The Memo Markel Ch 14 Students will be

The Memo Markel Ch 14

Students will be able to… • Identify, define, and discuss various parts of a memo with the intentions of creating their own memo for their first major assignment. • Create and edit memos

A memo is… • Brief document used for routine communication within organizations. Used to convey decisions, meeting agendas, policies, internal reports, and short proposals. • https: //owl. purdue. edu/owl/subject_specific_ writing/professional_technical_writing/memo s/index. html

Purpose and Audience • Purpose- bring attention to problems » Solve problems » Accomplish goals • Informing reader about pertinent information • Persuade the reader to take action • Send email, attend meeting, phone call… • Audience**- Consider it carefully… Only the people needing to know the content of the memo should be reading/receiving the memo.

Parts of the memo • Heading and Body • Heading To: Reader’s Name and Job Title (can be multiple) From: Your name and Job Title Date: Complete and Current Date Subject: What the Memo is About

Body • Opening Segment – Purpose – Context and Problem – Specific Assignment and Task

Body • Context- Circumstances, event, or background of the problem you wish to solve. Include only necessary information, make sure it is clear!

Body • Task Segment – Describe what you are doing to solve the problem – Thorough but brief – Persuasive*** (your issue is serious and needs addressing!!)

Body • Summary segment (needed for memos longer than one page) – Includes brief statement of key recommendations

Body • Discussion segment (longest part) – Details that support your ideas • Start with the most important/strongest elements first! – Supporting ideas, facts, research – Be Persuasive!

Body • Closing Segment- Courteous ending that states what action you want the reader to take

Body • Necessary Attachments- document findings or provide detailed information (if necessary) – Attach lists, graphs, tables, etc at the end – Must add a notation • Attached: Focus Group Results, January-June 2009

Format and Guidelines • • 1 -2 pages, single spaced left margins skip lines between paragraphs • Sections – Header- 1/8 – Opening, context, task- ¼ – Summary, discussion- ½ – Closing, necessary attachments- 1/8