Professional Writing
A GUIDE TO WRITING
BUSINESS MEMOS
AND PROFESSIONAL
REPORTS
Objectives
 By the end of this presentation, you
should know
 that
business letters are not the only type
of professional writings you may have to
create.
 that professional writing is technical
writing required in the business world.
 how to format two types of professional
documents: memos and formal reports.
SHL1013 Professional English
Friday, November 23, 2012
Ermm... the pizza?
To liven things up a little....
 Slices of information: it’s difficult
to swallow pizza unsliced
 Take-home pizza: what you
might really want to remember
 No pizza: it’s a warning, a no-n0,
or something like a general alarm
bell
SHL1013 Professional English
Friday, November 23, 2012
What is Professional Writing?
 Professional Writing is professional
writing, which is a form of technical
writing.
 Professional writing is generally
persuasive writing.
Example 1: A resume and a cover letter to
persuade a potential employer to offer an
interview
 Example 2: A Findings Report to persuade
employees to follow certain policies or
procedures in order to improve performance or
correct errors or problems.

SHL1013 Professional English
Friday, November 23, 2012
Examples of Professional Writings
1. Business Letters: usually a formal letter to an external receiver
2. E-mail Transmissions: more informal than a business letter
3. Memoranda /memorandum: more informal than a business
letter, usually sent to one or more colleagues within the
organization
4. Reports: financial, audit, or statistical report that identifies a
problem and presents data, research, or recommendations for
a change or re-engineering process
5. Contracts: binding agreements or proposals between two or
more parties that can become legal documents if an offer is
accepted
6. Manuals: instructions, procedures or policies
7. PowerPoint: a visual slide show with notes, an agenda, or
information that supports a discussion
SHL1013 Professional English
Friday, November 23, 2012
Tip
Generally, it is an expected and
common business practice to
keep electronic or hard (paper)
copies of any communication that
you send to another person
regarding any business matter.
SHL1013 Professional English
Friday, November 23, 2012
Definitions
 Professional writing is technical
communication or technical writing.
 The word ―technical― means skilled,
specialized, and structured.
 Technical writing ―transfers information
about a situation, product, service, or
concept . . . to audiences of varying levels
of technical knowledge‖ so that each on
clearly understands the message.
 Technical writing follows rules and
protocols.
SHL1013 Professional English
Friday, November 23, 2012
Tips for Effective Writing
 Focus on the purpose of your writing
 Focus on your readers (Audience)
 Satisfy document requirements (Documentation style; visuals;









data)
Get to the point. (Concise, uncluttered sentences)
Provide accurate information (Research)
Present your material logically
Express yourself clearly (Grammar; Proofreading)
Use efficient wording (Word Choice)
Make your ideas accessible (Clarity)
Use lists for some information (organized bullets)
Format your pages carefully (be neat and leave white space)
Manage your time efficiently (Meet deadlines)
SHL1013 Professional English
Friday, November 23, 2012
Mistakes in Word Choice (1)
A short list of common word choice mistakes in professional
writing.
 affect, effect – Affect is usually a verb meaning ―to influence.‖
Effect is usually a noun meaning ―result.‖

The drug did not affect the disease, and it had several adverse side
effects.
 effect can also be a verb meaning ―to bring about.‖
 Only the president can effect such a dramatic change.
 a lot - A lot is two words. Do not write alot.
 We have had a lot of rain this year.
 data – Data means ―a fact or proposition. The singular datum
is rarely used.

New data suggest (not suggests) that our theory is correct.
 Like data, the words media and staff are plural nouns.
SHL1013 Professional English
Friday, November 23, 2012
Mistakes in Word Choice (2)
 farther, further – Farther describes distances.
Further suggests degree.


Iowa City is farther from Chicago than I thought.
You extended the curfew further than you should have.
 firstly – This can lead to fourthly, fifthly, sixthly,
and so on. Use first, second, third instead.
 kind of, sort of – Avoid using kind of or sort of to
mean somewhat.

