ENGLISH102: ADVANCED WRITING AND SPEAKING

MODULE 2

1nd Semester | A.Y. 2022-2023

S
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MODULE 2
Memos & Reports
March26
September 14–– October
19, 2022 8, 2022

ENGLISH102
Advanced Writing & Speaking

JONNABELLE N. DE LEON, LPT

Instructor

Institute of Arts and Sciences

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- 2A, – 2A, - 2B,
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2AS

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Module 2: Memos and Reports

I. LEARNING OBJECTIVES:

At the end of this module, you should be able to:

Recognize the use and importance of memos and reports in chosen profession;

Familiarize memos and reports’ writing basics; and

Apply knowledge on writing memos and reports through given writing task/s.

II. TOPIC OUTLINE:

A. Memos

B. Reports

III. LESSON PROPER:

MEMOS

What is a memo?

A memo (or memorandum, meaning “reminder”) is normally used for

communicating policies, procedures, or related official business within an organization. It is

often written from a one-to-all perspective (like mass communication), broadcasting a

message to an audience, rather than a one-on-one, interpersonal communication. It may also

be used to update a team on activities for a given project, or to inform a specific group

within a company of an event, action, or observance.

Memos are a major accepted method of communication within a specific business,

company, or institution. The successful operation of a company depends on memos for

communication between the employees of the company.

What is its purpose?

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A memo’s purpose is often to inform, but it occasionally includes an element of

persuasion or a call to action. All organizations have informal and formal communication

networks. The unofficial, informal communication network within an organization is often

called the grapevine, and it is often characterized by rumor, gossip, and innuendo. On the

grapevine, one person may hear that someone else is going to be laid off and start passing

the news around. Rumors change and transform as they are passed from person to person,

and before you know it, the word is that they

are shutting down your entire department.

One effective way to address

informal, unofficial speculation is to spell out

clearly for all employees what is going on

with a particular issue.

While memos do not normally include

a call to action that requires personal

spending, they often represent the business or

organization’s interests. They may also

include statements that align business and

employee interest, and underscore common ground and benefit.

Memo Formats

A memo’s format provides employees with clear and easy access to information. The

message is direct. Unless directly related to the message, references to company structure and

operation are eliminated in a memo. However, a memo follows a specific format for easy

access to information.

There are three components to a memorandum: (1) the Heading/Letterhead, which

contains the corporate name/ company name, corporate trademark/ logo, and corporate

address of the organization and other contact information.

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A memo also includes a (2) the Heading Block or the Preliminaries that identifies the

recipient, the sender, the date, and the subject of the message. The order of the parts of the

memo heading block and location of specific part of the block varies, according to different

companies’ expectations.

TO :
FROM :
DATE :
RE :

Lastly, (3) the Message. In a standard writing format, we might expect to see an

introduction, a body, and a conclusion. All these are present in a memo, and each part has a

clear purpose. The declaration in the opening uses a declarative sentence to announce the

main topic. The discussion elaborates or lists major points associated with the topic, and the

conclusion serves as a summary.

BOARD CLASSIFICATIONS

There are three board classifications of memorandum according to its communicative

purpose:

POLICY STATEMENT MEMO

It enforces existing administrative policies or promulgates implementing guidelines of

existing administrative policies to a particular organizational context.

PERSONNEL DIRECTIVE MEMO

It handles personnel movements such as staff rotation, change of work assignment,

and committee membership.

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ROUTINE OPERATIONAL MEMO

It facilitates regular organizational activities such as announcements, events, and

similar regular activities.

NOTE: See samples provided by course instructor.

REPORTS

Employees in most organizations create and use reports; however, it’s important to

remember that these reports are markedly different documents than reports created in an

academic setting.

Reports are a key communication tool in any business, company, or institution. They

effectively share and retain information and decisions. Reports are classified into two main

types: informal reports and formal reports. Both of those classifications are further broken

down by type of information.

