A memo is a concise document that conveys essential information about your accomplishment(s). All memos at Ohio University should be written in third person.
Although writing in the first person is sometimes acceptable for memos, third-person voice is emphasized here for two reasons. The third-person voice sometimes sounds stilted, but is never unacceptable. Inexperienced technical writers often lapse into casual language when writing in first-person; third-person voice maintains formality.
The header belongs at the top left of the memo. It looks like this.
| Date: | April 27, 1998 |
| To: | D. Boss |
| From: | Ann Entity |
| Subject: | Guidelines for Technical Writing |
Memos should be single-spaced, with an extra space between paragraphs. They should be signed by you at the bottom, or initialed next to your name in the header. Longer memos may need sub-headings in the body.
First paragraph: Describe, quantitatively and concisely, your most important accomplishments. Summarize your objective in one or two sentences. State your key findings and/or conclusions in one or two sentences. Indicate any action items. This is a one paragraph summary of essential information for your boss and your coworkers.
Following paragraphs: Give the background your boss and coworkers need to evaluate your statements. Briefly describe your experiments, calculations, assumptions, and remaining tasks or uncertainties.
A memo is not a short story or a mystery novel or a diary. The reader should see the key information first, then learn how it was determined. Use logical order, not chronological order.
Memo 1 is a report to a company about a calculation done under contract.
Memo 2 is a typical memo report for an experiment.
(Last modified on 2/12/99)