MemoWeek 6, Part 2

Reminder1. Slideshare.net/janegriffith

Today

1. Hand in coverletter, resume, and job posting

2. Memo: Introduction3. Proofreading basics

Date Changes Proofreading quiz #1: Wed., Feb. 17

Grammar-rama 7Cs

constructive courteous clear and concise concrete and specific complete coherent correct

Complete what I want him or her to do? when I want him or her to do it? the details my reader will need in order

to act? how I will find out that the job’s been

done?

Coherent Pieces are sticking together

Transitions Proper subjects

Flow: Transitions: Adding ideas Also Finally As well as Too In addition Moreover Furthermore Another Again

Further First,

second …

Transitions: Showing Time Later As soon

as Until First, last Until While Soon

Now Eventually To begin

with Afterwards Meanwhile During

Transitions: Showing Contrast But In contrast However Yet Despite Although On the other

hand

Even though Otherwise Conversely

Transitions: Showing Similarity Both Each Likewise Like Similarly Also Compared to

Transitions: Showing Cause and Effect As a result Consequently Therefore Thus Accordingly So To conclude

Hence For this

reason Then

List of Transitions http://maclife.mcmaster.ca/CSD/

accesstomac/images/common.pdf

CoherentAvoid starting a sentence with:

It This Those There

Try ItDear Martha,

Your child is struggling in class. She needs help. Her marks are important. It is suspected she has a problem. Please help her.

Thanks,

Simon

Memos What’s the difference between a memo

and a letter?

Memos A type of short proposal Persuasive Competitive

Types of Memos Incident Reports Field Trip Reports Progress Reports Project Completion Reports Inspection Reports

Memos Introduction (which often begins with a

summary) Body (which delivers the details) Conclusion (which may include recap,

recommendations, PR statements).

Memos Introduction

Summary of what the reader needs to know Write the problem/issue, outcome, and your

recommendations. Current situation Targeted client group Proposed program or service

Memos: Introduction (Paragraph 1)Friday, October 18, 2002, Lou Jenkins

slipped on the ice outside the main entrance to the X building, injuring his back. He is currently in hospital recovering. Our insurance adjustor will inspect the site tomorrow to evaluate liability.

Memos: Body (Paragraph 2) Background Facts/Details Events

Memos: Body During the storm Thursday, October 17,

gale force winds blew a branch off the oak tree beside the main entrance to the X building, damaging the eaves trough. As a result, the rain that accompanied the storm poured from the roof directly onto the steps. In the early morning, though the storm subsided, the temperature dropped, and the water that had pooled on the step froze.

Memos: Body (Paragraph 3) Investigations Progress to date Project Highlights Work Completed Work Remaining On-site Conditions Possible Causes Inspection report: conditions found and deficiencies Incident report: what happened and what has been

done

Memos: Body (Paragraph 3)Lou arrived at work at 6:45 on Friday morning,

before the maintenance staff had begun their shift. Therefore, the steps leading into the building had not been salted by the time he arrived. He stepped onto the landing at the top of the steps, slipped, and fell. At first unable to move, he used his cell phone to call an ambulance. The ambulance arrived, and Lou was taken to hospital and kept in overnight.

Memos: Conclusion (Paragraph 4) Outcomes Recommendations Call to action Solution What has been done Immediate or long-term effects Follow-up action Progress report: summarize how close the

project is to the schedule.

Memos: ConclusionThe hospital report indicates Lou will suffer no

permanent ill-effects of this incident; however, he will be away from work for at least six weeks. During that time, his wages will be covered by Workers’ Comp. Depending on the insurance adjustor’s findings, the incident may increase our future insurance premiums.

The insurance adjustor will inspect the site tomorrow and submit her report by Monday.

MemosTop left:1. The word “Memo” or “Memorandum”2. To3. From4. Date5. Subject line

(see pages 85 and 90)

Letters and Memos: Different Formats

Letters and Memos: Different Formats Memos:

No salutation No closing No signature (may include initials)

Memo: Assignment Pretend you score the job you applied for in

the job search assignment. Once hired, you realize that confidential

papers have been left out in public areas by someone.

Write a memo providing a summary (paragraph 1), a background and details (paragraphs 2 and 3), and solutions (paragraph 4) about this issue.

Due: next class

Memos: Preparation

Proofreading Quiz: February 17 Will be a sample memo with 10 errors on

it in: Comma splices Fragments Memo format Wrong word, right sound (pages 160-161)

3. Fragments Missing a subject, a verb, or includes a

subordinating word.

Fragments/Incomplete Sentences

Easy to recognize apart from other sentences.

Difficult to recognize next to related sentences.

Fragments/Incomplete Sentences

Example: On the old wooden stool in the corner of my grandma’s kitchen.

Example: And immediately popped their flares and life vests.

On that morning I sat in my usual spot. On the wooden stool in the corner of my grandma’s kitchen.

The pilots ejected from the burning plane, landing in the water. And immediately popped their flares and life vests.

Test Your Sentence!

YES!

YES!

No!

Is there a verb?

Is there a subject?Is there just a

subordinate clause or phrase?

Complete Sentence!

NoFragme

nt

NoFragme

nt

YES.

Fragment

How to Fix a Fragment1. Attach the fragment to a nearby

sentence.2. Turn the fragment into a sentence.

Try It!