Memo Writing Seminar CE 321 Lab Fall 2012

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

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

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

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

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

Parts of a Memo (3) • 2 nd 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

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

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

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

Advice (1) Wallace, 2004

Advice (2) Wallace, 2004

Advice (3) Wallace, 2004

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 27 th (Tuesday) Room 1318 • Memo Due: November 28 th in the CEE box by 2 pm • Section 2 • Lab: November 29 th (Thursday) Room 1318 • Memo Due: November 30 th in the CEE box by 2 pm

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.

Questions?