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Memorandum: Technical Report Writing - CV - (A)

This document provides information on writing technical memos, including what a memo is, the typical parts and structure of a memo, and different types of memos. It defines a memo as a more informal business communication typically used to provide or request information within an organization. The key parts of a memo are identified as the heading (with to, from, date, subject) and the body (following an ABC structure with an abstract, body, and conclusion). Four common types of memos - information, problem-solving, persuasion, and internal proposal - are also outlined. Examples of memos are provided to illustrate the format and structure.

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Sharjeel Gill
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139 views

Memorandum: Technical Report Writing - CV - (A)

This document provides information on writing technical memos, including what a memo is, the typical parts and structure of a memo, and different types of memos. It defines a memo as a more informal business communication typically used to provide or request information within an organization. The key parts of a memo are identified as the heading (with to, from, date, subject) and the body (following an ABC structure with an abstract, body, and conclusion). Four common types of memos - information, problem-solving, persuasion, and internal proposal - are also outlined. Examples of memos are provided to illustrate the format and structure.

Uploaded by

Sharjeel Gill
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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MEMORANDUM

TECHNICAL REPORT WRITING | CV – (A)


Group Members:
• Daanial Mahmood (19L0710)

• Adil Saeed (19L0715)

• Malik Junaid (19L0718)

• Ramla Masood (19L0734)

• Muaz Ahmed (19L0788)


What is a Memo?
• “Memo (short for memorandum) is a business-oriented style of communication that is best suited for
inter-office or inter-colleague correspondence (within an organization)”

• Memo is more informal in tone & organization than a letter.

• They are generally used to provide or ask for information. Announce a new policy or system, update a
personnel or any internal matter.

• They generally follow ABC format & use headings, tables, graphs etc. to make information more
readable.
Elements of an Effective Memo
An effective memo:

• Grabs the readers attention

• Provides information, makes a recommendation, or asks for action

• Supports your position and benefits the reader

• Mentions next steps and deadlines


Importance of Memo
Memos serve two purposes:
• they alert you to problems and they resolve them.
• They accomplish their goals by notifying the reader of new information, such as policy changes, price
increases, or by having the reader take an action, such as attending a meeting or changing a current
production process.

Organizational people should cooperate each other in performing their activities. For obtaining such
cooperation and help, they can write memo to each other. Also, Since memo is a written document, it can
be preserved and used as reference in internal parties.
Parts of a Memo
All memos consist of two sections: The heading & the body.

The Heading:
The heading indicates who is writing whom, when and why. The heading should include the following parts:
1. To
• Lists the names of everyone who will receive the memo
• Includes the first and last name and titles or departments of the recipients for formal memos, memos to
superiors, or if everyone on the list does not know each other
• If all recipients know each other's names and positions, use just the first initial and last name of each recipient
• Can be listed alphabetically or by rank
Parts of a Memo
2. From
• Lists the name of the writer(s) in the same way as the name(s) of the recipient(s)
• There is no special order of writing the names of writer(s)

3. Date
• Lists the month, date, and year the memo was written
• Do not use abbreviations
• Avoid using numbers for months
Parts of a Memo
4. Re: or Subject
• Indicates the main subject of the memo
• Should be as specific and concise as possible

5. Cc or c
• Lists those readers who should have a copy of the memo for their information or reference but are not
expected to carry out the same action as the recipients listed in the To: line
• "cc" can also be placed at the end of the memo below the distribution list (if used)
The Heading
section of the
Memo.

The Company name will be


listed on the top of the letter
head with address and
necessary information.

The heading section will have


To, From, CC, Date & Re (or
Subject) in the respective order
as shown in the picture.
Parts of a Memo
The Body:
The second part of the memo is the body of the memo. It generally follows ABC format that is abstract,
body & conclusion.
1. Abstract
The abstract contains the main idea in an introductory statement
The purpose is usually found in the abstract and it includes : the purpose of the memo, the context and
problem, and the specific assignment or task. Before indulging the reader with details and the context, give
the reader a brief overview of what the memo will be about.
The introduction should be brief: approximately the length of a short paragraph.
Parts of a Memo
2. Body:
The body of the memo contains the context such as the problem, task, information or any update being
conveyed in the memo along with supporting details. It can be conveyed using sentence like
"Through market research and analysis..."
You also have to explain how you’re going to tackle that issue or new policy in terms of your ‘action’. If
the action was requested, you can open the sentence like,
"You asked that I look at...."
If you want to explain your intentions, you might say,
"To determine the best method of promoting the new policy, I will...."
Parts of a Memo
3. Conclusion:
After the reader has absorbed all of your information, you want to 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. For example, you might say,
"I will be glad to discuss this recommendation with you during our Tuesday trip to the warehouse and
follow through on any decisions you make."
Make sure you document your findings or provide detailed information whenever necessary. You can do
this by attaching lists, graphs, tables, etc. at the end of your memo. Be sure to refer to your attachments in
your memo and add a notation about what is attached below your closing.
The Body
section of the
Memo.

An example of a memorandum
following ABC format
Types of Memo
There are four types of memos you might have to write, each with its own organizational format:
information, problem-solving, persuasion, and internal memo proposal.

1. Information Memo
• Used to deliver or request information or assistance
• First paragraph provides main idea
• Second paragraph expands on the details
• Third paragraph outlines the action required
Types of Memo
2. Problem-solving Memo
• Suggests a specific action to improve a situation
• First paragraph states the problem
• Second paragraph analyzes the problem
• Third paragraph makes a recommendation
• When making a recommendation, include not only the positive details but also the drawbacks and diffuse them yourself

3. Persuasion Memo
• Used to encourage the reader to undertake an action he or she doesn't have to take
• First paragraph begins with an agreeable point
• Second paragraph introduces the idea
• Third paragraph states benefits to the reader
Types of Memo
4. Internal Memo Proposal
• Used to convey suggestions to senior management
• First paragraph states reason for writing
• Second paragraph outlines present situation and states writer's proposal
• Third paragraph describes advantage(s)
• Fourth paragraph mentions and diffuses disadvantage(s)
• Fifth paragraph ends with a call to action
Samples

1.
Sample of memo discussing the
delay of a product launch.
It is written by the Director of the
Product Development Team and
the dedicated audience of the
memo is the entire organization.
Samples

2.
This sample discusses the
memorandum sent by a senior
official of the company to the
sales staff praising them on
their presentation and
announcing bonus checks for
them.
Samples

3.
This memo is written by the
VP Marketing Department
informing all staff about the
ongoing remodeling of the
Kitchen area
Samples

A full size sample of a


memorandum of an insurance
organization discussing a new
act.

The format shows company


name and information on the
top of the letter head, the
Heading & the Body of the
memo.
Thank you!

Any Questions?

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