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Memorandums Meeting Documents and Proposals


•Memoranda are brief, informal reports used to establish a record.

•They generalize the communication process by transmitting the message from one or more

authors to one or more recipients.

•E-mail messages typically take the form of memoranda.


•• Memoranda are written for numerous internal purposes—for example,

–to request information,

–to make announcements,

–to outline policies, and

–to transmit meeting minutes.

The Memorandum Body:

•Generally, organize the topics of the memorandum in order of importance, with the key

statements first and the details further on.

•The memorandum should normally begin with a brief summary statement, in one or

two sentences, identifying the key topic and the scope of the memorandum.

Meeting Documents:

•Use meeting documents as tools to encourage productive and efficient meetings.

•The two principal meeting documents are the agenda, which tells participants what topics

will be discussed at the meeting, and minutes, which record what actually occurred.


Development Team Agenda

1. Report by Mr. Hamid on investigation of possible security software

2. Report by Miss Sara on development of database prototypes

3. Discussion of possible hardware platforms

4. Review of deadlines for project

5. Agenda for next meeting


•Minutes can be formal or informal.

•Formal minutes are often required by federal, state, or local law, by-laws, charters, or


•They are usually distributed to the members of the group before the next meeting, and then

approved (sometimes after being amended).


•In a proposal, identify a specific problem and state how you will solve that problem.

•Most organizations rely on successful proposal writing for their continued existence.

•You will most likely spend a major part of your professional life writing proposals.

General Structure:

•Learn the basic structure of a proposal.

•Proposals share a general document architecture, which is usually modified to suit specific


•The overall structure of a proposal can be broken down into four parts:

Proposal Structure:

•Front matter



–Technical approach

–Management requirements

–Work plan

•End matter

Front Matter:

The front matter of a proposal includes the following components:

–Letter of transmittal

–Title page


–Table of contents

–List of figures and tables


•In the introduction to a proposal, do the following:

•Identify the motivating need or problem.

•Develop the immediate context in which this problem has been highlighted.

•In external proposals be sure you are responding to the published need and motivation as

identified by the outside agency.

End Mater:

••End Matter






•Meeting Documents




–Proposal Structure

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