The movie was a little (not kind of) boring.
 Do not put an a after either phrase.

That kind of (not kind of a) salesclerk annoys me.
SHL1013 Professional English
Friday, November 23, 2012
Mistakes in Word Choice (3)
 principal, principle – Principal is a noun meaning ―the
head of a school or organization― or ―a sum of money.‖ It
is also an adjective meaning ―most important.‖ Principle
is a noun meaning ―a basic truth or law.‖


The principal expelled her for violating several principles
expressed in the school handbook.
We believe in the principle of equal justice for all.
 regardless, irregardless – Irregardless is nonstandard.
Use regardless.

Regardless of what you think, “conversated“ is slang and the
correct word is “conversed.”
 try and – Try and is nonstandard for try to.
 The teacher asked us all to try to (not try and) write an
original haiku.
SHL1013 Professional English
Friday, November 23, 2012
THE BUSINESS MEMO
HOW TO FORMAT
HOW TO WRITE
SHL1013 Professional English
Friday, November 23, 2012
Confidentiality
 Memos typically make
announcements, discuss
procedures, report on company
activities, and disseminate
employee information.
 If you have something confidential
to communicate, don’t do it in a
memo.
SHL1013 Professional English
Friday, November 23, 2012
Business memos. . .
 are almost always used within an organization
 are normally used for non-sensitive communication
 may address one person or a group
 To: Mr. John Doe, CEO of Pepsi
 To: All Student Support Services Participants
 are short and to-the-point
 use a direct tone and direct language
 use a business tone with no slang or jokes
 have a format different from a business letter
 do not require a salutation (greeting)
 do not use a complimentary closing
 do not require a signature
SHL1013 Professional English
Friday, November 23, 2012
Memo Sample 1
College of Business Administration
Business Communication
Memorandum
To: CBA AIU scholars
From: Dale Coattail
Date: September 10, 2007
Headings w/
routing
information
Executive Summary or
Introduction
Re: How to Write a Memo
A memo is the most common form of written communication in business. To complete this task successfully, 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
Start the Body / Body Headings
This memo is an example of memo format. Note 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 that the target receiver will take your ideas seriously.
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.
Language Use
Although a memo can be less formal than a letter, a businesslike tone must be used: friendly, but not cute. The sender’s professional
image depends on perfect spelling and grammar. Edit for wordiness and get directly to the point. Use language to communicate your
ideas effectively and efficiently. (END)
cc: Your Instructor
Attachments: Rubrics
SHL1013 Professional English
Special notation
Friday, November 23, 2012
Format of a Business Memo
Business memorandum / memoranda (memos) use
a strict writing format to create an all-business,
public document with a friendly tone. There are six
common elements:
 TO: Align left, capital letters, near top of page
 FROM: Align left, in caps, immediately below
 DATE: Align left, in caps, immediately below
 RE: Align left, in caps, immediately below. This is
short for regarding.
 No signature: the sender is already known
 No closing: because there’s no signature
SHL1013 Professional English
Friday, November 23, 2012
The Technical Memorandum
 The most important information comes in the first




