Writing a Memo The following was developed based on the document written by Matthew Ford at Northern Kentucky University and provided online at the linkhttp://www.nku.ed/~fordmw/memo.htm Writing effective internal company memos is an acquired skill that frequently distinguishes the great manager inside a company.  Senior executives usually take notice of lower level managers who precisely communicate issues in written form. The key to effective internal memos is that they communicate much in a small amount of space.  A cardinal rule of great memo writing is this: All important information must appear on the first page.  The following provides one way to organize an internal memo.  This format is particularly applicable towards a memo that communicates the results of some project or investigation that has been assigned to the writer. Example!!! MEMO Memorandum" (or "Memo") usually appears in bold letters either left- or center-justified at the top of the page.  Other important information that appears at the top of page one includes: Date: To: From: Subject: If this is a memo designed to communicate the findings of some project or investigation assigned to the author, then the structure of the memo typically progresses as follows: Introduction Two or three sentences that orient your reader about why you are writing to him or her.  Your boss may not remember why he or she assigned you this project.  In this section, refresh your boss's memory.  The Introduction should inform the reader about specific background information regarding the project you are writing about (for example, who, what, when, where, why).  In most analytical memos, your tone should be unemotional and objective.  Avoid putting your conclusions or key points in this section--those things go in the next section. Summary This is where you place your key points for a busy executive that only has three minutes to read it.  Key points are usually best communicated by listing them in “bullets” as single sentences, avoiding lengthy and wordy paragraphs. Your key points must all fit on the first page. In an analytical memo your key points might consist of: · Major strengths or weaknesses that you'd like to highlight. · Opportunities for improvement. · At least one recommendation for action. Findings (to write finding for each bullet) This is for the reader that needs more specific information than the summary information presented in the key points listed above.  A useful rule: It should be easy for the reader to clearly link the portions of this section with each of the key points listed in the previous section.  Appendix This attachment to the memo is where the reader will find a brief discussion about the data, the various techniques employed and the assumptions made, and any limitations regarding your analysis or findings. In addition, this is where reader will find the tables and charts referred to in the body of the memo. Co.

1. Writing a Memo
The following was developed based on the document written by
Matthew Ford at Northern Kentucky University
and provided online at the
linkhttp://www.nku.ed/~fordmw/memo.htm
Writing effective internal company memos is an acquired skill
that frequently distinguishes the great manager inside a
company. Senior executives usually take notice of lower level
managers who precisely communicate issues in written form.
The key to effective internal memos is that they communicate
much in a small amount of space. A cardinal rule of great
memo writing is this: All important information must appear on
the first page.
The following provides one way to organize an internal memo.
This format is particularly applicable towards a memo that
communicates the results of some project or investigation that
has been assigned to the writer.
Example!!!
MEMO
Memorandum" (or "Memo") usually appears in bold letters
either left- or center-justified at the top of the page. Other
important information that appears at the top of page one
includes:
Date:
To:

2. From:
Subject:
If this is a memo designed to communicate the findings of some
project or investigation assigned to the author, then the
structure of the memo typically progresses as follows:
Introduction
Two or three sentences that orient your reader about why you
are writing to him or her. Your boss may not remember why he
or she assigned you this project. In this section, refresh your
boss's memory. The Introduction should inform the reader
about specific background information regarding the project you
are writing about (for example, who, what, when, where, why).
In most analytical memos, your tone should be unemotional and
objective. Avoid putting your conclusions or key points in this
section--those things go in the next section.
Summary
This is where you place your key points for a busy executive
that only has three minutes to read it. Key points are usually
best communicated by listing them in “bullets” as single
sentences, avoiding lengthy and wordy paragraphs. Your key
points must all fit on the first page.
In an analytical memo your key points might consist of:
· Major strengths or weaknesses that you'd like to highlight.
· Opportunities for improvement.
· At least one recommendation for action.

3. Findings (to write finding for each bullet)
This is for the reader that needs more specific information than
the summary information presented in the key points listed
above. A useful rule: It should be easy for the reader to clearly
link the portions of this section with each of the key points
listed in the previous section.
Appendix
This attachment to the memo is where the reader will find a
brief discussion about the data, the various techniques employed
and the assumptions made, and any limitations regarding your
analysis or findings. In addition, this is where reader will find
the tables and charts referred to in the body of the memo.
Copyright© 1999-2011 Matthew W. Ford.
PAGE
Overview
As part of this project, you will be required to write a paper on
a new development in information technology that you find
interesting or potentially beneficial. You will analyze this
development, explain the technology, its benefits, and legal,
ethical, and social issues related to it. You will also need to
discuss the security aspects of the development and the hurdles
that must be overcome to bring it to completion.
Project Objectives
· Assess the significance of a new development in information
technology
· Critically evaluate new development from legal, social,

