Tips: Revising and editing your Introductory Memo

I've spot-checked drafts of the Introductory Memos that were posted in the peer review space.

Memo Tips

Some of the suggestions here are specific to this assignment, but most of the tips below can be applied to any memo you write.

• First, remember that you must use the Memo Template. A copy is available in the Templates folder on the course main page, so if your memo is not using the template you will be downgraded. 

• Memos need to be purposeful, which means more than just fulfilling an assignment. You have to understand why your readers want/need to read your memo, so make sure that you show your readers why your information is important to them or to the situation. I can’t emphasize this enough. Memos (like all writing) are done for a reason. You need to know what that reason is and convey that understanding. 

• Sections in memos should (almost) always have multiple paragraphs. Sections are the primary means for organizing your memos. They help you present your information in a clear and logical manner. But sections should be more complex than a single paragraph. Sections are combinations of ideas that present a larger point for the memo. If you don't have enough content to warrant more than one paragraph under a heading, reorganize your content under different headings. For example: Instead of the heading "Computer Experience" with a single paragraph and the heading "Computer and Internet Access" with a single heading, come up with a new heading that addresses all of the computer-related paragraphs and put those paragraphs under that heading.

• Remember, one idea per paragraph. Very specific, very focused. Each paragraph should begin with a topic sentence that states that one idea and follow with sentences that support or offer evidence for that idea.

• More specifically, introductory paragraphs need to set the context for the memo and state the purpose for the memo so that readers can understand why they should read the memo; then the introduction should also provide a preview of the memo so that they can find information quickly and easily. Oftentimes this preview takes the form of a bulleted list. 

• You need to think about guiding your readers through the memo by using signposts like a preview list for your section headings. This may not have been as important for this memo of introduction because it was fairly short, but it’s a good habit to get into. 

• The body paragraphs need to be a logical presentation of your main points. You need to decide the best way to present this information. It could be most important to least important or vice versa. Or it could be specific to that particular situation. But you need to make that decision based on your understanding of your readers and the purpose for writing the memo. Do not just give me the list of topics from the assignment with 1 paragraph under each heading as if you were filling out a form.

• Finally, the concluding paragraph needs to summarize the memo, offer to answer any questions that the readers may have, and offer a preferred avenue for communication. Never assume that your memo has answered all of the readers’ questions and never assume that they have your contact information, even if you have provided it elsewhere in the memo. Don’t make them search for contact information; always provide your preferred contact information in the concluding paragraph. Not all of your contact information, but just the preferred method that you want the reader to use. 

Grading criteria

I will evaluate your memo using the Introductions Memo criteria and the Introductions Memo Evaluation Sheet. You can get a copy of these files on the Evaluation page of the Introductions Project module. As a reminder, the criteria that I will be using are:

1. Format - Document(s) is formatted properly Audience - Document(s) shows sensitivity to target audience
2. Information - Document(s) provides required information
3. Access - Document(s) are constructed to provide easy access to information
4. Rhetorical Awareness - Document(s) shows an awareness of the rhetorical situation for this project.
5. Organization - Document(s) is organized effectively
6. Business Style - Document(s) uses appropriate business style
7. Detail - Document(s) provides sufficient detail
8. Visual - Document(s) is visually consistent and appealing
9. Grammar and Correctness - Document(s) shows an understanding of grammar and punctuation