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

2. 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 ( ), if the is printed it should be printed on a high quality paper including all the formal parts of the memorandum.

3. 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.

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

5. 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)

6. 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.

7. 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

8. 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

9. 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.

10. Prefatory Sections (cont’d)
Table of Contents
Table Table of Contents Page
1 (Title) ………………………………
2 (Title) ………………………………
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.

11. 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.

12. 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.

13. 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)

14. 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