paragraph; the next paragraphs give the details of the
first paragraph.
Use a readable, professional look with single-spacing,
one-inch margins, and simple 12-point standard font.
Use a heading for each section in bold: Introduction,
Method/Analysis, Discussion, and Conclusion.
Use schematic diagrams with arrows pointing to
relevant information. Label each part.
Add references at the end of the technical memo to
document your source materials.
From http://www.ehow.com/how_6683002_write-technical-memo.html
SHL1013 Professional English
Friday, November 23, 2012
Center for Student Success
Trio-Student Support
Services
109 Shackelford Hall Annex
Troy, Alabama 36082
TRiO
Student Support Services
Phone: 334-670-5985
 Sample of a Letterhead with a
Business Address Left Side Bar.
 You may have to adjust your margins
to accommodate the side bar.
 Therefore, instead of a left margin of 1
TROY
inches or 1.25 inches, you may have a
left margin of 1.8 inches.
UNIVERSITY
SHL1013 Professional English
Friday, November 23, 2012
The Business Report
DEFINITION
TWO TYPES OF TARGET READERS
PURPOSE AND OUTLINE
PARTS OF A FORMAL BUSINESS REPORT
SAMPLE BUSINESS REPORT
STANDARD LANGUAGE WRITING
WRITING EXERCISE
SHL1013 Professional English
Friday, November 23, 2012
Definition
 A business report is a technical
report designed to persuade
readers.
 A report communicates research
findings, progress evaluations,
proposals plans, or other
information regarding a business
practice, situation, or project.
SHL1013 Professional English
Friday, November 23, 2012
Why write reports?
 In a global society, the ability to report
findings, to develop expansion plans, and
to propose solutions for business-related
problems gives a company strategic
advantage in world markets.
 Formal or informal reports are technical
communications that support business by
persuading business leaders, employees,
clients and other business stakeholders.
SHL1013 Professional English
Friday, November 23, 2012
The rhetorical triangle
Writer
Audience
(your ethics, morals,
skill set and plans to
use; your
characteristics to
meet your purpose)
(the passions, interests, or
characteristics of the ones
you’re trying to persuade
and their characteristics)
Subject
(the logic you will present, your topic, or message)
SHL1013 Professional English
Friday, November 23, 2012
Another triangle to use
 A memo begins with a problem or a found
PROBLEM or
SOLUTION FOUND

DETAILS
lists, tables,
documented
graphics
Expected
action
from the
reader




solution. Details go into the body of the
memo.
This inverted pyramid style of writing is
important because readers often skim
memos.
Starting with key information ensures that
a reader does not miss it.
Readers may not thoroughly read a memo;
they skim to bullet points, tables, and lists.
These can effectively summarize a
situation, or offer a checklist for reference.
Bullet points can quickly and concisely
relay information.
From http://en.wikibooks.org/wiki/Professional_and_Technical_Writing/Business_Communications/Memos
Types of Business Report Readers
 Skimmers – read quickly and look
for key words in reports; seek
bulleted information.
 Skeptics – read every word; seek
for logic flaws, for reasons to
disbelieve, or to say ―no‖. Give
plenty of examples, details, and
support statements.
What type are you?
Source: http://owl.english.purdue.edu/workshops/pp/audorg.ppt#277,10,When
you do not knowFriday,
your reader
SHL1013 Professional
English
November 23, 2012
First: the Purpose and Outline
 To outline is to create a
hierarchy of your ideas.
 Outlining helps you to
identify
 what your main points
are,
 what supporting material
is available, and
 what other information
you need to include.
SHL1013 Professional English
Example
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
Friday, November 23, 2012
Parts of a Formal Business Report
 Title Page
 Letter of Transmittal: A general letter identifying routing









