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Coming up with what you want to say is just a small percentage of writing. Editing and proofreading is most of the work. When you`ve finished writing your memo report, it`s time to cut away everything that doesn`t serve the purpose of the content. Reread your writing often, ideally after every significant edit, and read it out loud. It`s easier to catch mistakes when you can actually hear them. Step away from your report and come back an hour, or several hours, later. You`ll see it with a fresh eye and likely notice something you didn`t before.
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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."
Identify your purpose before you start writing your memo or report. It will save you lots of time rewriting later on and prevent a sense of aimlessness from creeping into your content.
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Finally, spend time to proofread, check for grammar and spelling, and double-check all relevant information and its logical flow. It is best to leave at least one day to check and proofread your work. Don’t try to edit it straight after you think you have finished, as you will tend to miss read what you have written. Get some sleep, and proofread it the next day.
Decide on the primary audience and then script the report at the adequate technical level. The secondary audience can be supported with supplemental information at the end of the report.