A report that is laid out well facilitates the reader’s understanding of its content. With

a clear function and purpose, a well-formatted report establishes the credibility and

professional abilities of the report’s writer.

TYPES OF REPORTS

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Informal Reports
Informal reports tend to be shorter, although the quantity of pages or words is not

defined. Think of informal reports as documents of under ten pages. An informal report

usually has specific topics grouped in paragraphs, and these topics tend to have simple

headings. Note that while informal reports often don’t have required headings, you can take

inspiration from the headings required in formal reports.

Formal Reports
A formal report tends to be longer; although, again, the quantity of pages or words is

not defined. It may start at ten pages and in some cases exceed one hundred pages.

With a formal report, the topic of the report or the policy of the company it’s being written

for determines which sections, labels, content, and purpose should be used as the basis for

the report. These reports address complex topics that require substantial description of

background, research on the topic, and evidence to support any proposed solutions. Both the

data gathering and the summary of the topic generate length. To keep this abundance of

information organized, the report requires formal headings and tight organization in order to

help the reader stay on track.

Informational versus Analytical Reports

Now that we’ve defined the difference between informal reports and formal reports,

let’s dive in a little deeper. Informal reports and formal reports have two major categories:

informational and analytical reports. It’s important to keep in mind that both informal and

formal reports can fall into these categories (i.e., you can have an informal informational

report or a formal informational report).

Informational Reports
An informational report provides a summary of information and data found on a

particular topic. One such report is the expense report: this report is a set of information that

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is used to request allocation of funds. The format is strictly pre-determined and it is often

completed at the end of a business trip.

Analytical Reports
The other category of report is an analytical report. In this report type, information is

researched and collected, then the report provides an analysis that leads to one or more

recommendations. For example, consider a report that helps a company determine where to

open a new store. The report might look at three properties with respect to road traffic, cost

of the land, and adjoining stores, and then recommend the best site from the alternatives.

INFORMAL REPORTS

Informal reports in the business setting are usually shorter

in length and have fewer sections than a formal report. Employees

in most organizations create and use informal reports. Almost all

informal reports are for internal use. Some institutions have

prescribed formats and others do not. As we’ve previously

discussed, an informal report fits in one of two large categories:

• Informational Report
• Analytical Report

An informational report provides background and information without reaching an

evaluation. These include simple reports like meeting minutes, expense reports, and progress,

or status updates.

An analytical report provides much the same information as the informational report

along with evaluation or recommendation. These reports may include feasibility studies,

justification reports, and proposals.

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Most organizations have specific forms and policies for the simplest reports, such as a

mileage reimbursement report. Other simple reports are not as restricted.

The following are typical types of informal reports. Keep in mind that there may be some

overlap with formal reports (i.e., some report types can be informal or formal):

MEETING MINUTES are a type of informal report that summarizes the discussion and

results from a meeting. These reports are informational. They are summaries, not a direct

collection of all statements from all attendees.

EXPENSE REPORTS are informal reports that nearly always have a prescribed format. These

reports consist primarily of number of expenditures by type of expense. There is

little to no free writing.

STATUS UPDATES may be internal to a company in addressing a business situation, or they

may be external in providing the status of a project to another organization. These reports are

short and tightly focused to the purpose. They are informational reports.

TRIP OR CONFERENCE REPORTS are used to summarize and transmit learning from a trip

or conference. They are informational, and they increase the value of the trip or conference

as they share what was learned with others.

PROPOSALS OR FEASIBILITY REPORTS for smaller or simpler projects can also be

considered informal reports. These are analytical, as they provide analysis and propose a

direction to take.

Sharing Informal Reports

Informal reports may be delivered in a variety of formats including letters, memos,

emails, and digital postings (such as a blog). While your delivery method may impact the

format of your report, the writing and purpose will stay the same.

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An informal report may be something as simple as a completed standardized form

designed by the company; it can also be something more complex, such as an informal

proposal. Informal reports may be informational or analytical.

