Analysis of Technical Descriptions: Memo Format - Paper Example

The main audiences for the technical descriptions that describe how one should write a memo are students as they need training on how they should communicate in each and every situation (Stallings 55). It might a business scenario or a social function and they need to know the appropriate method within which to communicate so that they can pass the intended message to the audience in question. The purpose of a technical description is offer guidelines and display to the readers the different ways through which they can write as well as interpret or decode a message. It allows them to learn and apply what they read in class and can later apply what they learnt in their business activities later in life (Anderson 67).

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Some of the most important contents that a memo should have included the following. It should have a subject line and the address of the person sending it and receiving it, the date that the memo was sent, and finally the body of the message. The message body should be brief and carry the intended message that the sender wanted to pass in the beginning. it makes sure that people reading it do not spend most of their time there and they get the message within a short time (Waldvogel 456). The message body also describes the intent for writing the memo. Some of the evidence and reasoning expected and that which appears as appropriate in the technical description of the memo is the subject line. It a brief line that carries the main message while the message body provides a forum through which the sender can expound more on the subject line. They have more space using the body where they can express and explain on what they intended from the subject line (Mishra et al. 200).

Kolin (9) argues that there are some contextual variables that exist so that the sender and the receiver can understand the message. The technical description in the memo is that the employees in an organisation need to understand that the message carried by the memo is brief and short to the point hence in case of any clarification; they have the freedom to clarify from the sender on what they meant. The lack of understanding from the audience also happens in rare cases. The patterns that exist in the examples are that the memos are brief, use simple language and are also straight to the point (Alred et al. 107). An outline of the evidence collected from the technical descriptions includes the following: to, from, the date, the subject line, the body and lastly the signature of the person who sent the memo.

Memo Template

To: seniors in the school of communication

From: Student Leader

Date: 2nd February 2017

Subject line: Seniors preparing for a career in Communication

There will be a meeting scheduled on the 3rd February this year, 2017 for the above students as the career counsellor will visit the university. They will talk about the diverse careers that the senior students could register and start going for their internship. The talk will also address in the different countries that have opportunities in the communication industry that can make use of the senior students as they will train them with a hope to employ them in the future.

Signature: Student leader and representative in the school of communication

Works Cited

Alred, Gerald J., Charles T. Brusaw, and Walter E. Oliu. Handbook of technical writing. Macmillan, (2009): 106-123.

Anderson, Paul V. Technical communication. Cengage Learning, (2013): 26-78.

Kolin, Philip C. Successful writing at work. Cengage Learning, (2013): 6-17.

Mishra, Karen, Lois Boynton, and Aneil Mishra. "Driving employee engagement: The expanded role of internal communications." International Journal of Business Communication 51.2 (2014): 183-202.

Stallings, William. Data and computer communications. Pearson/Prentice Hall, (2007): 45-77.

Waldvogel, Joan. "Greetings and closings in workplace email." Journal of ComputerMediated Communication 12.2 (2007): 456-477.

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