Writing a Letter or Memo Report

Writing a Memo Report 1

Overview
 What is a Memo Report?
 What is it about?
 What is it like?
 Contents:
Introduction, Body, Conclusion, End
 Sample Introduction

 http://www.che.utah.edu/~geoff/writing/memo_sample.pdf

Writing a Memo Report 2

What is the difference?
 Letter Report
 An informal report mailed to a colleague or
client outside your office
 Printed on letterhead and physically signed
 Memo Report
 An informal report printed, duplicated or
emailed for a colleague or supervisor within
your company
 Often duplicated or sent electronically
 Formal Report
 Archive of all the work on a multi-month
project Writing a Memo Report 3
What is a Memo Report about?
 Progress on a project, especially as
regards a specific portion
 Results of one portion of a project
 Results that may affect the remainder
of a project
 Results that require a response
before a project can move forward
 Results of a small project

Writing a Memo Report 4

Characteristics
 Contains 3-5 pages
 Contains 0-3 tables or figures
 Contains no separate sections
 Does not provide a written background or
theoretical basis
 Contains no nomenclature section
 Defines symbols as they are introduced
 Provides only the most pertinent equations
 Does not contain a “Literature Cited” list at
the end but footnotes at bottom of each
page. Writing a Memo Report 5
Characteristics - II
 Concise Writing!
 choose words carefully
 avoid repetition

Writing a Memo Report 6

Contents—Address
Memorandum Title

 Recipients (To: CC: )

 Make sure you include everyone!
 Sender (From: )
 Date:
 RE: Title
 CHEN4903(1)F07 Memo Rpt 1 Tm 1
 Cc:
 No Salutation (Dear: )
Writing a Memo Report 7
Contents—Introduction
Introductory paragraph/s
 Contains a brief explanation of the
experiment and its objective, but
does not delve into details already
known by the recipient (like where
the lab is, who gave the assignment,
etc.)
 Provides a summary of the results

Writing a Memo Report 8

Contents: Body
Body paragraph/s
 Describes pertinent equipment
 Narrates important points of
procedure
 Explains problems encountered
 Provides an analysis and
discussion of results (this is the
longest section)

Writing a Memo Report 9

Contents: Conclusion
Closing paragraph/s
 Makes recommendations based on
the discussion
 Clear reasoning must explain why you
are making the recommendations and
conclusions you make
 Contains references as footnotes
(provide publication information in
footnote)
Writing a Memo Report 10
Contents: End Matter
After the Conclusion (appendix)
 Background tables or figures
 Raw data
 Calculations
 Error analysis

Writing a Memo Report 11

Sample Introduction
During the period from January 6 to January 27, 1992, the
members of Group F calibrated and evaluated the
performance of an Omega Model HX93V relative-humidity
and temperature transmitter (Omega Engineer, Stamford
Connecticut). The transmitter was calibrated with an Omega
HX92-CAL relative-humidity calibration kit, and its accuracy
was tested with various solutions of ethylene glycol and
water ranging from 10% to 100% relative humidity (RH).

The transmitter was accurate to within 5% RH at higher

relative humidities (>50%) but was not accurate to within
5% RH at humidities lower than 50%. The transmitter's
performance in a moving airstream at temperatures greater
than room temperature was also investigated. A cardboard
tube and an air blower containing a heating element
supplied a suitable stream of heated, humid air. A brief
summary of the calibration and the results of our
performance evaluation follow.
….
Writing a Memo Report 12