information
Table of Contents: Listing of subject contents and pages
List of Tables and Illustrations: Names of graphics and pages
Synopsis / Executive Summary / Abstract:
Introduction
Methods of Research: How did you find your data? Did you
review literature, conduct a field experiment or survey?
Findings / Analysis: Discussion
Conclusions
Recommendations
Appendix: Graphs and Tables
SHL1013 Professional English
Friday, November 23, 2012
Sample: Letter of Transmittal
A Letter of Transmittal accompanies a business report and may take the form of a simple memo with the following parts:
TO: Dr. Rose Norman
FROM: Heather Cross
DATE: June 24, 2008
SUBJECT: EH 501 Final Report: An Analysis of Training Manuals for Peer Tutors in
Post-secondary Writing Centers
[Open with an overview.]
Enclosed you will find my final report for EH 501 entitled ―An Analysis of Training Manuals for Peer Tutors in Post-Secondary Writing Centers―
due December 7, 1999. [Then state your main finding] From interviews with five writing center directors and four consultants, I found that each
writing center has its own unique circumstances for training. The manuals from these same writing centers do contain some consistent areas of
attention. The manual produced for the University of Alabama in Huntsville Writing Center should reflect these findings.
[Then comes the descriptive abstract.]
The purpose of this report is to develop recommendations for a new training manual for peer tutors in a post-secondary writing center. Initially
the report gives a brief description of the writing center environment, pedagogy, and theory. For the specific application of peer tutor training,
the findings from interviews with Dr. Diana Calhoun Bell—director of the UAH Writing Center, directors of other writing centers, and
consultants are presented. The report compares information from these practitioner inquiries with the content and form of the sample manuals
obtained from three other university writing centers and with the existing UAH manual. The report concludes with recommendations for the
UAH Writing Center’s Training Manual.
[Then add whatever else you need to say.]
After an initial email request to twenty-five writing centers, I was able to collect three peer tutor training manuals and receive answers to
interview questions from two other directors. I interviewed four consultants in the UAH Writing Center using an abbreviated form of the
questions. Dr. Bell has continued to express interest in this study and its continuation into an actual product. I hope to undertake the writing of
the UAH Writing Center Consultant Training Manual as an independent study in the next semester.
Enclosure: Final Report (2 Copies)
SHL1013 Professional English
Friday, November 23, 2012
The Body of the Formal Report
 Introduction – state the topic sentence; state purpose of





the report; state the organization strategy of the contents.
Rationale of the Research – present information why the
research is done; state the context of the problem
Definition of Terms - definitions of key terms
Discussion – clearly present researched information or
data, and in-text references to sources. The APA format
is required.
Type the report.
Use graphics or illustrations only when these are wellplanned and documented, and when these help clarify or
add to the persuasiveness of the message.
SHL1013 Professional English
Friday, November 23, 2012
Use Simple English
 One of the most challenging business or
technical writing task is to construct
understandable, direct statements.
 The practice exercise is to determine if you
have that skill or if you need to develop the
skill of direct writing or Standard Writing
English (SWE).
 Complete the practice exercise. Compare
your answers with those provided.
SHL1013 Professional English
Friday, November 23, 2012
Writing Exercise
STANDARD WRITING ENGLISH (SWE)
SHL1013 Professional English
Friday, November 23, 2012
Rewrite in simple English (1)
1. All previously sent memos relating to this
subject with earlier dates may be
disregarded.
2. The consensus of opinion is that the end
result will be favorable in a positive
manner.
3. I would like to extend my thanks to you
for your aid and assistance on the
Humboldt operation.
SHL1013 Professional English
Friday, November 23, 2012
Rewrite in simple English (2)
There is an almost certain possibility
that the entire complete order will
not arrive by the assigned due date.
5. The end result of our in-house, onsite production activities is various
different products and output.
4.
SHL1013 Professional English
Friday, November 23, 2012
Rewrite in simple English (3)
For all intents and purposes, payroll
will basically be appending your
comp time towards your designated
vacation allowance.
7. Let me know if for some reason you
don’t get this e-mail. Otherwise,
please respond to it as soon as
possible.
6.
SHL1013 Professional English
Friday, November 23, 2012
Rewrite in simple English (4)
8.
9.
A proportion of people who work here feel
that it may well be that they should be able
to respond to the survey sometime in the
future, at a later date.
It proved to be the case that, as a result of
the on-going weekly updates, a significant
percentage of the staff not infrequently has
the ability to, in all cases, complete their
assigned, work-related activities in a
shorter time period.
SHL1013 Professional English
Friday, November 23, 2012
Rewrite in simple English (5)
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.
SHL1013 Professional English
Friday, November 23, 2012
KEY
COMPARE YOUR ANSWER TO THE POSSIBLE
ANSWERS GIVEN HERE
SHL1013 Professional English
Friday, November 23, 2012
Possible Answers
1. All previously sent memos relating to this subject with
earlier dates may be disregarded.
 Disregard previous memos on this subject.
2. The consensus of opinion is that the end result will be
favorable in a positive manner.
 Opinion is that the result will be positive/favorable).
3. I would like to extend my thanks to you for your aid
and assistance on the Humboldt operation.
 Thank you for your help on the Humboldt
operation.
SHL1013 Professional English
Friday, November 23, 2012
Possible Answers
4. There is an almost certain possibility that the entire
complete order will not arrive by the assigned due date.

