1. Advanced Technical Writing
Lecture 13
Memorandums
March 2016
Mohammed Alhanjouri

2. Memorandums (memo)
Interoffice way of communication.

3. WHAT IS A BUSINESS MEMO? 
Basically, it is an in-house business letter. Like a business letter, a business memo is a type of professional writing. However, a business memo differs from an ordinary letter in several important ways:
It is written in a specific format, which will be described later.
Unlike a letter, you do not sign your name at the bottom of your memo. Instead, you write your initials next to your name at the top of the memo.  

4. Purpose Of Memo
A business memo serves a very useful purpose. (Memos solve problems)
It helps members of a business organization communicate, without the need for time-consuming meetings.
It lets someone know something they need to know in an effective and efficient manner. 

5. Purpose- Example
Mr. Howard has asked me to arrange a working lunch for all members of the writing staff, at the main office, sometime before the end of the month. 
The purpose of this memo is to request authorization to purchase a sound card and a modem for the computer in the front office.
This memo confirms the details of your tour of the new processing plant, as we discussed over the telephone this morning.

6. Used for all kinds including
Short note
Exchange information
Request information
Instruct employees
Report results
Small reports
Internal proposals

7. Memos’ Role Play an important role in management:
Keeps employees informed
Motivates employees
Keeps their moral high

8. To achieve this goal
Memos Should Convey the message in a clear and accurate way

9. Memo Format
Heading
Opening
Discussion
Closing
Summary

10. I. Heading
TO: (readers' names and job titles) FROM: (your name and job title) DATE: (Month day, year) SUBJECT: (what the memo is about, highlighted in some way)

11. From Line It is a good idea to initial your name in handwriting.
CC: (others who are involved)
BCC: ( not directly involved)

12. Subject line
Should summarize the reason of the memo.
Should be 10 words or less.
Is NOT a sentence - it is a long title.

13. II. Opening Three parts: The context and problem
The specific assignment or task
The purpose of the memo.

14. 1. The context
Event, circumstance, or background of the problem you are solving.
You may use An opening sentence, such as, “As Jane recommended, I reviewed the office reorganization plan"
Include only what your reader needs, but be sure it is clear.

15. 2. Task Describe what you are doing to help solve the problem.
If the action was requested, your task may be indicated by a sentence opening like, "You asked that I look at...."
If you want to explain your intentions, you might say, "To determine the best method of controlling the percentage of rat extremities, I will...."

16. 3. Purpose Statement
Are you announcing a meeting, welcoming a new employee, or asking for input on adopting a new policy about lunch hour length?

17. III. Discussion
In the discussion segment, give details about the problem, Don't ramble on incessantly, but do give enough information for decision makers to resolve the problem. Describe the task or assignment with details that support your opening paragraph (problem).

18. IV. Closing
Close with a courteous ending that states what action you want your reader to take.
Make sure you consider how the reader will benefit from the desired actions and how you can make those actions easier.

19. V. Summary
If your memo is longer than a page, you may want to include a separate summary segment.
This part provides a brief statement of the recommendations you have reached. These will help your reader understand the key points of the memo immediately.

20. Example Plankton Engineering
To: Employees In Research and Development Team From: Mary Silvers, Project Manager
Date: March 15, 2016 Subject : New Flex-Time Policy Beginning April 1, 2016

21. Example - continue
Plankton Engineering is offering a new flex-time schedule to all employees. You MUST sign up for this plan by April 20, 2016, in order to use it.
Components of the Plan
Employees must agree to:
Work 40 hours a week
Work a minimum of 4 days a week
Arrive at work no later than 9:30 a.m.
Leave work no earlier than 3:30 p.m.

22. Scheduling Considerations
Example - continue
Scheduling Considerations
Employees may schedule work time as long as it fits the above criteria. Employees who sign up for this new flex time scheduling must declare their work hours during the previous week. The supervisor will take responsibility for recording each employees work schedule. Employees who wish to try this new plan must stay on it for three months before returning to the current policy. Employees who may want to start it later, must wait until January of the next calendar year to sign up.

23. Example - continue Important Reminder
Remember - Sign up by April 20 to take advantage of the new Flex-Time schedule.

24. More Examples
In your text:
Pages

25. Are you ready to do your next assignment ?☻
I hope so

26. Due date is next Saturday (April 2, 2016) at class time
Assignment 6
Write a memo telling your professor about the problems you encounter or faced in IUG.
In which you will answer the following questions:
What are the problems? Why are they problems? And what is your plans to solve it?
Due date is next Saturday (April 2, 2016) at class time

27. Quiz
Write down the parts of memo