Makalah Bahasa Inggris - Memo

FOREWORD

Fortunately we always say the presence of God upon His love, His papers with the title "memo", we have been able to finish well. Writing papers  aims to meet homework of my study. Success and has been the completion of the writing is not released from the various parties that have support, because the author want to thank:

To both parents who always give our prayers, love, advice and enthusiasm every time and To friends who have given us the spirit of giving ideas and participate in writing proposals or papers this scientific.

We hope that this paper useful for the next generation of faculty of letters in SMKN 2 Magetan and all readers. Amien.

Writer

TABLE OF CONTENTS

FOREWORD i

TABLE OF CONTENTS ii

A. Definiton

B. How to Write a Memo

1. Writing Your Own Memo

a. Analyze your audience.

b. Write the heading segment.

c. Write the opening segment.

d. Include a summary segment.

e. Expand in the discussion segment.

f. Finish with a closing segment.

g. Close with a call to action.

h. Review for spelling, grammar, and content errors.

2. Edit Tips 




MEMO

1. Definiton

A memorandum (memo) is an informal report used to convey information about a subject. Engineers and technologists must often write memos to their supervisors. Therefore it is important to learn good habits in preparing this type of document.

All writing requires the author to consider the audience. Memos for all SSEL work are to be written to the physists for whom you work. The memo should tell what was done and describe the important findings.

Most important, tell and show how dependable your findings are. Memo reports are to be no longer than three single sided pages typed or four pages hand written.

Memo to: SSEL workers
From: The Boss
Date: December 03, 2002
Reference: Memo Report Format

Summary: This memo describes a new report format, called the Informative Memo Report, that can be used as an alternative to the memo format shown in the EE/CpE Department's Communications! document. The new style includes Summary,

Introduction, Main Body, and Concluding sections. Introduction:

The memo report format shown in Communications! shows how to report on a lab experiment. An alternative might be called an Informative Memo Report. This type of memo should allow you to succinctly discuss any required topic. The ideal memo will be at most two pages; if you are really good, you will make points with the boss by covering the material in onepage.

Typical Memo Organization:

The Informative Memo Report organization can be like this memo. The Summary should be written so that your busy boss can get the meat of your memo without having to read the entire thing. The Introduction should bring the boss up to speed about what you are going to write about in the rest of the memo. The Body of the memo should be given an appropriate title (like "Typical Memo Organization"), and the main goals of the body are the following:

Cover all points required by the boss.
Allow the boss easily to get the information you want to convey.

In the body you should do the following:

Stick to the point
Don't be wordy.

Use text formatting, such as bolding, italics, bullets of different styles, and alternate font styles to enhance your presentation and let the boss quickly see your main points.
Include circuit diagrams, figures, and graphs if needed.

Concluding Section:

If you wish to expand on the Summary given at the top of the memo, a concluding section might be given. You could entitle it Conclusion, Recommendations for Further Work, Summary

Comments, or any other title that tells what the boss is going to see when reading the conclusion.

Remember, the goal of any written or oral presentation is to communicate.

2. How to Write a Memo

The basic function of a memo is to solve a specific problem by making the reader aware of specific information. A memo can be written to persuade others to take action or give specific feedback on a particular matter. When written properly, memos can be very effective in connecting the concern or issue of the writer with the best interests of the reader.

1. Writing Your Own Memo

1. Analyze your audience.

Decide to whom you are writing this memo (the audience) and what the audience’s priorities and concerns are. Establish why this memo would be important to the reader.

2. Write the heading segment.

The heading segment should include to whom the memo is written, who has written the memo, the complete and exact date the memo was written, and the subject matter (what the memo is about). A sample heading would look like:
To: Name and job title of the recipient
From: Your name and job title
Date: Complete date when the memo was written
Subject: (or RE:) What the memo is about (highlighted in some way)

• Always address readers by their correct name; do not use nicknames.
• When constructing the heading, be sure to double space between sections and align the text.

3. Write the opening segment.

State the purpose of the memo and identify the purpose in three parts: the context of the problem, the particular assignment, and the purpose of the memo. Identify the exact reason for writing the memo and make it clear to the reader.

• If you are having trouble describing what you are doing to solve the problem (the task statement), consider whether you have clarified the situation.
• Include only as much information as is needed, while still being convincing that a real problem exists.

4. Include a summary segment.

This segment should provide a brief statement of important suggestions. This will help the reader quickly understand the key points of the memo. The summary can also include links or references to sources that you have used in your research on the issue.

5. Expand in the discussion segment.

In this segment, include all of the details that support your ideas and recommendations for solving the problem. You may also choose to propose future problems that may arise and discuss how your recommendations ensure these problems will not occur (see tips).

• Begin the discussion with the information that is most important.
• Start with the most general information and move to specific or supporting facts.

6. Finish with a closing segment.

Close the memo with a friendly ending that states what actions you want the reader to take. Consider the ways that the reader can benefit from the information in the memo and how these changes will be advantageous.

• Be sure to consider how the reader will benefit from the desired actions and how you can make those actions easier. You might say, "I will be glad to discuss these recommendations with you later on and follow through on any decisions you make."

7. Close with a call to action.

If there is something you want the reader to do by a particular time, say so.

8. Review for spelling, grammar, and content errors.

Pay particular attention to names, dates, or numbers. Be consistent in the type of language you use.

• Get personal. Use words like "I," "you," and "we." To initiate action, write in active voice.
• Be conversational. Write the way you talk and do not be afraid to use contractions.
• Don't show off. Avoid scholarly words and technical jargon.
• Avoid "smothered" words: Simple root words with fancy endings tacked on. Favorites are "tion," "ance," "ent," "ment," "ize," and "ility." Example: Don't say, "The continuation of our issuance of incentives is dependent upon the prioritization by employees of company objectives." Instead, say, "If you want to keep getting incentives, meet company goals."

2. Edit Tips

• Keep paragraphs short. Limit each paragraph to five lines or less.
• Include only as much information as necessary for the reader; be concise but convincing that the problem or issue does exist and needs to be assessed.
• Don't give too many whys. It's important to explain why you want something done, but don't overdo it.
• Write short headings that clarify the content of each category. For example, instead of stating "opening," write "Ant problem in the office." Be specific and brief in every heading so that the basic point of your memo is apparent to the reader right away.
• Feel free to include lists, charts, and graphs at the end of the memo to help the reader better understand the topic. Make sure to add a notation of how the attachments are relevant.

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