Memorandums & Long (Formal) Reports Lecture 9 Memorandums & Long (Formal) Reports

Memorandums In contrast to the letter, which is directed outside the organization, the memorandum goes within the organization. It is the most common form of written communication between people or departments within an organization. Memorandums can be sent using electronic mail (E-mail), if the e-mail is printed it should be printed on a high quality paper including all the formal parts of the memorandum.

Parts of the Memorandum Standard memos consist of a heading with TO, FROM, SUBJECT and DATE. Unlike the letter, the memo requires no inside address, salutation, complimentary close or full signature but it is not unusual to sign the memorandum at the end along with a personal, handwritten note. Using the combination message-and-reply form is an especially good time and expense saver. A packet of 3 or more sheets plus carbons make up a message-reply packet. Printed instructions at the top or bottom tell the sender and the reader how to use the sheets. Each sheet is divided into 2 sections, MESSAGE and REPLY.

Office Interdepartmental Memorandum MEMORANDUM (Company Name) DATE: FROM: TO: TELEPHONE: DEPT: SUBJECT: Message, Comment or Reply WRITE IT; DATE IT; SIGN IT

Interoffice memorandum ABC Company INTEROFFICE COMMUNICATION TO PLANT/DEPARTMENT FROM PLANT/DEPARTMENT SUBJECT DATE Message SIGNED Reply DATE SIGNED PERSON RECEIVING COMMUNICATION RETAIN THIS COPY FOR YOUR RECORDS (1ST PAGE: WHITE) ORIGINATOR: DETACH THIS COPY, SEND REMAINING SET, CARBON INTACT FOR USE OF REPLIER (2ND PAGE: YELLOW) REPLIER RETURN THIS COPY TO SENDER (3RD PAGE: PINK)

Parts of the Memorandum Headings To From Date Subject Line Layout of the Memorandum Body Contains the message and is the most important part. The memo body is not centered on the page and is lined up evenly on the left, with a triple space between the last of the memo headings and the first line of the body.

Long (Formal) Reports Prefatory Sections Supplemental Sections Cover and External Title Title Fly and Internal Title Letter or Memorandum of Transmittal Table of Contents Executive Summary, Abstract, Synopsis Supplemental Sections Bibliography References Appendix Glossary Index Presentation of the Long Report Writing the First Draft Editing and Revising the Rough Drafts Typing the Final Document

Prefatory Sections Cover and External Title Cover may be leather with the title embossed directly on the cover. However, most reports have a simple hard cover, with the title typed on a gummed label. Title/Topic By whom Report name, Department, Institute Title Fly A blank page between the external title and internal title. Internal Title For whom Date

Prefatory Sections (cont’d) Letter or Memorandum of Transmittal Regardless of the formality of the report, it is conventional to address the receiver of the report. Most transmittal messages have 5 parts: Authorization Include the name of the group or individual who requested the report. Transmittal Details Simply state, “Here is the report you requested.” Background, Methodology Suggest the methods you employed in preparing the report. Highlights Briefly state your conclusions and recommendations. Courteous Ending Acknowledements. Indicating later reports. Including, if you are distant from the report readers, where you can be reached personally or via electronic means.

Prefatory Sections (cont’d) Table of Contents Table Table of Contents Page 1 (Title) ………………………………. 5 2 (Title) ………………………………. 7 Executive Summary, Abstract, Synopsis, Preface Executive summaries are often the most read page in a report. This prefatory part may be organized deductively (recommendations or conclusions at first, then introduction and body) or inductively (introduction, body and recommendations or conclusions). It is a one page summary of the whole report.

Supplemental Parts Bibliography References It is a list of all sources you cited as documentation for relevant content in your report. Bibliographies are often not a part of business reports. Know whether your company or advisor desires them or not. Bibliographies are usually included at the end of the document. References It is a list of only those sources that you have cited and used as a part of your report. References are also placed at the end of the report. References are considered to be a compulsory part of a report.

Supplemental Parts (cont’d) Appendix You put materials into the appendix when you need to include them somewhere in the report but they are not essential in developing any part of the text. The appendix lets you avoid cluttering the body, copies of questionnaires or pamphlets that are unnecessary for understanding the report but that may be useful for reference or as supporting information. Glossary When your report includes any terms that have several possible interpretations, definitions are inserted at the end of the report under a heading know as glossary. Index The index lists topics alphabetically and with page number that guide the reader to various places that discus certain subject matter in the report. Only in very long reports you will need an index.

Presentation of the Long Report Writing the first draft Introduction Body Conclusion Editing and Revising the rough drafts Typing the final document (In book see pages 335 – 346)

YOUR PERSONAL EXPERIENCE OF ONE SEMESTER AT IMS INDIVIDUAL REPORT & PRESENTATION REPORT GUIDELINES 20 PAGES REPORT REPORT SUBMISSION OCTOBER 22, 2010 REPORT PRESENTATION OCTOBER 29, 2010 NO EXCEPTIONS PRESENTATION TIME TOTAL 15 MINS (10 MINS PRESENTATION AND 5 MINS Q & A) YOU WILL HAVE TO SPEAK FOR ATLEAST 5 MINS. YOUR PERSONAL EXPERIENCE OF ONE SEMESTER AT IMS