Project 1 Slideshare 5: How to Write the Memo Report

Transcript

1. Deliverable 1: How to write the Memo Report 1 ENGL 335: Technical Writing / Project 1
2. Table of Contents How to Format the Report..............................................................................................3-4 How to Write the Introduction.......................................................................................5-7 How to Write the Findings (the body of the report) ................................................8 Requirements ............................................................................................................9 Example .............................................................................................................10 What to Write If You Don’t Find Weaknesses ...................................................11 How to Write Findings about Noticeable Error................................................12 Example .............................................................................................................13 How to Write the Conclusion.........................................................................................14
3. 3 Memorandum To: First and Last Name From: First and Last Name Date: Date Sent Subject: What the Memo is About Lorem ipsum dolor sit amet, consectetur adipiscing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat. Duis aute irure dolor in reprehenderit in voluptate velit esse cillum dolore eu fugiat nulla pariatur. Excepteur sint occaecat cupidatat non proident, sunt in culpa qui officia deserunt mollit anim id est laborum. Heading Lorem ipsum dolor sit amet, consectetur adipiscing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Leo integer malesuada nunc vel risus commodo viverra maecenas. • Eu mi bibendum neque egestas congue. Ornare massa eget egestas purus. Dolor sed viverra ipsum nunc aliquet bibendum. Non tellus orci ac auctor augue mauris augue neque. • Molestie nunc non blandit massa enim nec dui nunc mattis. Nam libero justo laoreet sit amet cursus sit. Semper viverra nam libero justo laoreet. Etiam non quam lacus suspendisse faucibus interdum posuere lorem. • Rhoncus dolor purus non enim praesent. In egestas erat imperdiet sed euismod. Vestibulum lectus mauris ultrices eros in cursus turpis massa tincidunt. Aliquam eleifend mi in nulla posuere sollicitudin aliquam. Pulvinar mattis nunc sed blandit libero volutpat sed cras. In hac habitasse platea dictumst vestibulum rhoncus est pellentesque. Heading Fermentum iaculis eu non diam. Elit ullamcorper dignissim cras tincidunt lobortis feugiat vivamus at. Ut venenatis tellus in metus vulputate eu scelerisque felis. Auctor augue mauris augue neque gravida in. Arcu odio ut sem nulla pharetra diam sit amet. Ut faucibus pulvinar elementum integer enim. Dictum sit amet justo donec enim diam vulputate ut. Vitae congue eu consequat ac felis. Pretium nibh ipsum consequat nisl vel pretium lectus quam id. Porttitor eget dolor morbi non arcu. Arcu non sodales neque sodales ut. In nulla posuere sollicitudin aliquam ultrices sagittis. Augue lacus viverra vitae congue eu consequat ac felis donec. Use standard conventions to Format the report. Use standard heading elements Left justify and single-space text. Use one line of additional white space to separate paragraphs. Create visual hierarchy using heading levels, white space, contrast, and alignment. Refer to slidedoc 1 as needed.
4. In the header of all pages after the first, put the name of the project and your name. Insert page numbers. Note: the page number is usually omitted on the first page. How you format the heading information is up to you. Here are two possible ways. 4
5. 5 Memorandum To: First and Last Name From: First and Last Name Date: Date Sent Subject: What the Memo is About Lorem ipsum dolor sit amet, consectetur adipiscing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat. Duis aute irure dolor in reprehenderit in voluptate velit esse cillum dolore eu fugiat nulla pariatur. Excepteur sint occaecat cupidatat non proident, sunt in culpa qui officia deserunt mollit anim id est laborum. Heading Lorem ipsum dolor sit amet, consectetur adipiscing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Leo integer malesuada nunc vel risus commodo viverra maecenas. • Eu mi bibendum neque egestas congue. Ornare massa eget egestas purus. Dolor sed viverra ipsum nunc aliquet bibendum. Non tellus orci ac auctor augue mauris augue neque. • Molestie nunc non blandit massa enim nec dui nunc mattis. Nam libero justo laoreet sit amet cursus sit. Semper viverra nam libero justo laoreet. Etiam non quam lacus suspendisse faucibus interdum posuere lorem. • Rhoncus dolor purus non enim praesent. In egestas erat imperdiet sed euismod. Vestibulum lectus mauris ultrices eros in cursus turpis massa tincidunt. Aliquam eleifend mi in nulla posuere sollicitudin aliquam. Pulvinar mattis nunc sed blandit libero volutpat sed cras. In hac habitasse platea dictumst vestibulum rhoncus est pellentesque. Heading Fermentum iaculis eu non diam. Elit ullamcorper dignissim cras tincidunt lobortis feugiat vivamus at. Ut venenatis tellus in metus vulputate eu scelerisque felis. Auctor augue mauris augue neque gravida in. Arcu odio ut sem nulla pharetra diam sit amet. Ut faucibus pulvinar elementum integer enim. Dictum sit amet justo donec enim diam vulputate ut. Vitae congue eu consequat ac felis. Pretium nibh ipsum consequat nisl vel pretium lectus quam id. Porttitor eget dolor morbi non arcu. Arcu non sodales neque sodales ut. In nulla posuere sollicitudin aliquam ultrices sagittis. Augue lacus viverra vitae congue eu consequat ac felis donec. Compose a short introduction using rhetorical move 1 (see next slides).
