Assignment: Improve this Memo (Glova, 2014)

The ITM assignment gives students a chance to practice memo formatting, concise writing, and document design by improving the wording and structure of an existing memo. 


1. Review the online lecture about memo formatting, “Digital PPT: from MESSAGE to MEMO.”

2. Download the sample document.  (See sample documents below)

3. Edit the sample document.

  • Format correctly, so that it is a proper memo. Use the Digital PPT: From Message to Memo resource to create the correct memo header and structure.
  • Make this document more concise: Edit the text. Focus on rewriting lengthy phrases and restructuring any large paragraphs.
  • Make this document more organized: Reorganize content. Combine like elements, so that information isn’t spread all over the place. Grouping like content together will make it easier for readers to review and understand the information quickly.
  • Make this document more accessible: Add design elements that make it easier to review information. Design elements may include: headers, bulleted lists, numbered lists, tables, bold or italic emphasis, and/or graphics.

4. Upload your edited version of the memo to this assignment space.


Improve this Memo Sample Report for ENG 331

September. 15

TO:            David Smith, Wolfpack Industrial

Dave, I’m writing to you in order to share the technical report for the new system specifications. I want to share these specifications to verify the changes; we have made changes to the specs and I want to ensure you’re on board and that we can move forward with the design.

I’m sending this to you, but I’m also going to ask that you share this report with your entire marketing and budget team.

This technical report specifically provides details about the findings from an experiment (conducted last week–tests were planned and set up according to the agreed upon criteria; following, tests were run and results were collected) to verify the quality of the newly purchased parts.

Technical Report Re: New System Specifications

Our department conducted extensive experiments last week. In planning and setting up these experiments, we abided by the criteria put in place by our department. The purpose of these experiments was to verify parts quality.

The test product was built by the manufacturer to the specifications supplied by the engineering department. However, after last week’s experiment, it’s clear that the cover of the unit is not going to withstand the pressure necessary for the unit to function. The affect of pressure is cracking in the cover or chipping on the cover’s metallic coating.

Therefore, my team has researched a new cover. We ordered the new cover and completed testing with the new cover yesterday. Now that the unit has the new cover, the product will withstand the pressure necessary to make the unit function. Tests with the new cover showed no problems with cracking or chipping.

In conclusion, the system showed  complete adherence to the desired specifications, except the cover part (part #24). We tested the unit with a new cover (part # 355), and the unit passed testing with that new part. We recommend that, to overcome this pressure problem with a cost effective solution, we change the design by replacing part #24 with part # 355.

We understand that the cover part (#24) that you originally requested was requested for a specific reason, because the marketing team liked the metallic sheen of the part. However, we feel that part #355 is similar enough; it is painted with the same coating but simply made from stronger material.

Please approve this change. Once this change is approved, we will send the budget schedule and project milestones that you requested.

Looking forward to hearing from you. Sincerely,

Marty Fieldstone, Wolfpack Industrial


Improve this Memo Sample Report for ENG 332

Sep. 12, 2013 – Wolfpack Industrial

To the employees of Wolfpack Industrial,

Toby Flenderson, Vice President of Human Resources, would like to remind you about our inclement weather policy.

To Wolfpack Industrial, safety is important. We appreciate all of our employees and want all WI employees to be safe. But, we also want to ensure that we work! You can’t avoid work just because there is rain. But incliment weather is dangerous and should be avoided.

If you have any questions, e-mail your HR Department at

Please do not contact Police Dispatch for closing information. Please use this guide to help decide when to work and when to stay home.

If WI is closed, a text alert will be sent to cell phones registered on WI Alert. If you have not registered for WI Alert, you should consider registering in order to receive a text alert when there is closing information.

If WI is closed, a notice will be posted on the home page of the WI website, available at

If WI is closed, a message will appear on the local cable television station and through radio stations.

If WI is closed, the WI Office Closings Call Center at 888.555.3000, or in Wolfpack County 888.555.3770, will have information. Do not call individual offices. The affect of too many office calls is a delay in the decision making process.

If inclement weather forces the cancellation of the work day or requires a delay in the opening of WI, announcements will be made on the following local radio and TV stations.

FM radio stations WMA 88.5 and WFS 93.3, as well as WOP 103.5

Television stations WCR Channel 4 and WG Channel 5, as well as WJLA Channel 7. (Check the local cable listing for your area).

This is how to interpret closing announcements you hear on the media:

WI is closed. – WI will be closed until the work day begin on the following morning. When this announcement is made, it means no day or evening shifts will be held.
WI will open X hour(s) late. – WI’s official opening time is 8 a.m. A delay means that WI will delay the opening. So, we will not open at 8 a.m. Instead, we will open sometime later. For example, a two-hour delay means that WI will open at 10 a.m. (not 8 a.m., but two hours later). In that example, shifts that begin at 10 a.m. or later will be held as usual. WI employees should arrive at WI by 10 a.m.
Morning shifts at WI are canceled. – WI will be closed until noon. WI will open at noon and shifts beginning at noon or later will be held as usual. Afternoon shift employees should arrive at their normal time, being at WI by noon. Morning shifts that started before noon are canceled.
Day shifts at WI are canceled. – Day shifts are those shifts that begin between noon and 4:30 p.m. Shifts that begin at 4:30 p.m. or later will be held as usual.
Evening shifts are canceled. – Evening shifts are those shifts that begin at 4:30 p.m. or later. If evening shifts is canceled, WI will close at 4:30 p.m. and no further shifts will be held until the next morning.

WI makes its closing announcements as quickly as possible. During the workday, please do not call to ask whether WI will be closing. If the decision is to close, everyone will be notified. Responding to telephone calls prevents staff from receiving information from police and weather services and often slows down the closing decision.

Please do not contact WI Offices for closing information. Please use this guide to help decide when to work and when to stay home.

If you have not registered for WI Alert, and you would like to, please visit All you need to do is enter your mobile phone number, and you will be in the system. You will receive a text message when there are inclement weather announcements. Standard text messaging rates apply.

Thanks for your attention!