:discover discoveryresist resistancedifferent differenceproficient proficiency

Nominalization makes for a noun-heavy writing style that is complex and hard to understand.

Please fix:The agency conducted an investigation into the matter.The agency investigated the matter.

There was first a review of the evolution of There was first a review of the evolution of the dorsal fin.the dorsal fin.

First, she reviewed how the dorsal fin evolved.

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.

ExampleThose who are found guilty can be fined.

Once the design was publicized, it was widely adopted.

CohesionMove 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.

ExampleTo 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.

TipsThe 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

Informal Report WritingIntroductionSummaryBackgroundConclusionDiscussion

IntroductionState the objectiveState the contextAlert the reader to problemUse a preprinted form if availabale

SummaryAbstractExecutive summaryOne to one miniaturization with disscussion

section

Background

ConclusionMay include recommendationsMay replace summary

DiscussionPagination Heads

Types of Informal ReportsBrief Analytical reportTrip reportsLaboratory reportsProgress reportsOutline reports