Routine Memo

In the e-mail, you explain the plans to develop a two-day writing course and ask for input. I am providing information about some of the writing requirements my department has and improvements we need.

In my work group, we are required to write technical memos, problem-solving and decision-making reports, and operational procedures. These documents translate complex technical concepts and instructions into simpler language, enabling readers to understand the issue and perform tasks in a specific way.

My colleagues have a hard time in clarifying technical jargon, writing concisely and clearly, and organizing logically, which make their writing unclear and difficult for a readers to follow. Due to the complexity of the documents, my teammates try to simplify and sometimes use confusing words and phrases, which create barriers and causes readers to lose interest.

My department also uses acronyms and abbreviations, like ANSI (American National Standard Institute) and CAPA (corrective action and preventive action), which are harder for new employees to understand.

Documents and e-mails with legibility, readability, and comprehensibility always catch my eye and receive my full attention because they create interest and force me not only to read, but also to act. Using the same words to describe the same things again and again is not pleasant and makes me unresponsive.

This course can also help me to improve my writing skills by focusing on:

• Clarity, which is essential for technical documents, to effectively communicate causes of problems.

• Comprehensiveness to describe proposed changes step by step because it is easy to skip a step, a detail, or a caution.

• Information about acronyms and abbreviations used by the company.

• Visual