Memos and emails

Official business messages

Professional approach

Memos

MemorandumUsed for communication within the

organization.Purpose:Ask for informationGive informationRequest decision or actionConvey information about action or decision.

Format of a memo

Memos have just 2 sections :heading and the body.

A memo format may be vertical or horizontal.

Vertical format: all lines of formal info begin at the left margin.

Horizontal format: to and from begin at lefyt margin while date and subject are at the right.

Format

A memo should-

Have a one inch margin all around.

Be left justified.

Have block style paragraphs.

Be single spaced.

Double space between paragraphs

12 size font

A well written memo is informative and concise. Writing a memo needs preparation and organization.

A memo is always brief. Be plain, direct and concise using a comfortable natural style.

Have a style that is cordial, straight forward, lucid and yet formal. be conversational.

Email messages

Used for communication within and outside the organization.

InexpensiveSpeed-at times can create problem.netiquette-email etiquette.Email messages need to be professional and smart: be concise and to the point.Write a specific subject lineIdentify your self ,if necessaryInclude necessary infoKeep message focusedMaintain a professional tone.

Tone and language of email message must be professional and have:

Standard capitalization

Proper punctuation

Correct spelling

Standard font size

No short forms

Criticizing words, angry phrases

Use standard English

While sending important email Use a proper suitable salutationAdd your signature to email messageNo privacy in emailRespond promptlyFollow up urgent matters by phoneAvoid making needless printoutsdelete needless informationDo not send unsolicited emailsKeep date settings and internal clock of

computer accurate.

Reports- types and structures

A report is a logical and systematic presentation of facts and information related to a specific topic.It is defined as a written statement of the facts of a situation ,a project, a process or a test.

Purpose: information needed for reviewing and evaluating progress

Planning future course of action Taking decisionsReports provide feedback to managers for performance,

keep a check on a continuing activityPlan for future needsSurvey market for launching a new product.

Types of reports

Routine Special

Routine-periodical, prepared by filling printed/cyclostyled formsto conveybstandarised information about the progress or statusof work/tasks.submitted at regular intervals or soon after completion.

Special-required when a special situation or problem arises.

Types

Routine reports: Progress Inspection Performance appraisal PeriodicalSpecial reports First information report Investigating Feasibility or survey report Project report

Reports by individuals: short written in a letter form. long report written in schematic form.

Reports by committee: schematic form on organization’s letterhead.

Structure of a report: divided in to sections with headings ,so that info collected can be presented in a form that is easy to read and refer.a covering letter accompanies the report.

A report is formal and follows a logical order.

Parts of a report

Report has several sections enabling easy to read form.Essential sections:letter of transmittalTitle pageTable of contentsGlossaryAbstractIntroductionMethodology/findingsConclusionRecommendationsAppendicesbibliography

Business reports

Analyse the problem and the purposeAnticipate the audience response and

issues that will ariseResearch the data and collect informationOrganize, analyse, interpret the data,

prepare illustrations if appropriate Compose the first draftRevise proof read and evaluate

Steps in preparing to write a report

Understand the assignment clearlyAnalyse the situationStatement of purpose :expanded to include significance,

scope and limitations of the study.Anticipating the audience and its reactionsPreparing the outlinePreparation: collecting material/information sources:

personal observation, printed info and records, people, other media internet.

Organizing collected informationComposing the reportExpressions

Principles of work

Always keep the readers and their needs in mind

Choose simple wordsAvoid adjectivesBe specific and preciseNever exaggerateWrite to inform and not impressSimplify, justify , quantify

Order of writing

Main body Conclusions Recommendations Introduction Ancillary parts-content, acknowledgement,

reference, appendices, bibliography SummaryRemember reader’s response Revising: proof reading and evaluation