Informal reports may have internal or external audiences. The format of the report

should align to the recipient:

Memos are used for internal communication.

Letters are used for external communication.

Web postings are typically used for external communication, but institutions that have

private networks may use these posting for internal communication.

Email may be used for internal or external reports depending upon company policy.

Regardless of the mode of transmission, the structure and content of your report will

be based on the type of the report.

How to Write an Informal Report

Writing informal reports follows the same steps of any other writing task. First is the

plan. Second is the writing. Third is the revising.

Planning Your Informal Report

When asked to create an informal report, first check to see if your organization has a

form or template that should be used. Then verify your understanding of the report’s purpose.

Next, you’ll complete any data gathering needed; by the end of the project, you should have

more data and knowledge than you started with (and possibly more than you need for the

report itself). You’ll use that data to create the report’s outline. Writers must take care to

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provide only what is needed for the purpose of the report: avoid wandering to interesting side

issues or presenting everything you learned whether or not it’s relevant.

In the process of writing a report, or almost any business writing, the planning step

should take at minimum 25–30 percent of the time or effort of the full report.

Writing Your Informal Report

With the detailed outline created in the planning process, the actual writing of the

informal report should go quickly. In this step, you’ll focus on paragraph structure, wording,

and phrasing.

Sometimes, writers hear the term “report” and think their writing style must change.

What works well for short messages also works well for informal reports. The primary

difference is that a report requires a bit more depth to appropriately communicate its

message: there are more words and paragraphs, but the words do not need to be longer or

more complex sounding.

Formatting Your Report

In writing your report, remember that headings guide the reader, but like an email

subject line, they are no substitute for clear, descriptive writing that helps the reader stay on

track. While writing your report, you should use summary statements as each paragraph or

section closes to avoid a jerky, disconnected feel in your writing. Ensure that each new

section below a header has a good topic sentence that serves as an introduction to the

section.

When writing your report, you can take your preexisting outline (from the planning

step) and use your word processor’s pre-formatted heading styles to create the headings for

your report. This provides benefits like it quickly organizes your report in a pleasing way.

When writing a report, writers often tend to add sections simply because they are

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“supposed to be there,” rather than focusing on the purpose of each section and how it might

support the report.

A stronger writing skill is to look to the type of report and the outline prepared for the

writing, then select headers that suit the content, rather than content suiting the header. With

informal reports, the style is somewhat relaxed, so headers should focus on making

information easy for the reader to access.

When writing a report, or in almost any business writing, the writing step takes about

40–50 percent of the total time or effort for the full report. This may surprise many writers

who think that this step is all you need to complete for a report. However, if you spend the

time to ensure the planning step is well done, writing goes much more quickly, and you’ll

produce a better report.

Revising Your Informal Report

As with most documents, the final step in creating a report is the one most frequently

skipped or only partially completed by writers; in fact, writers will often intentionally skip this

step, likely because it is at the end of a long process, and they are often eager to submit their

work to the requester.

Additionally, their familiarity with the content can lead to them seeing what was

intended versus what is actually written.

Another way to fail on this step is to read only for proofreading and grammar

mistakes. However, revising should also include going back to the original request for the

report and back to the original outline to see if the report is directly focused on the planned

purpose. Along the way of data gathering and finding new ideas on a topic, there can be

some unintentional shift in the focus of the writing. Look to ensure that just the information

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needed to address the topic is present. Ensure that the primary purpose comes across clearly

in your writing.

In the process of writing a report, or almost any business writing, the revising step

takes about 25–30 percent of the total time or effort of the full report.

FORMAL REPORTS

A formal report in business is closer to the kinds of reports you may have encountered

in an academic setting. A formal business report is generally longer than an informal report

and contains many specific sections and labels. These sections and labels may come from

company policy and practice or be prescribed by the outside organization the report is being

sent to.

