Writing memos

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Writing memos

  1. 1. Slides By Rana Usman SattarStudent Of BBA(Hons)PMAS Arid Agriculture University RawalpindiGmail: ranaa.usman@gmailFacebook: usman.shan86@yahoo.com BIOINF 2202: Dental Informatics Seminar Instructors: Titus Schleyer, Heiko Spallek
  2. 2. Why learn about writing memos?important form of corporate communicationclear and concise communication of complex subjectswriting style and approach applicable to other communications, such as emailset yourself apart from people who cannot write BIOINF 2202: Dental Informatics Seminar Instructors: Titus Schleyer, Heiko Spallek
  3. 3. Purpose of a memo“solve problems” by: informing persuading refuting arguing analyzing …Recipients: one person, several persons, one or more groups, a whole community BIOINF 2202: Dental Informatics Seminar Instructors: Titus Schleyer, Heiko Spallek
  4. 4. General ruleskeep your audience in mindfollow a structure (see below)follow an outlineget to the point earlyrevising is easier than writing perfectly the first timefollow style guides and writing manualsbudget between 20 min – 1 hr for most memos BIOINF 2202: Dental Informatics Seminar Instructors: Titus Schleyer, Heiko Spallek
  5. 5. Memo plan } Header Subject line Opening paragraph } Supporting details/explanation Closing BIOINF 2202: Dental Informatics Seminar Instructors: Titus Schleyer, Heiko Spallek
  6. 6. HeaderTo: 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 recipientsinclude titles when appropriate, for all recipients when possible BIOINF 2202: Dental Informatics Seminar Instructors: Titus Schleyer, Heiko Spallek
  7. 7. Subject lineprobably the most important part of your memosummarize the intent of your memo, e.g.: “Request for assistance with grant project” “Consequences of recent material thefts”specific, concise and to the point BIOINF 2202: Dental Informatics Seminar Instructors: Titus Schleyer, Heiko Spallek
  8. 8. Opening paragraphcomplete summary of your memoprovide: context task/action/request summary of the rest of the memoBest: put your intent into the first sentence BIOINF 2202: Dental Informatics Seminar Instructors: Titus Schleyer, Heiko Spallek
  9. 9. Supporting details/explanationmaintain a global structure, such as findings  implications  action itemsarrange facts in a logical orderdon’t provide more detail than necessaryuse bullet points where appropriateuse correct structure bullet points (e.g. no standalone bullets) BIOINF 2202: Dental Informatics Seminar Instructors: Titus Schleyer, Heiko Spallek
  10. 10. ClosingIf necessary, summarize what you want recipient(s) to do.Provide clear instructions, including deadlines where applicable.Provide further references/contact information when appropriate. BIOINF 2202: Dental Informatics Seminar Instructors: Titus Schleyer, Heiko Spallek
  11. 11. More about writing style“There are times when the more the authors explain, theless we understand. Apes certainly seem capably ofusing language to communicate. Whether scientists areremains doubtful.” Douglas Chadwick, NYT BIOINF 2202: Dental Informatics Seminar Instructors: Titus Schleyer, Heiko Spallek
  12. 12. Clarity: ActionsUse subjects to name your central characters.Express their most important actions as verbs. BIOINF 2202: Dental Informatics Seminar Instructors: Titus Schleyer, Heiko Spallek

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