Writing memos

BIOINF 2202: Dental Informatics SeminarInstructors: Titus Schleyer, Heiko Spallek

Slides By Rana Usman SattarStudent Of BBA(Hons)PMAS Arid Agriculture University RawalpindiGmail: ranaa.usman@gmailFacebook: [email protected]

mailto:ranaa.usman@gmail

mailto:[email protected]


Why learn about writing memos?important form of corporate communicationclear and concise communication of complex

subjectswriting style and approach applicable to

other communications, such as emailset yourself apart from people who cannot

write


Purpose of a memo“solve problems” by:

informingpersuadingrefutingarguinganalyzing…

Recipients: one person, several persons, one or more groups, a whole community


General ruleskeep your audience in mindfollow a structure (see below)follow an outlineget to the point earlyrevising is easier than writing perfectly the

first timefollow style guides and writing manualsbudget between 20 min – 1 hr for most

memos


Memo plan

HeaderSubject lineOpening paragraph

Supporting details/explanation

Closing

}

}


HeaderTo: recipient (individuals and/or

groups)From: you/office (e.g. “Student

Affairs”)/group (e.g. “Social Committee”)CC: more recipient(s)Date:use correct names/designations for recipientsinclude titles when appropriate, for all

recipients when possible


Subject lineprobably the most important part of your

memosummarize the intent of your memo, e.g.:

“Request for assistance with grant project”“Consequences of recent material thefts”

specific, concise and to the point


Opening paragraphcomplete summary of your memoprovide:

contexttask/action/requestsummary of the rest of the memo

Best: put your intent into the first sentence


Supporting details/explanationmaintain a global structure, such as findings

implications action itemsarrange facts in a logical orderdon’t provide more detail than necessaryuse bullet points where appropriateuse correct structure bullet points (e.g. no

standalone bullets)


ClosingIf necessary, summarize what you want

recipient(s) to do.Provide clear instructions, including

deadlines where applicable.Provide further references/contact

information when appropriate.


More about writing style“There are times when the more the authors explain, the less we understand. Apes certainly seem capably of using language to communicate. Whether scientists are remains doubtful.”

Douglas Chadwick, NYT


Clarity: ActionsUse subjects to name your central

characters.Express their most important actions as

verbs.

Documents

Writing memos