Memo & Report Writing

Techniques
 Format for Memos
Usually initialed by the To/From block.
No salutation and closing
Never use indented paragraphs
Subject lines are required; headings are
optional.
Headings must cover all information until
the next heading.
Never use separate heading for the first
paragraph.
 What Is A Memo ?
From Latin word memorandum meaning a thing
which must be remembered
Memos can take the form of:
a request or quick response to specific questions
communicating new information to the reader
persuading the addressee to take action
giving directives to subordinates
 The Purpose of Memos
The basic aim of the memo is to provide sufficient
information, suggestions and recommendations to
enable the recipient make informed decisions.
Given the purpose and objectives of memos in
management, a good memo must be; organized,
precise, and clear such that readers do not
misinterpret, devalue or completely miss the point.
 Concept of Strategic Writing
The concept of strategic writing should be employed when
drafting a memo to ensure efficient and accurate flow of
information.
This could be achieved through answering the journalist
question;
who,
when,
where,
what,
why and
how.
Concept of Strategic Writing ..
Planning the Memo
Brainstorming,
Titles,
Headings; and
Outline
Developing Ideas
Statement Of Purpose,
Carrying Out Your Plan,
Illustrations (Tables, Graphs, etc) and
Conclusion
Revising the Draft
 Essential Components and
Structure of Memos
Business writing strategies and samples of the
University of Purdue argued that a standard memo
should have:
Heading Segment
Opening Segment
Discussion Segment
Summary Segment
Closing segment
Necessary attachment of documents
 Essential Components and
Structure of Memos ..
Engineering Communication Centre of the
University of Toronto gives the following as
essential components of memos
A header
Purpose
Discussion
Summary
Action
 Essential Components and
Structure of Memos ..
Ere Technical Communication Centre Humboldt State
University
Header
who the memo is addressed to
who the memo is from
the date
specific subject of the memo
list of those receiving copies of the memo
* cc (carbon copy)
* bcc (Blind carbon copy)
 Basic Layout of A Memo
Purpose Paragraph
stating the topic/or reason for the memo
Discussion Paragraph
Providing information to the reader
Summary Paragraph
A miniature version of the memo
Summarizing the contents of particularly, long memos
Usually initialed by the To/From block.
No salutation and closing
 Basic Layout of A Memo..
Never use indented paragraphs
Subject lines are required; headings are optional.
Headings must cover all information until the next heading.
Never use separate heading for the first paragraph.
Action or Recommendation(s)
A clear call for action
Providing recommendation or suggesting action for what
the reader should do next (include alternatives)
 Examples of Common Types of Memos
Trip Reports Field or Lab reports
Progress / Status Reports
providing a periodic update to a project
Directives
stating task or procedure you want your readers to undertake.
Proposals
Investigation Reports
Feasibility Studies
Evaluation Reports
Completion Reports
 For Noting
Microsoft Word has memo templates that can assist with
overall format of your memo. It provides a selection of styles of
memo from which you can choose the one that suites you
best.
E-mail messages are by far the most common forms of memo.
Most organizations have adopted styles of memo writing to
meet their peculiarities
Most memos provide for circulation copies in the form of
carbon copies (cc)
blind carbon copies (bcc)
 For Noting ..

Memos can be routed, posted and forwarded and

they also get filed and that is why they must be
accurately, clearly and concisely written.
 Conclusion
A good memo is one that is clearly thought out, logically and
accurately presented with sufficient details (data/information) to make
informed decision on the matter at stake.
There is no universally accepted standard structure or format for
memos rather the reporter or organisation would have to adopt styles
of memo writing that suite their peculiarities.
The rule, however, is that a good memo must be organised, precise
and clear such that readers do not misinterpret the value or
completely miss the point.
Memos must facilitate effective and efficient communication between
the writer and the addressee
 Report Writing
Structure and framework for Report
Writing.
Techniques of Report Writing.
 What is a Report?
An informative presentation that describes the state of
an operation.
The word report is so neutral that it can mean any type
of research paper. A report can be;
a book review,
a critical interpretation of some issue or historical
event,
a detailed explanation of a scientific experiment,
an argument in favor of a political or social program,
a comparison of different sets of ideas, or
a descriptive essay about a person or place.
 What is a Report?.....
Unlike purely imaginative writing, report writing
follows a fairly definite pattern that includes the
following steps:
Choosing a topic;
Assembling facts;
Taking notes and keeping records;
Organizing and interpreting information; and
Writing and documenting the report.
 Purpose Of Report Writing
Essentially to provide sufficient information,
suggestions and recommendations to
enable the managers/sponsors to make
informed decisions.
 Types of Reports
Report Writing may take the form of:
Feasibility Report
Progress Report
Evaluation And Monitoring Report
Trip Report
Interim Report
Microsoft Word has memo templates that can
assist in accessing a suitable format.
We will focus on proposing a framework and
format for writing a progress report and interim
report.
 Progress Report
Progress report is a technical memo and a
variant of the general memo.
In writing such a technical memo, the
following format is recommended:
Introduction
Purpose of the Report
Intended audiences
Time period covered by the Report
Project objectives
 Progress Report ..

