What are memo

A memo (short for memorandum) is a written message that is usually used for internal communication
within a company or organization. It serves as a means of correspondence between different
departments or individuals in the same establishment.

In business settings, memos are commonly used to circulate information or updates, to explain new
policies or procedures, to make announcements, or to request action from others. They are often sent
via email or printed and distributed physically.

Memos typically include specific details about the topic, such as date, time, location or deadline. They
are also usually brief and to-the-point, with a professional tone and clear instructions.

Here's an example of what a memo might look like:

To: All Employees
From: Alimamy K Turay , Human Resources Manager
Subject: New Office Policy

I am writing to inform all employees of an important change in company policy. Effective immediately,
all staff are required to adhere to a stricter attendance policy. This includes arriving on time for all
scheduled shifts, submitting absence reports at least 24 hours in advance, and providing medical
documentation for any extended absences.

These changes have been implemented to ensure greater efficiency in operations, and we appreciate
your cooperation in this matter.

If you have any questions or concerns regarding this policy update, please do not hesitate to contact HR.

Best regards,
John Smith
Human Resources Manager

Structure of memo

A memo is a type of document used for internal communication in an organization or company. It stands
for "memorandum" and is typically used to convey information, updates, or announcements. The
standard structure of a memo usually consists of the following elements:

1. Heading: This includes the name of the organization or company, the date, the sender's name,
and the name of the recipient(s) or audience. For example:

To: All Employees

From: John Smith, Human Resources Manager
Subject: New Benefits Package
Date: March 1, 2021

2. Opening: This is a brief introduction that sets the tone for the memo and identifies its purpose.
It should be concise and easy to understand. For example:
I am pleased to announce that we will be rolling out a new benefits package starting next month. This
change comes as part of our ongoing commitment to support and invest in our employees.

3. Body: This section is the main content of the memo and provides in-depth details on the subject
matter. It can include bullet points, graphs, tables or other visual aids that help to convey
complex information in a clear and succinct manner. For example:

The new benefits package includes increased paid time off, extended maternity and paternity leave, and
access to mental health resources. We believe that these changes will not only improve the overall well-
being of our staff but also help to attract top talent to our organization.

4. Closing: This is the conclusion of the memo and should summarize the most important points
made in the body. Additionally, it may include any necessary calls to action, follow-up
instructions, or contact information for questions or comments. For example:

We encourage you to review the full details of the new benefits package, which will be available on our
intranet site in the coming days. If you have any immediate questions or concerns, please reach out to
your supervisor or HR representative. We are committed to ensuring a smooth transition and look
forward to hearing your feedback.

5. Attachments: If there are any additional documents or resources related to the subject matter,
they can be included as attachments at the end of the memo. For example, a copy of the new
benefits package could be attached for easy reference.

Overall, the standard structure of a memo is designed to be clear, concise, and informative. By following
this format, memos can effectively communicate important information within an organization and
facilitate efficient decision-making and collaboration among staff members.

Q2c

To: All Workers

From: Alimamy K. Turay

Subject: Submission of Relevant Documents

Date: 10-03-2023

Dear all,

I am writing this memo to remind everyone that we require all employees to submit their academic and
other relevant documents. These documents are necessary for us to maintain the integrity and accuracy
of our records, and they are also important in ensuring that we comply with regulatory requirements.

We need all employees to submit their original or certified copies of relevant degree certificates,
diplomas, training certificates, and any other educational certificates. Additionally, we require your
national ID card, birth certificate and any other relevant documentation for personal identification.
Please note that submission of these documents is mandatory, and failure to do so may have serious
consequences on your employment status. Kindly ensure that all documents are submitted to the
human resource department by 12th March, 2023.

Thank you for your cooperation in this matter. For any clarification, please feel free to contact the HR
office.

Best Regards,

Alimamy K. Turay

Report writing

Report writing is a process of generating and presenting information systematically in written form,
aimed at conveying data or findings to an audience. The purpose of report writing may vary according to
the context and nature of the subject matter, however, the objective of all reports is to inform, educate,
persuade, or provide recommendations for future actions.

Generally, report writing involves several stages, which are as follows:

1. Defining Goals and Objectives: This stage involves understanding what the report will cover,
identifying who the target audience is, and specifying the objective of the report.

2. Gathering Information: Depending on the nature of the report, relevant information needs to be
gathered through various sources such as interviews, surveys, research papers, online resources,
etc.

3. Structuring the Report: An effective report requires a clear structure and logical flow of ideas.
The report should have a proper introduction, background, methodology, findings, conclusions,
and recommendations.

4. Analyzing and Interpreting Data: After gathering the relevant data, it is essential to analyze and
interpret the results to support the overall objective of the report. Tables, graphs, and other
visual aids can help illustrate findings.

