Other Forms of Technical Writing

MEMOS

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DEFINITION

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I. DEFINITION

MEMORANDA (memorandums):• internal

written to someone within your organization

• 1 main point no more than a few points

• 1 page

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GENERAL GUIDELINES

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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….”

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II. GENERAL GUIDELINES

2) READER ANALYSIS: Know your readers’ needs Know their technical levels

Planning Form

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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

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II. GENERAL GUIDELINES

3) FORMAT: Pay attention to correct formats

Guidelines

Follow company guidelines for uniformity

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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

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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

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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

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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

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II. GENERAL GUIDELINES

4) ABC Format:

• ABSTRACT• BODY• CONCLUSION

(see the “Specific Guidelines” below)

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II. GENERAL GUIDELINES

5) 3 C’s STRATEGY of PERSUASION:

• CAPTURE• CONVINCE• CONTROL

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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

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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

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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

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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”

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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

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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

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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

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II. GENERAL GUIDELINES

9) EDIT-PROOFREAD:

• Mechanics – spelling errors old or wrong address wrong title, job title

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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”

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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

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SPECIFIC GUIDELINES

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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

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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

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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

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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

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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

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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

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SUMMARY

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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”

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IV. SUMMARY

• Follow the ABC Format Abstract Body Conclusion

• Plus the 3 C’s Strategy of Persuasion Capture Convince Control

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IV. SUMMARY

• Have a clear PURPOSE & ORGANIZATION Purpose Statements ABC & #3 C’s Planning Forms

• Astutely employ PAGE DESIGN elements Headings Lists