Question

How to write informal report in memo format?

Answer 1

Businesses run on the efficient communication of information through progress reports on projects, budget reports, human resources updates, sales reports and reports on strategic benchmarks that have been reached. These reports are meant to keep a wide variety of people informed as to what is happening in the company. They are interim in nature and often form the basis for formal reports to stakeholders, boards of directors and regulatory authorities.

Format

Informal business reports are usually written in memo form. Place "Memorandum" at the top of the page and underneath that title list the date, to whom the report is addressed, from whom the report is emanating and the subject of the report. The subject can be "Daily Progress Report" or some other descriptive title. Often, the heading is separated from the body of the memorandum by a horizontal line. The body of the report should be short, factual and organized under outline headings if it covers a multipart topic. Any reference notes belong at the bottom of the memorandum below another horizontal line. Attach any documents that are referenced in your report or that enhance its clarity.

Gather Information

Gather the information before you sit down to write the report. Have all the necessary facts and your notes at hand so you can review them and decide how best to convey the facts so your readers fully appreciate the situation being reported. An informal report is an information tool and can include questions, suggestions and calls to action. A quick reflection on what you want to say before writing keeps the report short and focused.

Outline

Write an outline including an introduction, points to be covered and conclusion sections. An informal report should be short and give only a brief explanation of the information. Use bullet points whenever possible and graphs or charts if they are easy to understand. Keep in mind the needs of the readers of your report and limit the scope of the report to those information requirements.

Write

The introduction states the purpose of the report and its scope. Clearly mark each point of information with a heading or a bullet point and keep the text to one or two short paragraphs. Include only the facts, without editorial comments. The conclusion section is the proper place for evaluations, suggestions for further action and questions. When writing the report, keep yourself out of it unless you are required to provide analysis or your own opinion.

SAMPLE