Advanced Technical Writing

Presented by
Prof. Algene Malte De Guzman, cPhD
 Memorandums
(memo)
Interoffice way of communication.

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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:

1) It is written in a specific format, which will be

described later.
2) 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.  

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 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. 

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 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.

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

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

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

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 Memo Format

I. Heading
II. Opening
III.Discussion
IV. Closing
V. Summary
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 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)

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 From Line
It is a good idea to initial your
name in handwriting.

CC: (others who are involved)

BCC: ( not directly involved)

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

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

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 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.

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 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...."

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 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?

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 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).

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 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.

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 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.

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 Example

Plankton Engineering
To: Employees In Research and
Development Team
From: Mary Silvers, Project Manager
Date: January 15, 2002
Subject : New Flex-Time Policy
Beginning March 1, 2002

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 Example - continue
Plankton Engineering is offering a new flex-time
schedule to all employees. You MUST sign up
for this plan by Feb. 20, 2002, 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.

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 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.

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

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Are you ready to do your next
assignment ?

☻
I hope so

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 Assignment
Write a memo telling your professor
about the problems you encounter
during your online classes.
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 meeting at
class time
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