Annotated User Documentation Reflection Memo Template

The template below shows the layout of your memo and instructions for writing the memo. Note these two important details:

The memo layout in the table includes more vertical space between the sections to allow for the full explanation.
The example does not include footnotes; however, your project should include footnotes for the course readings you use to support your analysis and revision.
The document is also missing page numbers. Your PDF memo should have page numbers (either at the top of each page or the bottom of each page).

Check out the User Documentation Reflection Memo Template (Format Only) to see exactly what your memo should look like.

Reflection Memo Template with Annotations

User Documentation Reflection Memo Template
This column shows the layout of your memo and includes instructions for writing the content of the memo.

Explanation of Template Elements
This column explains the format of the memo.

MEMO

To:	Traci Gardner
From:	Your Full Name
Date:	January 21, 2025
Subject:	Revision of the 4Help Documentation on “Resetting Your Forgotten VT Username (PID) or Guest Password from 4Help Portal”

Follow these instructions for the Introduction:

Briefly introduce the user documentation you have revised and redesigned: its title, its intended audience, etc.
Connect to the original, unrevised version of the user documentation using one of these methods:
- Link to the original version (the unrevised version) of the user documentation online.
- Upload a copy of the original version with your submission, and refer to the attached original in your Introduction.
End with a purpose statement that indicates
- your overall evaluation of the original document’s usability.
- a summary of the changes you have made to the document, which works as an Advance Organizer.
- what effect you believe these changes have had on its rhetorical success and overall usability.

Do not indent paragraphs
Use hierarchical headings, in bold. Your title should be the largest and then work down from there.

This is the intro paragraph. There is no need to give an introduction a heading, as it’s obvious it’s the intro.
Follow the instructions in the memo to write the intro.

Follow these instructions for the Plain Language Revision section:

Begin with an evaluation of the original document’s usability in terms of its writing style.
Discuss the document’s language, addressing these questions and connecting to the course readings:
- Is the language plain, overly formal and jargon-filled, or a mixture of both?
- How easy is the original content to understand?
- What rules of plain language does the content break?
- How does your revision alleviate these problems and improve usability?
Incorporate examples of original content and your revisions to demonstrate the impact of your work. Explain how your revisions address the original document’s shortcomings.

Begin all main sections with a First-level Heading (using the same size and style).
Include your section content in a paragraph under the heading.

Follow these instructions for the Redesign section:

Begin with an evaluation of the original document’s usability in terms of design.
Discuss the document’s original design, addressing these questions and connecting to the course readings:
- What rules of design does the user documentation break (contrast, repetition, alignment, proximity, white space, typography)?
- What changes have you made and how do your changes improve usability?
Incorporate examples of the original design and your redesign. Explain how your redesign addresses the original document’s shortcomings.

Add another main section with a First-level Heading (using the same size and style).

Follow these instructions for the Ethical, Legal, and Cultural Considerations section:

Begin with an evaluation of the original document’s ethical, legal, and cultural considerations.
Discuss the document’s consideration of these aspects, addressing these questions and connecting to the course readings:
- What ethical, legal, and cultural considerations does it exclude?
- What changes have you made, and how do your changes improve how the document addresses ethical, legal, and cultural considerations?
Incorporate examples of the original document and your revisions. Explain how your revisions address the original document’s shortcomings.

Add another main section with a First-level Heading (using the same size and style).
If desired, add subsections with Second-level Subheadings (using the same size and style for all subheadings) for each of the three considerations (i.e., Ethical Considerations, Legal Considerations, Cultural Considerations).

Follow these instructions for the Rhetorical Analysis section:

Begin with an evaluation of the original document’s appropriateness for its rhetorical situation.
Discuss the document’s rhetorical elements, addressing these questions and connecting to the course readings:
- How does the document adapt the information to its purpose?
- What does the document do to adapt the content to its audience(s)? How effectively does it address the audience(s)?
- What changes have you made, and how do your changes increase the document’s rhetorical power—its ability to accomplish its goal and connect with its audience?
Incorporate examples of the original document and your revisions. Explain how your revisions address the original document’s shortcomings.

Add another main section with a First-level Heading (using the same size and style).
If desired, add subsections with Second-level Subheadings (using the same size and style for all subheadings) for rhetorical elements (i.e., Audience, Purpose).

Follow these instructions for the Conclusion:

Reiterate your evaluation of the original document and how your revisions/redesign have improved it in terms of rhetoric and usability.
Answer the following question in this section: What did you learn about usability by completing this project?
End with your contact information so that the reader can follow up, if they desire. Here’s an example:
If you have any questions about my revision of the 4Help Documentation on “Resetting Your Forgotten VT Username (PID) or Guest Password from 4Help Portal”, please write to me at youremail@vt.edu.

Add another main section with a First-level Heading (using the same size and style).
Keep it simple.
Do not add your name or a signature block.