Chapter 18
Memo Reports and Electronic Mail
By Rebecca Bergeron
Purpose of Memo Reports
• To present ideas and facts to decision makers.
• A major form of internal written communication.
• Leaves a paper trail for future reference to trace
decisions, progress, etc.
Elements of A Usable Memo
• Heading
–
–
–
–
–
Identifies the sender
Recipient
Subject
Date
(Order of these items may differ.)
• * See Figure 18.1 on page 346 in the
textbook.
Interpersonal Considerations In
Writing A Memo
• A form of “in-house” correspondence
circulated among colleagues, subordinates,
and superiors.
• Topics include evaluations,
recommendations about policies,
procedures.
• What are we doing wrong, and how can we
improve?
• People are sensitive to criticism so be
careful about what you write in your
memo.
• Common mistakes that can offend
coworkers.
–
–
–
–
Griping or complaining.
Being too critical or judgmental.
Being too bossy.
Neglecting to provide a copy to each person
involved.
Common Types Of Memo
Reports
•
•
•
•
•
•
Recommendation
Justification
Progress
Periodic
Survey
Minutes of Meetings
Recommendation
•
•
•
•
Interprets data.
Draws conclusions.
Makes recommendations.
They are mostly written specifically for a request.
Justification
• A type of recommendation report, but is
often initiated by the writer rather than as a
request from the recipient(s).
• Instead of ending with a request or
recommendation, the Justification Memo
asks a question. For example: Why
should we?
Organizing A Justification
Report
• State the problem and
how you would solve the
problem.
• Point out specific things
like cost, savings, and the
benefits of your idea.
• Explain how your idea
can be put into action.
• Conclude by encouraging
the reader to act.
• Example on page 350 in
the book.
Progress Reports
• Tracks activities, problems, and progress.
• Good to do daily.
• It can be part of a series. For example:
you may have to do a proposal, then the
progress report and finally the final report.
• The progress report will help provide a
record and history of the project.
Types Of Progress Reports
ON THE JOB
• Summarize the work that
has been completed to
date.
• The details for the types
of training anticipated.
• Where you are meeting.
• The work that still needs
to be finished.
AT SCHOOL
• Summarize the project.
• Write down the work that
has been completed and
the date that it was
completed on.
• Work in progress.
• Work to be completed and
by what dates.
• Any complications that
you had or think you
might have.
Periodic Activity Report
• Resembles the progress report.
• Unlike the progress report, it summarizes
specific accomplishments and the general
activities on a given project.
• An example of a periodic activity report is
on page 354 of the book.
Survey Report
• Write the purpose of
the report.
• Present data in tabular
form for easy
comparison.
• Name sources.
• Discuss conclusions.
• Example on page 355
of the book.
Minutes Of Meetings
• Record who attended the meeting.
• Record the agenda of the meeting.
– Date, time, and place.
– It summarizes what was discussed.
• If there was a vote, record what it was and
its outcome.
• Record when the meeting ended.
Electronic Mail (E-Mail)
• Using email is how many businesses send and
receive messages.
Benefits and Issues Of E-Mail
Benefits
• Email is fast, convenient, efficient, and relatively nonintrusive.
• It has no special design, so it allows for the readers to focus more on
the message.
• It allows for workers to keep in touch on a project quickly by sending
and receiving questions.
Issues
• Gossip, personal messages, and complaints may be seen by
unintended recipients.
• There is a lot of junk mail.
• Some messages are poorly edited and long-winded.
• Messages may offend others.