Professional Documents
Culture Documents
Basic Business Writing
Basic Business Writing
Writing
Objectives
To teach students that business letters are not
the only type of business writings they may have
to create.
To teach students that business writing is
technical writing required in the workplace.
To prepare students to format two types of
workplace documents: memos and formal
reports.
Business Writing
is technical
communication
or technical
writing.
Business Writing:
Technical or Workplace Writing.
Definition of Technical Writing:
Writing that transfers information about a situation,
product, service, or concept . . . to audiences of
varying levels of technical knowledge, so that each
member of the audience clearly understands the
message.
The word technical means skilled, specialized, and
strict.
Technical writing follows rules and protocols.
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Formatting a . . .
Business
Memo
Memo Sample 1
College of Business Administration Business Communication
Memorandum
To:
CBA Students
From:
Dale Coattail
Date:
Re:
Headings w/ routing
information
Executive Summary or
Introduction
Your instructor has asked you to write a memo, which is the most common form of written communication in business. In order to perform this
task successfully, you should conform to general business standards of content, format, structure and language use. Regarding Content,
the first rule of writing a good memo is "Get to the point!" The second rule is "Know what your purpose is." Before you start writing, be sure
that you know what your "answer" is to the boss's or colleague's question. Don't include all your thinking in the memo. While several pages of
thinking might get written as you come up with the answer, the memo includes only the answer. Citations, financials, or justifications that must
be available to the reader can be added as appendices or written as a separate, formal report. The memo should include only those ideas that
are required for the reader's action or decision.
Format
This memo is an example of memo format. Note especially the routing information, the use of headings, and the single spaced block
paragraphs. If your memo looks like a memo, there's a better chance a business reader will take your ideas seriously. If you are working in a
CBA lab, the easiest way to duplicate the proper memo format is to use a template. (Select "new" from the File MENU and select the "memo"
tab on the dialogue box.)
Structure
The typical memo is only 2 or 3 paragraphs and fits on one page. The first paragraph summarizes the gist of the whole memo, then the main
points are covered in the same order they were previewed. Again, this memo provides an example of the typical structure.
Language Use
A memo is often less formal than a letter, but should still be written with a businesslike tone. You can be friendly, but not cute. Your
professional image depends on perfect spelling and grammar, but you can usually get away with a few "down home" expressions. Edit for
wordiness and get directly to the point. Use language to communicate your ideas effectively and efficiently. (END)
cc:
Your Instructor
Special notation
You may provide some indication of the end of the memo (END)
TRiO
Student Support Services
Phone: 334-670-5985
TROY
UNIVERSITY
Formatting a . . .
Business Report
Audience
skill set
Subject
(the logic you will present
-- your topic or message)
Outlining: create a
hierarchy of your ideas.
SAMPLE
Progress Report for January 2002
I. Background
A. Detailed plan regarding
staff hired in Dec. 2007
B. Objectives set for the first
month
1. Training/Orientation
2. End-of-Month testing
II. Work completed to date
A. Developed a training plan
and presented it to the
necessary committee
B. Plan approved Jan. 2008
III. Work to be completed
A. Plan to be initiated by
March 2008
B. Contact new staff
C. Train new staff
Methods of Research (How did you find your data? Did you review
literature, conduct a field experiment or survey?)
Conclusions
Recommendations
7. Let me know if for some reason you dont get this e-mail.
Otherwise, please respond to it as soon as possible.
7. Please respond to this e-mail by (specific time).
10. Due to the fact that the next Wednesday following Tuesday is the
day before Christmas, the normal work day will be truncated for the
purpose of allowing employees to join their respective families in
celebration of the holiday.
10. Because Wednesday is Christmas Eve, the office will close early so
employees can be with their families.
Before You Go . . .
Remember: Complete and submit your seminar
evaluation form to full-time staff.
Have a great day!
THE END