Basic Civil Engineering notes on Transportation Engineering, Modes of Transpo...
Memosslide
1. When you write memos,
letters, e-mail, proposals,
or reports, keep these
writing elements in mind:
--Organization
--Optimism
--Professionalism
--Simplicity
--Conciseness
--Honesty/Ethics
2. Plan what you are going to say.
Polish writing, AKA revising.
Proofread everything.
3. Memo is short for Memorandum,
which in Latin means
“something to be remembered.”
Memos record information of
immediate importance and are
kept on record. They can be
sent on paper or through e-
mail, which mimics the memo
structure.
4. Memos, like all written communication, should be
professional, tactful, and diplomatic.
To a co-worker you know well, you can adopt an
casual tone.
To a manger/surpervisor, the tone should be more
formal and official.
Always adopt a “you” attitude among co-workers
as you do with customers.
5. One type of memo is called a “non-sensitive
memo.” These memos take a “direct
approach.” What are some type of non-
sensitive memos?
7. Like e-mail the memo includes these
components:
TO:
FROM:
DATE:
SUBJECT: (or RE: )
8. INTRODUCTION:
Specifically and clearly tell readers about the issue or
policy.
Briefly explain important background information.
Specifically discuss what you want to accomplish
through the memo. It if fine to state directly in the
first sentence, especially if you are writing a non-
sensitive memo.
9. DISCUSSION (aka BODY):
* State why a problem, procedure, or decision
is important.
* Indicate why and what changes are
necessary.
* Give precise dates, times, locations, and
costs.
CONCLUSION (can do one of the following):
* Ask readers to contact you if they have
questions.
*Request a reply.
* Provide a list of recommendations that
readers are to accept, revise, or reject.
