Basic Business Communications Structures (Student: Lee)

Question: Evidence of knowledge of report structure, letter format, memo format, email.

Report

Format report content:

1. A letter or memo of transmittal or preface

- Sets the stage for the report and is usually addressed to the decision maker. It should identify the purpose of the attached report, may provide highlights of the content, and always ends with a statement of what the writer expects the receiver to do next in response to the report.

2. Cover

- Contains a title that captures the “so what” of the report. Usually, contains the sender’s name and the receiver’s, as well as the date.

3. Title Page

- Contains the same information as the cover, but may also contain a short abstract or descriptive summary of the report contents.

4. Table of contents

- Lists all important sections of the report. It will usually list the main headings and second-level subheadings from the discussion section.

5. Executive Summary

- Summarizes the main idea from the body of the document, including conclusions and recommendations. Generally, approximately 10 percent of the discussion section length; however, it must be long enough to capture the central content of the report, so it may need to be longer than 10percent.

6. Introduction

- Provides context for the report, including any information the reader needs to understand the background and impetus for the report.

7. Discussion

- Differ from report to report. It contains the developed content or argument organized logically.

8. Next step, if appropriate

- Outlines actions you expect the reader to take in response to the report as well as any follow-up actions you may be taking as well.

9. Appendix

- Contains any data or other support for your report that is too lengthy or detailed for the discussion section. It may also contain qualifications, any graphs or diagrams not needed in the body of the document, and examples of survey instruments. Note: Any item included in an appendix must be mentioned by number in the report and then included in the order referenced.

Reports are varied, each with some typical structural elements.

PROPOSAL REPORT

It includes the following: specification of the problem, the purpose, and the approach you will take in resolving an issue.

PROGRESS REPORT

Brings a project up to date, often includes the following headings highlighted from the body of the report: status, problems, changes, schedules, and costs.


PERIODIC REPORT

It is written on a recurring basis, and deals with an on-going situation. Computer printouts are sometimes used.

MEMO OR LETTER REPORT

It is a less formal report on a limited issue that uses the memo headings and subject declaration to present a specific issue.

The categories included in a report depend on the subject or situation. All reports need to be complete and accurate with informational headings to explain the subject and enable a reader to make a decision. In detailed, technical reports, for example, among the headings you should probably include are headings similar to the following:

1. Theory or background
2. Method(s) used
3. Results of research
4. Conclusions
5. Recommended action
6. Suggested follow-up

In reports where strictly controlled specific research is not required, the organization may resemble that of a memo, and may include the following headings: I Background, II Current situation, III Solution (if applicable) IV Recommendation.

Some informative reports, such as status reports, do not require a recommendation section. Quarterly or annual reports provide a sequential review of a specific time period, and although they may not include a recommendation, they may analyze the meaning of events in the time period covered and suggest future developments. As in any type of communication, format depends on purpose and on the needs of the audience.

Letter

{NOTE: your name goes only at the bottom}

Your Return Address
Your City, YO [your two letter state abbreviation] zip
Date (write out either like June 6, 2006 or 6 June 2006)

Recipient's name
Recipient's title
Recipient's company
Recipient's company address

Dear Mr. /Ms. Person: [note the colon]

Blah blah blah. With the blocked letter style each paragraph begins on the left margin.
Some more important information continues in the first paragraph for two to four sentences.

[2 lines of space between paragraphs]

Blah blah blah. Between paragraphs there is additional line space indicating a new paragraph. As before, this paragraph begins at the left margin, as do the date of composition, receiver’s address, complimentary close, sender’s name, title, and additional information.

[2 lines of space]

Sincerely yours,

{Three spaces so that your signature may appear here}

Name

Enclosure



Memo

Company Name

Company Address

Date of Memo



To:

From:

Subject:

Recipient of Memo

Writer of Memo Writer's Initials*

Title of Memo in Initial Capitals

To write effective memos you should

1. Be brief
2. Use clear headings
3. Use bulleted or numbered lists rather than text alone with a series of items
4. Include tables, if relevant
5. Use short paragraphs rather than long blocks of undifferentiated text




Attachments.


Copy to:

Name to Receive Copy

Name to Receive Copy



*Initials should be written in ink



Enclosure


Email

From: (Writer’s email address)

To: (Recipient's email address)

Cc:

Bcc:

Subject:

Dear Mr. /Ms. Person: [note the colon]

Blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah.

Sincerely,

Writer’s full name

Title and Department

Company

(Other information)