While you’re more likely to encounter informal reports in your day-to-day work,

formal reports are used for more complex issues and in more complex circumstances.

Formal reports contain detailed information and research. They can be used to address a wide

variety of topics, ranging from larger internal problems or proposals to an external client.

Formal reports delve much deeper into a topic than an informal report. The label

“formal” may intimidate some writers, but the formal report is an extension of business

writing. You’ll use the same skills in all of your business communications—from the short,

limited data email, to the informal report, to the formal report. While you may not need to

write a formal report in your career, you will most likely see one and need to understand its

components in order to effectively make decisions.

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Types of Formal Reports

There are many different kinds of formal reports that you may encounter throughout

your career. Here are a few of the more common kinds:

RESEARCH REPORTS gather and explain data; these reports are informational. Module

4: Research discusses research methods to obtain the data you’ll use in these reports.

PROPOSALS may be internal to a company in addressing a business situation, or they may

come from a solicited or unsolicited sales situation. Formal proposals will include details of

the proposed solutions and costs.

FEASIBILITY REPORTS are a specific type of analytical report. When an entrepreneur or

business manager has a new idea, it is prudent to fully explore the idea before making major

investments. Some think of this report as a precursor to developing a full business plan.

While a business plan may take many months to develop, a feasibility report can be

developed in much less time, and it still provides excellent direction for decision makers.

BUSINESS PLANS are typically informational reports about what a new or existing company

plans to do over the next period of time. A business plan may take on a bit more of an

analytical tone rather than a strictly informational tone when it is shared with potential

investors. In some cases, the business plan may be presented with a request for funds; in

those cases, the writing is gently more persuasive.

Other complex recommendations may also come in the form of a formal report. These

recommendations result from a business problem that an individual or team has been asked

to solve.

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Sharing Formal Reports

Formal reports may have internal or external audiences. Formal reports will be

significantly larger than informal reports, and they often include a complex number of

references and appendices (in the Back Matter area of the report).

The format of a report aligns to the recipient’s needs. Formal reports may be delivered

in a variety of formats: documents, letters, digital postings to a website, and so forth. The

reader’s comprehension is of utmost importance in selecting the delivery method. No user

wants to receive an email and then tie up the office printer with a 40page report. Avoid

letting the delivery method hold back the meaning of the report.

Memos are less likely to be used for formal reports, since memos are typically used for

short messages, and formal reports are generally lengthy. Letters are for external use, and

again perhaps less likely to be used for a document of this type. However, a letter or an email

may be used to introduce an accompanying report. Web postings are generally external in

nature, but companies may have private networks for internal use. Depending upon the

organization, this may be a suitable transmittal method. Remember, just as with informal

reports, your delivery method should not change the content or structure of your formal

report.

Sections of Formal Reports

Depending upon the situation and the institution you’re working for or writing to,

some or all of the following sections may be required in a specific formal report. Some

guides to formal reports indicate that specific sections are recommended for each type of

formal report. However, smart writers will be sensitive to the organization’s requirements or

expectations and the needs of the information, then use that knowledge to determine the

contents of their report.

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The next few pages describe a large number of these section types so you, as a writer,

may pick and choose what is appropriate to each situation. It is important to the report’s

impact and the writer’s professional image to understand the purpose of each of these

sections.

In a formal report there are three major sections.

The FRONT part includes sections that come prior to the report itself to establish

various items such as authority of the report and intended audience.

The BODY OF THE REPORT has many sections of key information and possible

analysis. It is the meat of the report.

The BACK MATTER contains sections of material that support the body.

Front sections may include the following:

Transmittal letter
Cover page and Title Page
Table of Contents
Executive Summary

You will (or not) use these sections based on the context of your report, the information your

audience needs, and your company’s policies.

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Transmittal Letter
A transmittal letter is sent to the company or business leader who requested the

report. This letter may be sent separately from the report. This letter can be printed

(especially in situations where the report itself is a paper copy), or it can be sent as an email.