4. ethical, and security perspectives
· Identify and evaluate sources of information on new
developments in information technology
· Formally research a selected topic, communicate your
understanding and appropriately cite your references
Project Requirements
2. Content pages
· The content pages will be in APA style/format. The content
will be equivalent to a minimum of 1500 words. The title page
is not a content page. Double space the entire paper using 12pt,
Times New Roman - the title page, content pages including
quotations and notes, and the reference page including
annotations. The margins of the paper will be set to Normal, i.e.
1 inch margins. Paragraph setting will be double space with
both the "Before" and "After" spacing set to 0 pt. There will be
no extra line spaces between paragraphs, and between
paragraphs and headings.
· Divide the content into sections. You MUST talk about the
technology and the legal, ethical and security aspects.
Suggested sections and section headings are: introduction,
background, potential benefits, legal and ethical issues, security
concerns, social problems, further required research, and
conclusion. You must have appropriate headings for each
section in APA style/format.
· Introduction section must summarize the research topic.
· The content of the paper must demonstrate understanding of
the topic via citations of the reference sources.
· References used to develop your understanding of the topic
should be appropriately cited within these content pages using
APA in-text citation formats.

5. · Each page must have a header. The header should contain the
page number and the paper title in accordance with the APA
format.
3. Reference Page
The reference page in APA style/format is a separate page in
your research paper. This page is in addition to the four to six
content pages and the title page. Any direct or indirect reference
within the paper to the work of others must be appropriately
cited in APA style/format in the text. Failure to do so
constitutes plagiarism. The reference page should list:
· At least six references relevant to research on the chosen topic
(minimum)
· At least three different reference types required – web sites,
papers, books, journals, magazines, newspapers, interviews, etc.
· For electronic references, you must include the URL as an
active link to the source/database and the date you visited the
page.
Note: Where a magazine, journal article or book reference has
been located via a full-text online database, list the original
publication details of the reference AS WELL AS the name of
the database, its URL and the date the reference was accessed.
· Each reference must be annotated. An annotated bibliography
includes a summary and evaluation of each of the sources (e.g.
Topics covered in the reference and an assessment on the
reliability of the material). Annotations for each source are
written in paragraph form. Each annotation must be at least five
(5) sentences in lengt.

6. Audience Analysis
YOUR NEED(S)
· Direct memos and reports to the President, Berry County
Community College
A survey for a random sample of 562 community college
students at a large institution.
THEIR WANT(S)
SITUATION:
AUDIENCE CHARACTERISTICS
AUDIENCE CHARACTERISTICS
COMM. STRATEGY
Primary Audience
President of Berry County Community College
Keep it not too short with explanation but to the point
Demographic:
Age
Gender
Culture
Religion, Belief Structure
Group Membership
Education
Occupation
Other __________
Stephen Briggs
65 years old
Male

7. Christian
“I am constantly developing and expanding new capabilities!”
Doctor, Oxford University
President of Berry County Community College
Formal language.
Need to be professional with little discussion
A clear detailed statement of the objectives in communicating,
the principles underpinning this strategy and the key message.
To provide information clearly and accurately
Psychographic:
Opinions
Attitudes
Values
Beliefs
Pre-Existing Notions about Topic
Pre-Existing Notions about You
Other ____________
He has opinions on his ow, strong opinions, but he does not
always agree with it.
Strong but positive attitude, making decisions person
He beliefs to change the world into better place and make
education free.
Open mind for any methods
He will think twice before to make a decision
Concentrate on given information, do not make a story.
Best to say what is known and do not speculate.
Situational Analysis:
Occasion
Audience Size
Voluntariness of Audience
Expectations
Physical Setting
Other ____________

8. Direct memos and reports
President and maybe couple of people from his team
A survey for a random sample of 562 community college
students will help with bringing up their credits and GPA
President’s office
Probably Word document attached to email with an interoffice
hardcore
Links
http://www.claritas.com/MyBestSegments/Default.jsp
http://www.point2homes.com/ click on Neighborhoods
1
Data Set Description – Oral Presentation
Instructions: You have been assigned a data set of the results of
a real study. You job is to orally explain to the person
identified in the file description (BUGN 280 Excel Project Data
File Information) what data you will be working with in a memo
to be written to this person at a later time. Imagine I am the
person you are addressing. Here are the items you need to
address and where you get the information.
Item to be Addressed
Data Source
Example (from Airline Arrival Study)
In general, what is the data set?
See the first sentence
A survey for a random sample of 562 community college
students at a large institution.

9. What data is included in the sample?
See the Variables of Interest
(In your own words)
What are questions you hope to address with this data?
You are on your own here. You need to think about what
questions you might be able to answer.
13 – Community College Study
· Direct memos and reports to the President, Berry County
Community College
A survey for a random sample of 562 community college
students at a large institution.
Numerical Variable of Interest:
Working = hours of work per week
Numerical Predictor Variable:
Credit hrs = number of credits enrolled
Categorical Breakdown Variable:
Handed = hand mainly or always used for writing
where “1” = right-handed, “0” = left-handed
Categorical Variable of Interest:
Gender = gender of student (Male, Female)