{"id":1098,"date":"2015-03-05T22:00:12","date_gmt":"2015-03-05T22:00:12","guid":{"rendered":"https:\/\/courses.candelalearning.com\/technicalwriting1xmaster\/?post_type=chapter&p=1098"},"modified":"2015-03-16T20:21:52","modified_gmt":"2015-03-16T20:21:52","slug":"unit-2_memos_lecture-2","status":"publish","type":"chapter","link":"https:\/\/courses.lumenlearning.com\/suny-professionalcommunication\/chapter\/unit-2_memos_lecture-2\/","title":{"raw":"Memos Overview","rendered":"Memos Overview"},"content":{"raw":"In this unit we will discuss types of\u00a0memos and memo format.\r\n\r\nMemos are\u00a0a major accepted method of\u00a0communication within a specific business, company, or institution.\u00a0The successful operation of a company depends on memos for\u00a0communication between the employees\u00a0of the company. Types of memos include: inquires, recommendations, problem-solution, etc.\r\n\r\nA\u00a0memo's\u00a0format provides\u00a0employees with clear and easy access to information. The message is direct. Unless directly related\u00a0to the message, references to company structure and operation\u00a0are eliminated in a memo.\u00a0However, a memo follows a specific format for easy access to information.\u00a0A memo\u00a0includes a heading block that identifies the\u00a0recipient, the\u00a0sender, the date, and the subject of the message.\u00a0The order of the parts of the memo heading block and location\u00a0of specific part of the block varies, according to different companies' expectations.\r\n\r\nHowever, the message has three parts, each of which is identified by a specific heading.\u00a0The three\u00a0parts\u00a0are the introduction<\/strong>,\u00a0the body<\/strong>, and the conclusion<\/strong>. The\u00a0introduction\u00a0references\u00a0background information \"Memo<\/a>and informs the purpose of the message. The body is the message. The body can be one simple paragraph or multiple paragraphs. The\u00a0conclusion\u00a0expresses\u00a0what you expect the\u00a0recipient to do. The conclusion could be one\u00a0paragraph or several\u00a0paragraphs,\u00a0or the conclusion could be a simple sentence that asks for the recipient to contact the sender if there are questions.\r\n\r\nConsider the following scenario:\u00a0You are a consultant for a\u00a0construction company. The project manager of the company\u00a0has charged you with following the progress of a\u00a0job that the company has contracted.\u00a0To keep the project manager informed of the progress of the job, you may send him\/her one of 3 types of memos:\u00a0A Projection Analysis Timeline Memo<\/strong>, which is sent before the job begins and details the\u00a0expected beginning and ending\u00a0 dates of the job;\u00a0a Progress Memo<\/strong>, which is sent during the progression of the job and details the\u00a0progress of the job, and a Period Report Memo<\/strong>, which is sent after\u00a0the completion of the job and\u00a0details the completion dates of\u00a0all phases\u00a0of the job.\r\n\r\n \r\n\r\nExamples of all 3 types of memos can be viewed in the following attachments.\r\n\r\nProjected Analysis Timeline Memo: \u00a0https:\/\/s3-us-west-2.amazonaws.com\/oerfiles\/technical+writing\/Example+Memo+Projection+Analysis+Timeline+with+Gantt+Chart.doc<\/a>\r\n\r\nProgress Memo:\u00a0https:\/\/s3-us-west-2.amazonaws.com\/oerfiles\/technical+writing\/Example+Memo+Progress.docx<\/a>\r\n\r\nPeriodic Memo:\u00a0https:\/\/s3-us-west-2.amazonaws.com\/oerfiles\/technical+writing\/Example+Memo+Periodic.doc<\/a>\r\n\r\n \r\n\r\n","rendered":"

In this unit we will discuss types of\u00a0memos and memo format.<\/p>\n

Memos are\u00a0a major accepted method of\u00a0communication within a specific business, company, or institution.\u00a0The successful operation of a company depends on memos for\u00a0communication between the employees\u00a0of the company. Types of memos include: inquires, recommendations, problem-solution, etc.<\/p>\n

A\u00a0memo’s\u00a0format provides\u00a0employees with clear and easy access to information. The message is direct. Unless directly related\u00a0to the message, references to company structure and operation\u00a0are eliminated in a memo.\u00a0However, a memo follows a specific format for easy access to information.\u00a0A memo\u00a0includes a heading block that identifies the\u00a0recipient, the\u00a0sender, the date, and the subject of the message.\u00a0The order of the parts of the memo heading block and location\u00a0of specific part of the block varies, according to different companies’ expectations.<\/p>\n

However, the message has three parts, each of which is identified by a specific heading.\u00a0The three\u00a0parts\u00a0are the introduction<\/strong>,\u00a0the body<\/strong>, and the conclusion<\/strong>. The\u00a0introduction\u00a0references\u00a0background information \"Memo<\/a>and informs the purpose of the message. The body is the message. The body can be one simple paragraph or multiple paragraphs. The\u00a0conclusion\u00a0expresses\u00a0what you expect the\u00a0recipient to do. The conclusion could be one\u00a0paragraph or several\u00a0paragraphs,\u00a0or the conclusion could be a simple sentence that asks for the recipient to contact the sender if there are questions.<\/p>\n

Consider the following scenario:\u00a0You are a consultant for a\u00a0construction company. The project manager of the company\u00a0has charged you with following the progress of a\u00a0job that the company has contracted.\u00a0To keep the project manager informed of the progress of the job, you may send him\/her one of 3 types of memos:\u00a0A Projection Analysis Timeline Memo<\/strong>, which is sent before the job begins and details the\u00a0expected beginning and ending\u00a0 dates of the job;\u00a0a Progress Memo<\/strong>, which is sent during the progression of the job and details the\u00a0progress of the job, and a Period Report Memo<\/strong>, which is sent after\u00a0the completion of the job and\u00a0details the completion dates of\u00a0all phases\u00a0of the job.<\/p>\n

 <\/p>\n

Examples of all 3 types of memos can be viewed in the following attachments.<\/p>\n

Projected Analysis Timeline Memo: \u00a0https:\/\/s3-us-west-2.amazonaws.com\/oerfiles\/technical+writing\/Example+Memo+Projection+Analysis+Timeline+with+Gantt+Chart.doc<\/a><\/p>\n

Progress Memo:\u00a0https:\/\/s3-us-west-2.amazonaws.com\/oerfiles\/technical+writing\/Example+Memo+Progress.docx<\/a><\/p>\n

Periodic Memo:\u00a0https:\/\/s3-us-west-2.amazonaws.com\/oerfiles\/technical+writing\/Example+Memo+Periodic.doc<\/a><\/p>\n

 <\/p>\n

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