6. Rhetorical Move 1. When someone requests information from you, remind them they requested it and add a forecasting statement about what is in the document. This move shows you responded to the request and gave readers what they asked for. Use this move because I'm requesting information from you. Examples: • Here is the information you requested about X. Included in the sections that follow are A, B, and C. • This memo contains the information you requested about X. The following sections explain A, B, and C. • I have finished the analysis you requested about X. My findings about A, B, and C are presented in the sections that follow. 6
7. Rhetorical Move 2. When readers didn’t request the information, make it clear why you are writing in the first sentence. 7 Example: • This memo explains problems we are having with X. The extent of the problems are . . . • Our tests revealed a problem with X. We are currently in the process of determining the cause.
8. How to Write the Findings "Findings" are what you discovered when you analyzed your prior writing. Report the findings in the body of your report for the three concepts and include all corresponding causes/topics. In addition, report findings from analyzing your writing for noticeable error (see the slidedoc Style vs. Grammar).
9. Requirements: • Define the concept in a sentence or two using the same definition the course uses and it's fine to use the same wording (no need to quote). • Make a claim about a weakness in your style and be specific about what type of problem by identifying the cause. • Provide evidence to support the claim either a sentence or a very short excerpt from your prior writing. • Connect the claim to the evidence by highlighting, crossing out, or underlining so you can discuss specific aspects of the problem.
10. 10 Being Concise: To be concise means that every word in a sentence is needed to meet audience needs and the writer’s purpose {definition}. Unnecessary Words. I noticed many unnecessary words in my sentences. {claim}. For example, I repeated the phrase “is meant to” ten times in sentences like this one where I was defining symbols in my calculations: {cause} X1 is meant to represent the percentage of the population with access to an improved water source. {evidence} I could easily eliminate this phrase in each of these sentences and just use the verb "represents." {connection} Example: You don’t need to add definition, claim, cause, evidence, and connection, but if it helps, you, then fine.
11. What to do if you don't find weaknesses. For the concept Being Concise, • make the claim that your writing is concise and support that claim with a short paragraph. • If you find both strengths and weaknesses, you will only be able to write about weaknesses because you can't prove a negative (you should, however, acknowledge that you checked your writing for the subtopics but found no issues). For the concepts Being Precise and Being Direct, • make the claim that your writing is strong for each subtopic and support your claim in the same way as if you were writing about a weakness. • If you find both strengths and weaknesses, then you will need to write about both. 11
12. How to report findings about noticeable error. If you did not find any errors that workplace readers are likely to notice, just write that you did not find noticeable error. If you did find noticeable error, report the findings as follows: • Define the error you made. Provide the sentence where you made the error and explain what you would need to do to fix it. 12
13. Example of a noticeable error entry. 13 Comma Splices: A comma splice joins two or more sentences with commas. I don't make this error often, but I did find one example. To fix this error, I need to replace the comma with a period and capitalize the "S" in students to create two sentences. The Raven is a classic poem by Poe, students love to read it out loud.
14. Write a conclusion. Here are some possible choices for concluding the memo report: • State a major weakness you identified, and set a goal for working on it. • State what surprised you the most about doing the analysis. 14