Cover Page and or Title Page

Almost all formal reports have a Cover or Title Page, perhaps both. These two pages

are used in nearly identical ways, yet some report types or organizations require both with a

slight modification to the page’s purpose.

A cover page is a very simple, precise, brief way to introduce your report to the

reader. This should contain:

A specific title in large font

Company name
Name of the author(s)
Date of the report
Relevant picture

Table of Contents, Tables of Exhibits, Tables of Illustrations

Formal reports are frequently lengthy and contain a Table of Contents to assist

readers. There may also be tables of exhibits or illustrations if needed. The use of these

sections in larger reports allows readers to quickly access the area of their interest: these

sections list important headings or figures in the report alongside their corresponding pages.

These sections may be used with either Informational or Analytical reports.

Executive Summary
An executive summary is just as the name says: it summarizes all the materials that

follow in the report. This section is different from an introduction as it summarizes the entire

report, rather than simply introducing it or laying out the structure for the reader. A good

way to approach the executive summary is to write it as if the executive or decision maker

will only read this section, even though that’s unlikely to be the case. This section is found in

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longer reports and is less likely to be found in a shorter report. It can also be used in both

informational and analytical reports.

Executive summaries should be written after the entire report is completed. This

allows the summary to be both comprehensive and well structured. Remember, the

investigation and details of the report must be complete and validated before the summary

can be written.

This section is offered in paragraph format, with a paragraph summarizing each

section in the report; thus, the executive summary is presented in the same order as the

report. The executive summary rarely includes images or graphics; however, a table might be

offered at the end of this section if the recommendation or options can be easily summarized

into a table. In sales or recommendation situations, the executive summary takes on greater

importance. It must clearly demonstrate that the analyses in the report are comprehensive and

thorough, and it must clearly lead the reader to the author’s desired conclusion.

Most importantly, all this must be done with brevity. Most executive summaries are at

most two to three pages, but length varies in proportion to the complexity and length of the

report.

The body of a report is what comes to mind when most people think of a report; it’s

the primary content. In this page, we will discuss several sections that are frequently used in

formal reports:

Introduction
Background
Purpose (or problem statement)
Research (or methods)
Recommendation (or solution)
Overview of alternative options
Evaluation
Benefits
Qualification
Management
Implementations
Schedule
Methods of operation
Costs
Conclusion
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This list may look intimidating, so it’s important to keep in mind that this isn’t a Table

of Contents for every formal report. Remember, as the writer, you should use what best suits

the material and organization’s requirements. There may be additional sections needed in

unique cases.

Back Matter

It may sound like a catch-all to say that all that is left goes in the back matter (also

called appendices). To do so appears to devalue the significant importance of material found

in this section; however, the back matter can provide critical details that could not easily fit in

the body of the report. This section can be used in both informational and analytical reports.

In the back matter, there is little prose provided to explain or connect the different

items, as the purpose of each item was explained in the body of the report when each item

was first referenced. Thus, the back matter is simply the location of these more detailed items

that are critical to support the report.

There is no “standard” list of items that should be included in the back matter of a

report. If the report is a response to an RFI or RFP, there may be extensive costs listed. In

other cases, this section may include sample contracts, which can become finalized should

the bid be accepted. There may also be extensive data sets provided, which cover far more

detail than the body of the report allows. As mentioned in our discussion of the body of the

report, you may also find individuals’ resumes.

IV. REFERENCES:

Bouing, Ronnie (2006) Effective Business Communication. Quezon City: National Book
Store

Guffey, Mary Ellen (2007) Essentials of Business Communication 7th Edition. Thompson
– South Western

Lumen Learning. (2020). Business Communication Skills for Managers. Retrieved from:
https://courses.lumenlearning.com/

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Lumen Learning. (2020). Technical Writing. Retrieved from:
https://courses.lumenlearning.com/

Prepared by:

JONNABELLE N. DE LEON, LPT

Instructor

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