Other Forms of Technical Writing

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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 usedavoid)
• 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 Cs STRATEGY of PERSUASION
• CAPTURE
• CONVINCE
• CONTROL

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II. GENERAL GUIDELINES

• 5) 3 Cs 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 Cs 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 Cs 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
• doesnt distract, avoids clutter
• details for future reference

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II. GENERAL GUIDELINES

• 8) DIPLOMACY
• Be tactful
• persuade entice, dont command
• be mindful of your TONE DICTION
• dont 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 dont, wont, 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 Cs Strategy of Persuasion
• Capture
• Convince
• Control

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IV. SUMMARY

• Have a clear PURPOSE ORGANIZATION
• Purpose Statements
• ABC 3 Cs
• Planning Forms
• Astutely employ PAGE DESIGN elements
• Headings
• Lists