The complete order will not arrive on time.
5. The end result of our in-house, on-site production
activities is various different products and output.

Our production results in a variety of products.
6. For all intents and purposes, payroll will basically be
appending your comp time towards your designated
vacation allowance.

Your comp time will be applied toward your vacation time.
7. Let me know if for some reason you don’t get this e-mail.
Otherwise, please respond to it as soon as possible.

Please respond to this e-mail by (specific time).
SHL1013 Professional English
Friday, November 23, 2012
Possible Answers
8. A proportion of people who work here feel that it may well be that they
should be able to respond to the survey sometime in the future, at a
later date.
 Some employees feel that they should be allowed to respond to the
survey later.
9. It proved to be the case that, as a result of the on-going weekly
updates, a significant percentage of the staff not infrequently has the
ability to, in all cases, complete their assigned, work-related activities
in a shorter time period.
 Due to the weekly updates, (specific figure) percent of the staff can
complete their work in less 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.
 Because Wednesday is Christmas Eve, the office will close early so
employees can be with their families.
SHL1013 Professional English
Friday, November 23, 2012
Again, the Objectives
This is the end of the presentation. You
should now know:
 that
business letters are not the only type
of professional writings you may have to
create.
 that professional writing is technical
writing required in the business world.
 how to format two types of professional
documents: memos and formal reports.
SHL1013 Professional English
Friday, November 23, 2012
Take-home Points
 A memo is not a letter. Memo writing uses a
specific structure.
 Put your point in the first sentence. Make your
primary point first.
 One idea per paragraph. When you have
another suggestion, thought or idea, start
a new paragraph.
 Make it scannable. Few people read every
word in an email. Use headers and bullet
points so your audience can quickly scan your
message and understand your point.
Adapted from "How to Succeed in Business Writing: Don't Be Dickens" by David Silverman.
Take-home Points
 In memo writing, shorter is better. The
purpose of a memo is quick
communication.
 A memo that looks too long can be set
aside for later. This can defeat a memo’s
purpose.
 If the message is longer than a page, send
it as an attachment or a document, with
the memo as the cover letter.
Adapted from "How to Succeed in Business Writing: Don't Be Dickens" by David Silverman.
Sources
This pizza consists of ingredients found in these sources:
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http://www.lupinworks.com/roche/pages/memos.php
http://en.wikibooks.org/wiki/Professional_and_Technical_Writing/Business_Communic
ations/Memos
http://www.ehow.com/how_6683002_write-technical-memo.html
http://www.slideshare.net/arntolentino/memo-writing-is-technical-writing-with-itssleeves-rolled-up
http://www.writeexpress.com/business-memo.html
http://www.mech.utah.edu/~rusmeeha/references/TechMemo.pdf
Basic Professional Writing, A Student Support Services Workshop, Troy University Main
Campus
http://www.csun.edu/bus302/Course/Communication/samplememo.pdf
The Institute of Technical Communication (workshop) June, 1998
http://oregonstate.edu/dept/eli/buswrite/memos.html
http://www.webs1.uidaho.edu/CE431/Handouts/Writing%20Expectations%20&%20Rubr
ic%20Handout.pdf
http://blogs.hbr.org/cs/2011/03/how_to_succeed_in_business_wri.html
http://www.csu.edu.au/__data/assets/pdf_file/0004/51934/Business-Report-WritingSkills.pdf
http://www.dummies.com/how-to/content/how-to-format-a-business-memorandum.html
SHL1013 Professional English
Friday, November 23, 2012