How to Write a Memo or Report

Memos are efficient ways of sending out concise information to a large group.

Writing a memo or report requires organization and vision. Memos typically are short and to the point whereas a report, while still organized, covers more information. An interoffice memo needs to be addressed to the appropriate people as to not cause confusion amongst employees. A report needs to be well thought out, noncumbersome and contain pertinent information for its purpose. Both memos and reports are used to present information in an organized manner.

Instructions

Memo

1. Organize your thoughts and information. The memo's intent is to be concise and direct.

2. Understand the format or layout of a basic memo. Generally, your memo will have an introduction, key points and some sort of closing (see reference 1 for a sample).

3. Simplify the information. Use common synonyms for unfamiliar words and use bullet points where appropriate.

4. Eliminate erroneous or irrelevant information. You do not want anything distracting the reader from the points and focus of the memo.

5. Know your audience. Memos typically have a professional voice. Refrain from slang or using the first names of co-workers or clients.

6. Check spelling, punctuation and grammar before releasing the memo. Spelling and grammatical errors will hurt the integrity of the memo by making it seem unprofessional.

Report

1. Organize your thoughts. Outlining your thoughts into headings and subheadings is a good way to clearly organize the information you want to include.

2. Understand the layout of the report. While reports are more broad in layout interpretation than a memo, it is important to know even basic report layout formats (see reference 2). The layout should include rudimentary elements such as an introduction, body and conclusion.

3. Know your audience. Be sure that the voice and tone of the report are pertinent to those reading it.

4. Proofread and edit the report when it is complete. Check for spelling and punctuation errors.

References

• Memo Format
• Writing a Business Report.pdf