5. Writing the Report: Writing the report involves preparing a draft report first, followed by editing
and proofreading. The language used in the report should be formal and easy to understand,
with minimal jargon.

6. Presenting the Report: The last stage of report writing is the presentation of the report to the
intended audience. A well-presented report enhances comprehension, helps create an impact,
and persuades decision-making.

Overall, report writing requires a systematic approach to generate accurate and reliable information of
interest to stakeholders concerned.

Structure of report writing

Report writing is the process of creating a document that communicates information in an organized
and objective manner. It involves gathering, analyzing, and interpreting data to answer a specific
question or to address a particular issue. Reports are commonly used in business, academic, scientific
and government settings, and their purpose can vary from documenting progress, informing and
updating stakeholders, or providing recommendations.

The structure of a report typically follows a standard format including the following elements:

1. Title page – This includes the title of the report, the name of the author(s), and the date of
publication.

2. Table of contents – This lists the headings and subheadings used in the report and the
corresponding page numbers.

3. Executive summary – This provides a brief overview of the main points of the report, including
the purpose, methodology, findings, and recommendations.

4. Introduction – This sets the context for the report and explains the background and objectives
of the research.

5. Methodology – This describes the methods and techniques used to gather and analyze data,
including any limitations or potential biases.

6. Results – This presents the findings of the research, often using tables, charts, and graphs to
illustrate key points.

7. Discussion – This interprets and analyzes the results and evaluates their significance, often
drawing on previous research and theories.

8. Conclusions – This summarizes the main points of the report and draws conclusions based on
the findings.

9. Recommendations – This suggests practical steps that can be taken based on the conclusions
and analysis.

10. References – This provides a list of sources cited in the report, using a standard citation style
(e.g. APA or MLA).

11. Appendices – This includes any additional material that is related to the report but not
included in the main body, such as technical specifications, raw data, or detailed calculations.

By following this general structure, report writers can present complex information in a clear and
logical way, making it easy for readers to understand and act upon the findings.

Rules of capitalization

The rules of capitalization in English vary depending on the word type, context and usage. The following
are some general rules to consider:

1. Proper Nouns - Capitalize the first letter of all proper nouns, which are the names of specific
people, places, things or animals. Examples: John, Africa, Mount Everest, Zebra.
 2. First Words - Always capitalize the first word of a sentence or quotation, regardless of context.

3. Titles - Capitalize the titles of books, songs, movies, poems, plays and other written works. Also,
capitalize job titles when they come before a person's name. Example: CEO Susan Smith, To Kill
a Mockingbird.

4. Acronyms – Capitalize all letters of acronyms or initialisms like NASA, FBI, etc.

5. Concrete Nouns –Generally, capitalizing concrete nouns like ‘Chair’,‘Table’,’Phone’ is not

mandatory but if it’s part of brand or company name etc. Capitalization can be accepted.
Example : Samsung Galaxy Phone.

6. Days, Months, and Holidays - Capitalize days of the week, months, and holidays. Example,
Sunday, January, Christmas.

7. Compass Directions - Capitalize compass directions only when they refer to a specific region.
Example: Her career has taken her down South.

8. Historical Events - Capitalize historical events such as World War II, Renaissance, Great
Depression.

In summary, capitalization helps to enhance clarity and readability of written materials, and the above
rules should be considered while utilizing capital letters in English writing.

Punctuation marks

here are some examples to help explain the use of common punctuation marks in English:

Comma ( , )
The comma is used to separate items or phrases in a sentence. It can be used to separate items in a list,
clauses in a compound sentence, and between an introductory phrase and the main clause.

Example 1: I need to buy eggs, milk, bread, and cheese from the store.

Example 2: She wants to go shopping, but she forgot her purse at home.

Example 3: After finishing his homework, John went out to play basketball with his friends.

Semicolon ( ; )
The semicolon is used to connect two independent clauses that are closely related. It indicates that
there is a stronger connection between the two clauses than a period would suggest.

Example: I have a meeting tomorrow; I need to prepare my presentation tonight.

Colon ( : )
The colon is used to introduce a list or explanation. It is often used after an independent clause to
introduce a related idea or detail.
Example 1: There are three things I need to do today: clean the house, do laundry, and grocery
shopping.

Example 2: She had one goal in mind: to win the competition.

Question Mark ( ? )
The question mark is used at the end of a sentence to indicate a direct question.

Example: What time is your flight?

Exclamation mark ( ! )
The exclamation mark is used to express strong emotion or emphasis.

Example: I can't believe we won the game!

Period ( . )
The period is used to signify the end of a declarative sentence, which is a statement that provides
information or make an assertion.

Example: We need to finish this project by Friday.

References

https://www.geektonight.com/report-writing/

https://www.merriam-webster.com/dictionary/memo