Chapter 15

1. Chapter 15 Memos Technical Communication, 12th Edition John M. Lannon Laura Gurak

2. Purpose of a Memo • Memos are the major form of internal communication in most organizations. • Memos are often turned to PDF files and attached to emails. • Emails are considered less formal than a memo. • Serve to leave a paper trail of directives, inquiries, instructions, requests, recommendations, and daily reports for future reference.

3. Memo Parts and Format • Header • Recipient, Sender, Date, Subject • Body • Conclude with next steps

4. Elements of a Usable Memo • Easy to scan • Easy to file • Easy to retrieve • Effective headers, subject lines, and body text

5. Common Mistakes in Writing Memos • Complaining • Being to critical or judgmental • Sounding too formal or informal • Using the wrong medium • Being too bossy • Neglecting to provide a copy to all appropriate people

6. Common Memo Types • Transmittal Memo • Summary or Follow-Up Memo • Routine Miscellaneous Memo

7. Guidelines • Do not overuse or misuse memos. • Use memos for in-house purposes only. • Focus on one topic. • Be brief but sufficiently informative. • Be sure the tone of your memo is polite and respectful. • Avoid sounding too formal or too informal for the topic or audience. • Use the appropriate organizational sequence. • Follow the standard format. • Use white space, headings, bullets. • Use tables, charts, and other visuals, as needed. • Check spelling, grammar, and style. • Determine whether to use paper or email to send your memo. • Distribute to the right people.

8. Any questions? For additional help reviewing this chapter, please visit the Companion Website for your text at http://www.pearsonhighered.com/lannon.