MEMO REPORT-ppt.pptx memo report writing in communication
- 1. Report writing Department of Communication, EIILM-Kolkata
- 2. Introduction to Report Writing A report is a logical presentation of facts and information. The information is needed for reviewing and evaluating progress, for planning future course of action and for taking decision. Reports provide feedback to the managers on various aspects of the organization. Special reports may be written by an individual or by a group of persons to whom the task has been assigned. The report is submitted to the authority that has assigned it. Reports are written for various purposes. They may be required to review performances, keep a check on a continuing activity, plan for the future needs of the organization, survey the market etc.
- 3. Types of reports Reports may be routine or special. Report Routine Special Progress FIR Inspection Feasibility/ Survey Performance appraisal Project Periodical Investigation
- 4. MEMO REPORT
- 5. Memo Definition A memo is a written, internal, informal communication document which is used within the company. Memo can be formal as a business letter and can be used to present a report. In simple words, a memorandum is a written message or information from one person or department to another in the same business. It is less formal than a letter. A memorandum is often abbreviated as a memo. Effective memos clearly state the objective in the first sentence.
- 6. Purpose of a memo Usually, a memo is written to inform readers of specific information. It is also used to persuade others to take action, give feedback on an issue, or react to a situation. Most memos communicate basic information, such as meeting times or due dates.
- 7. Types of memos Directive memo- states a procedure you want your reader to follow Trip report memo- usually sent to a supervisor after an employee returns from a business venture. The structure of the report is – purpose statement, summary, discussion and action. Response memo- the purpose is to give audience the desired information. The structure of the report is- purpose statement, summary, discussion and action. Field report memo- is used to report on inspection and procedures. The structure of field report is- purpose, summary, problem leading to the decision to perform the procedure, method, result, conclusion, recommendation.
- 8. Advantages of Memo Using memos has several advantages: Memorandum is quick. It is a convenient means of communication. It is inexpensive. Memos are used within an organization so one can use low-quality paper. It helps in maintaining written records.
- 9. Difference in formats of short and memo report Short report Title Terms of Reference (who, on what and how much) Procedure (of collection of data) Findings (observations) Conclusion Recommendation Memo report Title Purpose Statement Summary Discussion Action Recommendation
- 12. Memorandum TO: All Employees FROM: John Realman, Facilities Manager SUBJECT: Building Remodel DATE: October 6, 2019 The purpose of this memo is to update all employees on the scheduled building cleaning and maintenance and ensure cooperation. ● A crew will be repainting the parking lots on Tuesday. Please park in the indoor garage, which will be free of charge on Tuesday for this purpose. ● Power-washing of the building facade will begin Wednesday. As much of the cleaning as possible will be performed outside operating hours, but some may coincide with work. Please keep phone use to headsets and earpieces rather than speaker to avoid excess noise on calls. ● Window-washing will take place Thursday from 10 to 4. ● Cleaning and remodeling of the building’s interior will begin on Friday. As a thank you for your patience with the process, Friday will be an offsite team building day. Free drinks and snacks will be available at Matt and Mike’s Grill. We on the Maintenance team are grateful for your cooperation. Your patience with this process will be rewarded with a beautiful, more ergonomically friendly building. We request that all employees read this memo. Please direct any questions to realman@realco.com. Again, we thank you for your patience. We’ll see you at M and M’s!
- 14. Questions on Memo Report writing It has been proposed that the working hours of your bank branch be changed to morning to evening hours, for the banking convenience of customers. You have been appointed convener of a committee to look into the feasibility of implementing the proposal. Prepare your report with recommendation. Three management trainees have been appointed to a committee to look into the problem of theft and pilferage from the factory premises. Write their report. There has been a remarkable decline in the sale of sports goods manufactured by a company. The Marketing Manager has been asked to report with recommendations for stopping the decline. Prepare the report. You have been asked to visit the Branch Office at Nagpur to find out the working of the office and report it to the MD.