Instruction
DOCUMENT #1 - Short Proposal Memo
Scenario: While working your everyday job you see something that can improve the company or organization, either a new product or service to sell or a change to the company to improve efficiency and/or productivity. The first wise step is to briefly introduce the idea to the appropriate reader (a decision-maker in the organization).
You have two objectives: (1) get permission to continue researching the idea on company time, and (2) get the appropriate leader in the company on board (act as a mentor to you during this process).
If you have a "real" company that you want to do this for, great! If not, use MTI (see course outline).
Here is the memorandum structure for everyone to follow:
MEMO STRUCTURE:
1. Memo Heading
TO: (if using MTI, make up a name and job title)
FROM: (name, title)
DATE: (date the reader will receive the document)
SUBJECT: (project title)
2. Opening Paragraph
What am I reading? The reader has not asked for this document, so he/she is no expecting it. Good technical writing will forecast for the reader what information is about to come, so the reader can be prepared and will only have to read the document once to retain the appropriate details out of it.
3. Discussion
What is the broad problem or need that you see? Define. Provide one piece of research evidence—statistics, expert quote, or case study example--to indicate the level of significance of the problem or need.
In other words, how large a market or how important an internal problem is this? You must cite the source of your information. For expert testimony, you want to use a quote from a respected expert (author of business articles or CEO of a well-known company) that states "yes, this is an important issue for American businesses" or something to that effect.
List and briefly define all the possible ramifications--at least three--(negative effects) of this broad problem. One sentence definitions for each ramification is all that's needed here or a self-explanatory list would be even better.
For example, if my project idea is the solar powered car, then the broad problem is the gasoline powered car. Its ramifications are air pollution, nonrenewable energy source, cost of fuel, U.S. dependence on imports of oil, etc. The research to support this point could be statistics on air pollution caused by automobiles, statistics on rising fuel costs, an expert testimony on the nonrenewable issue (i.e. when the world will run out of oil), or for the market, a statistic for the number of automobiles sold in the world or US last year.
What is your proposed solution? Briefly explain what you want to research as a possible solution to the problem or need discussed above. Again, you will get into much more detail in a later report but you need to briefly introduce the area of your project here.
For example, if my project is the solar powered car, then I would provide a brief definition (one paragraph) of what that is and how it relates to the ramifications of the automobile.
4. Conclusion
Okay, the reader thinks this is a good idea. What do you want from him/her? (e.g. feedback on the concept and permission to research this further on company time)
5. Work Cited
Provide a correct bibliographic reference to the source cited in the problem or need discussion.
This document must be one page. Try to keep all memos to a single page (if you want them to be read).
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Here is an example piece
TO: Roger Smith, Chairman, General Motors Corporation
FROM: Ken Meady, Engineer, Research and Development
DATE: January 22, 2010
RE: Solar Powered Car
This is a memo to introduce my idea for a solar powered vehicle. I will discuss the problems with the current gasoline fueled vehicles and then provide a brief overview of my solution.
The gasoline powered vehicle has captured the transportation market in America. There are currently over 250 million gasoline vehicles owned in the United States (Automotive Fact Book, 2009). However, the gasoline fueled vehicle has several problems: pollution, nonrenewable fuel, the United States' dependence on oil imports, and high cost of fuel.
The solar powered vehicle would alleviate all of these problems. The challenge is designing a solar powered vehicle that will replace the gasoline fueled vehicle in functionality with the American consumer.
I would appreciate any feedback you have on this idea and your permission to research this further. Thank you for your time.
Work Cited
Automotive Fact Book. Prentice-Hall, 2009.