Author : Imogen Wortman.
Published : Thu, Sep 13 2018 :1 PM.
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Memos and reports, like business writing of any kind, are largely purpose-driven - there`s some new idea to propose or important results to convey. The most successful way to deliver purpose-driven material is through clear and concise writing. Think carefully about the elements that need to go into creating sharply-written, persuasive, and even-toned business writing. Follow these four tips on how to write a memo or report.
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The second important consideration is to evaluate your audience. Will they be able to understand what you are talking about? Are there different levels of readers who will read the report? The reader’s knowledge of the subject will greatly influence the information that you need to include.
To decide on the terms of reference for your report, read your instructions and any other information you`ve been given about the report, and think about the purpose of the report:
~ What is it about?
~ What exactly is needed?
~ Why is it needed?
~ When do I need to do it?
~ Who is it for, or who is it aimed at?
This will help you draft your Terms of reference.
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The first page is the first point of contact with your reader. It is also your opportunity to make a favorable impression. Don’t let your lack of artistic skills be an excuse because Word takes up the job with its in-built gallery of title pages. All you have to do is marry one to the theme of the report.
When you`re writing a memo, focus on getting the point across quickly without sacrificing a professional tone. Be clear and concise. Don`t stray from your point and don`t burden the text with dense language or unnecessary jargon. Use simple language, but don`t be boring either. Keep your content engaging by using active sentences. Watch for passive or wordy expressions, like "it might be very helpful to check your inbox often." Just say, "Check your inbox often."