Project Description
Purpose and scope
Start and completion dates
Parties involved
This segment can be adopted from a
proposal or borrowed from a previous
Report.
 Progress Report ..

Progress Summary
This is the substance of the Report focusing
mainly on discussing:
Work done
Work in progress
Work to be done
The summary can be presented either in;
Project task approach format (if problems/changes
relate to specific tasks), or
Time period approach format (if problems
encountered or changes required are time bound).
 Progress Report ..

Sub-headings can be developed from the

approach adopted to structure this
segment.
Summary of financial data for instance,
can be presented in a table or appendix.
 Problems Encountered
All projects of size and significance are bound to
encounter snags such as:
additional requirements,
communications problems,
delays,
unexpected expenses, etc.
It is necessary to clearly explain;
What they are,
Problems Encountered..
How and why they came about, and
How they might affect key areas of the project
particularly as they relate to;
Project timing,
Costing, and
Quality.
Problems Encountered ..

It is also important to explain how past

problems were resolved.

There may also be need to suggest

plans/strategies to overcome problems
envisaged.
 Changes in Project Requirements
This records changes to the project such as;
Milestones added,
New requirements,
Schedule changes for good or bad, etc.
Even if they do not affect the ultimate
goal/purpose of the project, the sponsor may
need to know how problems have been
accommodated.
 Overall Project Assessment
Being a Report on an on-going project,
there is need for the reporters
professional opinion of how the project is
going.
This must be a realistic assessment that
will enable the manager or sponsor of the
project to make an informed decision.
 Reporting Apparatus
This relates to the procedure of Report
presentation and will include the following:
Letter of transmittal
Title cover (which may include name of
reporter and reporting period)
Table of contents
Abstracts/Executive summary
Appendices (mentioned in the Report)
References
 Interim Report
The Interim Report gives an overview of
the entire project as a prelude to the final
Report and will include the following major
components:
Executive Summary
Introduction
Programme Review (describing and
explaining the different stages in the project).
 Interim Report ..

For completed stages;

What was done,
Why and,
How it contributed to related stages,
Significant obstacles (especially if they
required a change of plan or timeline),
How obstacles have been overcome.
 Interim Report ..

For uncompleted stages;

Work being done
Work yet to be completed
What is to be done, why and how
Envisaged obstacles and how they might be
overcome
Expected outcome
 Interim Report ..
Changes to the programme providing explanations as to
Why a change was made
The changes made
What effect it will have on the timing, financing,
personnel needs, outcome of the project, etc.
Revised Milestones
Revised Division of Responsibilities
Appendix
Original milestones from the proposal
Original division of responsibilities from the proposal
References
 Report Writing Techniques
Choosing a topic;
Assembling facts;
Taking notes and keeping records;
Organizing and interpreting information;
and
Writing and documenting the report.
Report Writing: The Planning Stage

Defining Report Problems

Clarify requirements
Jot down possible themes
Define or refine structure
Check against requirements
Plan the timing of your work
 Developing Your Material
Avoid assertions.
Seek your evidence as widely as possible.
Use conceptual frameworks where appropriate.
Organize the materials you generate as your go
along.
Start drafting as soon as possible.
 Report Format
Summary
Title page
Contents list
Introduction
Main section
Conclusions
Recommendations
Appendices
References
 Example of Report Contents Page
Content
1. Introduction p.1
2. Problem Definition p.2
2.1 Contextual factors p.3
2.2 Performance objectives gap p.5
2.3 Cultural factors p.8
2.4 Leadership p.9
2.5 Control p.11
2.6 Communication p.12
3. Criteria for a solution p.14
3.1 Objectives p.14
3.2 Constraints p.14
 Example of Report Contents Page ..
4. Possible options p.15
5. Evaluation of options p.16
6. Conclusions p.18
7. Recommendations for implementation p.25
Appendices:
Appendix A Organisation chart
Appendix B Control loops operating indifferent
plants
Appendix C Main communication links
 Writing Clear English
Go for simplicity.
Focus on Activity.
Avoid sensational or emotive language.
Use the first person with care.
Check what you have written.
 Conclusion
A good Report is one that is clearly thought out,
logically and accurately presented and made
accessible to management (project sponsor)
sufficient details (data information) to make
informed decision on the matter at stake.
There is no universally accepted standard
structure or format for Report Writing, rather the
reporter or organisation would have to adopt
styles of memo writing that suite their
peculiarities.
 Conclusion..
The rule, however, is that a good Report
must be organised, precise and clear
such that readers do not misinterpret the
value or completely miss the point.
Reports must facilitate effective and efficient
communication between the writer and the
addressee.
What to Do to a Beautiful Report

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