Writing a Letter or Memo Report Writing a

Writing a Letter or Memo Report Writing a Memo Report 1

Overview What is a Memo Report? n What is it about? n What is it like? n Contents: n Introduction, Body, Conclusion, End n Sample Introduction Writing a Memo Report 2

What is the difference? n Letter Report An informal report mailed to a colleague or client outside your office n Printed on letterhead and physically signed n n Memo Report An informal report printed, duplicated or emailed for a colleague or supervisor within your company n Often duplicated or sent electronically n Writing a Memo Report 3

What is a Memo Report about? Progress on a project, especially as regards a specific portion n Results of one portion of a project n Results that may affect the remainder of a project n Results that require a response before a project can move forward n Results of a small project n Writing a Memo Report 4

Characteristics n n n n Contains 3 -5 pages Contains 0 -3 tables or figures Contains no separate sections Does not provide a written background or theoretical basis Contains no nomenclature section Defines symbols as they are introduced Provides only the most pertinent equations Does not contain a “Literature Cited” list at the end Writing a Memo Report 5

Characteristics - II n Concise Writing! choose words carefully n avoid repetition n Writing a Memo Report 6

Contents—Address Memorandum Title n Recipients (To: CC: ) n Make sure you include everyone! Sender (From: ) n Date: n RE: Title n n CHEN 4903(1)F 07 Memo Rpt 1 Tm 1 Cc: n No Salutation (Dear: ) Writing a Memo Report n 7

Contents—Introduction Introductory paragraph/s n Contains a brief explanation of the experiment and its objective, but does not delve into details already known by the recipient (like where the lab is, who gave the assignment, etc. ) n Provides a summary of the results Writing a Memo Report 8

Contents: Body paragraph/s n Describes pertinent equipment n Narrates important points of procedure n Explains problems encountered n Provides an analysis and discussion of results Writing a Memo Report 9

Contents: Conclusion Closing paragraph/s n Makes recommendations based on the discussion n n Clear reasoning must explain why you are making the recommendations and conclusions you make Contains references as footnotes (provide publication information in footnote) Writing a Memo Report 10

Contents: End Matter After the endnotes (appendix) n Background tables or figures n Raw data n Calculations n Error analysis Writing a Memo Report 11

Sample Introduction During the period from January 6 to January 27, 1992, the members of Group F calibrated and evaluated the performance of an Omega Model HX 93 V relative-humidity and temperature transmitter (Omega Engineer, Stamford Connecticut). The transmitter was calibrated with an Omega HX 92 -CAL relative-humidity calibration kit, and its accuracy was tested with various solutions of ethylene glycol and water ranging from 10% to 100% relative humidity (RH). The transmitter was accurate to within 5% RH at higher relative humidities (>50%) but was not accurate to within 5% RH at humidities lower than 50%. The transmitter's performance in a moving airstream at temperatures greater than room temperature was also investigated. A cardboard tube and an air blower containing a heating element supplied a suitable stream of heated air. A brief summary of the calibration and the results of our performance evaluation follow. …. Writing a Memo Report 12