Technical Memo WritingTechnical Memo Writing

MemosMemos

Objectives Objectives Differences Among Memos, Differences Among Memos, Letters, and E-mail Letters, and E-mail Criteria for Writing Successful Criteria for Writing Successful Memos Memos Process Process Criteria for Effective Technical Criteria for Effective Technical WritingWriting

Memos vs. Letters and E-mailMemos vs. Letters and E-mail

Criteria for Successful MemosCriteria for Successful Memos

Subject LineSubject Line

The beginning of the memo The beginning of the memo Typed in all CAPS Typed in all CAPS Gives the topic (the Gives the topic (the whatwhat)) plus a plus a focus (the focus (the whatwhat about the about the whatwhat) ) More than one wordMore than one word

Criteria for Successful MemosCriteria for Successful Memos

Although the topic stays the same, the focus changes and clarifies the actual subject matter of the memo.

Criteria for Successful MemosCriteria for Successful Memos IntroductionIntroduction

One or two clear introductory sentences One or two clear introductory sentences which tell your readers which tell your readers what you wantwhat you want and and why you’re writing why you’re writing In the third of our series of quality In the third of our series of quality control meetings this quarter, I’d like to control meetings this quarter, I’d like to get together again to determine if get together again to determine if improvements have been made.improvements have been made.

Criteria for Successful MemosCriteria for Successful Memos Discussion Discussion Respond to the reporter’s questions (who, Respond to the reporter’s questions (who,

what, when , why, where, how) what, when , why, where, how) Apply highlighting techniques Apply highlighting techniques Itemization Itemization White space White space Boldface type Boldface type Headings Headings Columns Columns GraphicsGraphics

o Example 1- Unfriendly TextExample 1- Unfriendly Text This year began with an increase, as we sold 4.5 million units in This year began with an increase, as we sold 4.5 million units in

January compared to 3.7 for January 2009. In February we January compared to 3.7 for January 2009. In February we continued to improve with 4.6, compared with 3.6 for same time continued to improve with 4.6, compared with 3.6 for same time in 2009. March as not quite so good, as we sold 4.3 against the in 2009. March as not quite so good, as we sold 4.3 against the March 2009 firgue of 3.9. April was about the same with 4.2, March 2009 firgue of 3.9. April was about the same with 4.2, compared to 3.8 for April 2009.compared to 3.8 for April 2009.

o Example 2 – Friendly TextExample 2 – Friendly Text

COMPARATIVE QUARTERLY SALES (IN MILLIONS)COMPARATIVE QUARTERLY SALES (IN MILLIONS) 20092009 20102010

INCREASE/DECREASEINCREASE/DECREASEJan.Jan. 3.73.7 4.54.5 0.8+0.8+Feb.Feb. 3.63.6 4.64.6 1.0+1.0+Mar.Mar. 3.93.9 4.34.3 0.4+0.4+Apr.Apr. 3.83.8 4.24.2 0.4+0.4+

Criteria for Successful MemosCriteria for Successful Memos Conclusion Conclusion

Complimentary close Complimentary close Motivates readers and leaves them happy Motivates readers and leaves them happy If our quarterly sales continue to improve at If our quarterly sales continue to improve at

this rate, we will double our sales expectations this rate, we will double our sales expectations by 2000. Congratulations! by 2000. Congratulations!

Directive closeDirective close Tells your readers exactly what you want them to Tells your readers exactly what you want them to

do next or what your plans are (dated action)do next or what your plans are (dated action) Next Wednesday (12/22/00), Mr. Jones will Next Wednesday (12/22/00), Mr. Jones will

provide each of you a timetable of events and a provide each of you a timetable of events and a summary of accomplishments.summary of accomplishments.

Criteria for Successful MemosCriteria for Successful Memos Audience Audience

Memos average six readers. Memos average six readers. May use more acronyms and internal May use more acronyms and internal abbreviations. abbreviations. Provide parenthetical definitions if Provide parenthetical definitions if your usage differs from what most your usage differs from what most people will assume.people will assume.

Criteria for Successful MemosCriteria for Successful Memos StyleStyle Use simple words, readable sentences, Use simple words, readable sentences,

specific detail, and highlighting specific detail, and highlighting techniques. techniques.

Strive for an informal, friendly tone. Strive for an informal, friendly tone. Reflects your interpersonal Reflects your interpersonal

communication skills. communication skills. Tone is achieved through audience Tone is achieved through audience

involvement (involvement (youyou usage), contractions, usage), contractions, and positive words. and positive words.

o Example-1:Example-1:We will have a meeting next Tuesday, Jan. 11, We will have a meeting next Tuesday, Jan. 11, 2011. Exert every effort to attend this meeting. Plan 2011. Exert every effort to attend this meeting. Plan to make intelligent comments regarding the new to make intelligent comments regarding the new quarter projections.quarter projections.

o Example-2:Example-2:Let’s meet next Tuesday (Jan. 11, 2011). Even if Let’s meet next Tuesday (Jan. 11, 2011). Even if you’re late, I’d appreciate your attending. By doing you’re late, I’d appreciate your attending. By doing so you can have an opportunity to make an impact so you can have an opportunity to make an impact on the new quarter projections. I’m looking forward on the new quarter projections. I’m looking forward to hearing your comments.to hearing your comments.

Writing the MemoWriting the Memo

Prewrite and review your prewriting. Prewrite and review your prewriting. Determine your focus. Determine your focus. Clarify your audience. Clarify your audience. Review memo criteria. Review memo criteria. Organize your ideas. Organize your ideas. Write the draft.Write the draft.

Writing the MemoWriting the Memo RewritingRewriting

Add new detail for clarity Add new detail for clarity Delete dead words and phrases for Delete dead words and phrases for conciseness conciseness Simplify words and phrases Simplify words and phrases Move information from top to bottom or Move information from top to bottom or bottom to top for emphasis bottom to top for emphasis Reformat using highlighting techniques Reformat using highlighting techniques Enhance the tone and style of the memo Enhance the tone and style of the memo Correct for accuracy Correct for accuracy Avoid sexist languageAvoid sexist language

Effective Memo ChecklistEffective Memo Checklist

Have you used the correct memo Have you used the correct memo format? format? Is your subject line correct? Is your subject line correct? Does your introduction tell why you are Does your introduction tell why you are writing and what you are writing about? writing and what you are writing about? Does the body explain exactly what you Does the body explain exactly what you want to say? want to say? Does the conclusion tell what’s next and Does the conclusion tell what’s next and provide a close?provide a close?

Effective Memo ChecklistEffective Memo Checklist Is your page layout reader friendly? Is your page layout reader friendly? Is your writing style concise? Is your writing style concise? Is your writing clear? Is your writing clear? Do you answer reporter’s questions? Do you answer reporter’s questions? Do you avoid vague words such as Do you avoid vague words such as some, several, many, fewsome, several, many, few? ? Have you written appropriately to Have you written appropriately to your audience? your audience? Are errors eliminated?Are errors eliminated?

Criteria for Effective Technical Criteria for Effective Technical WritingWriting

Clarity Clarity Conciseness Conciseness Accessibility Accessibility Audience Recognition Audience Recognition Audience Involvement Audience Involvement AccuracyAccuracy