HAWASSA UNIVERSITY

AWADA BUSINESS AND ECONOMICS COLLEGE

DEPARTMENT OF ACCOUNTING AND FINANCE
GROUP ASSIGNMENT
COURSE TITTLE: BUSINESS COMMUNICATION

NAME ID NO
1. FEYISO GEMEDI......................................................................0311/13
2. FIRAOL MOSISA......................................................................0319/13
3. HUNDAOL GELAN....................................................................0415/13
4. EPHREM SILESHI.....................................................................0273/1
5. KONJIT KISO.............................................................................0459/13
6. KEYREDIN HUSEN....................................................................0448/13
7. EMEBET HAILU.........................................................................0265/13
8. GETIE ESKEZIYA..........................................................................0355/13
9. MLKAMU AEMIRO.....................................................................0523/13
10. ESUBALEW TILAHUN............................................................0288/13

Submission date: 13/12/2022

Submitted to: Mr. Teriku Lendo
 TABLE OF CONTENTS
7. MEMO AND REPORT WRITING................................................ 1
7.1. Introduction............................................................................... 1
7.2. TYPES OF MEMOS....................................................................3
7.3. TYPES OF REPORT WRITING................................................... 8
7.4. TIPS OF MEMO AND REPORT WRITING ...............................
12
REFERENCES....................................................................................18

7. MEMO AND REPORT WRITING

7.1. Introduction
Business memos typicaly start with a purpose statement related to the
subject line which clarifies the reason the target audience should read it.
Depending on the length of the memo assignment, this may be brief. If an
action was requested, your purpose statement will acknowledge it:
REPORT: This topic pays attention to designing and delivering business
reports. It specially trains the learners in drafting business report
conventions. It examines categories, functions, organization formats, and
writing styles of reports.
Formal reports contain formal elements such as title page, a transmittal, a
table of contents, and a list of illustrations. Informal reports may be letters
and memos or even computer printouts of production or sales figures. But
all reports, whatever their length or degree of formality, provide the
information that people in organizations need to make plans and solve
problems.
DEFINITION OF TERMS
MEMO: A memo is a structured internal communication tool most often
used to convey information, announcements, and reminders (Young).
When a writer sends a memo, the writer does not expect a
reply.Memoranda, or memos, are one of the most versatile document
forms used in professional settings. Memos are “in house” documents
(sent within an organization) to pass along or request information, outline
policies, present short reports, or propose ideas. While they are often
used to inform, they can also be persuasive documents. A company or
institution typically has its own “in house” style or template that is used
for documents such as letters and memos.
A memo is a common form of communication in the business world,
in particular within an organisation, as it focuses on specific problems
and suggested actions to address these problems.
REPORT: Reports are a fact of life in business. A business report is an
impartial, objective, planned presentation of facts to one or more persons
for a specific business purpose, or an orderly, objective message used to
convey information from one organizational area to another or from one
institution to another to assist in decision making or problem solving. It
any informational work made with an intention to relay information or
recounting certain events in a presentable manner.
Reports are often conveyed in writing,speech,television,or film.
Report is an administrative necessity.
Most official form of information or work are completed via report.
Report is always written in a sequential manner in order of occurrence.
7.2. TYPES OF MEMOS
Memos Can Take Different Forms Depending On The End Goal They’re
Trying To Achieve. The Important Thing To Remember Is That Your
Memo
 Should Be Short,
 Direct, And Convincing.
Harappa Education’s Writing Proficiently Course Will Help You Structure
Your Ideas So That You Can Write Memos
 That Are Clear, Crisp And Impactful.
 The Prep–Point,
 Reason, Example,
 Point–Framework In The Course Will Help You Summarize The
Key Components Of Your Memos More Efficiently.
Some Of The Different Types Of Memos Are:
1. Request Memo
The Objective Of These Types Of Memos Is To Gain A Favorable
Response To A Request. A Request Memo Should Use Persuasive
Language Because The End Goal Is To Convince Others.
 For Example, Let’s Say You Have Come Across A Business Conference
That’s Relevant To Your Position.
You’ll Send A Request Memo To Convince Your Manager To Allow You
To Attend This Conference.
A Few Key Pointers You May Want To Keep In Mind While Writing
A Request Memo Are:
 State The Request Clearly
 Justify Your Request With Proper Reasons
 Explain Or Justify Any Financial Costs That The Organization
Will Have To Bear
 Present Your Recommendations For Action
 Keep Your Language And Tone Formal And Neutral
2. Confirmation Memo
These Memos Are Used To Confirm In Writing Something That Has
Been Agreed To Verbally.
Examples Of These Types Of Memos Can Be Observed In Situations
That Need Agreement Between Two Or More Parties.
For Instance, You Agree To Finish Your Project On Time If Your
Manager Agrees To Let You Hire Three Interns.
A Few Things To Remember When Confirming Agreements In Writing
Are:
▶Highlight The Significant And Important Details That Were Agreed To
Verbally
▶Be Specific In Your Demands And Targets
▶Ask For Feedback On Any Unclear Or Misunderstood Points
3. Suggestive Memo
These Types Of Memos Are Usually Circulated To Find Efficient
Solutions To Problems. One Of The Building Blocks Of Success In Any
Organization Is The Creative Thinking Of Its Employees.
Managers Or Team Leaders Often Encourage Group Discussions And
Brainstorming Sessions Through Suggestive Memos. The Purpose Could
Be Gathering Innovative New Ideas Or Generating Out-Of-The-Box
Solutions To Problems.
Here Are A Few Things To Be Conscious Of While Writing A
Suggestive Memo:
 Write In An Encouraging And Positive Way And Tactfully Present
Suggestions For Change
 Use Headings Or Titles To Differentiate Between Multiple Groups
Of Ideas
 Be Specific In Stating Your Expectations Conclusion
Over Time, The Medium Of Internal Communications, And Especially
Memo Writing, Has Changed.
Most Memos Are Communicated In Electronic Formats In Current
Times. No Matter Which Medium You Choose To Deliver Your Memos
In, Keep Reaching Out To Your Employees And Connecting With Them.
It’s A Good Idea To Remind Yourself And Your Co-workers About The
Perks Of Open Communication From Time To suggestion
4. Ideas and Suggestions Memo:
Sometimes memos are used to convey ideas or suggestions. Very often
managers ask subordinates for suggestions for tackling certain problems.
In such instances, an ideas and suggestions memo is required
Follow the guidelines listed below for writing this type of memo:

Write directly – the manager would not have asked for ideas unless he
thought the writer had something to offer.
a. Begin with positive comments about the current situation (no one likes
to be shot down), and then tactfully present suggestions for change.
b. Group ideas according to subject and use headings to highlight them.
c. Be specific and don’t stray off the point.
5. Informal Study Results Memo:
Organizational personnel are sometimes asked to write the results of an
informal study in a memo. The objective of the message is to present the
information in an easy-to-read, understandable form.
To this end, follow the guidelines listed below:

a. State the purpose at the beginning (and stick to it).

b. Use headings and sub-headings to make the reading as easy as

possible. Present data in a “Findings” section and interpret it in another
called “Conclusions” (or other similar terms).
c. Be specific. Stay on the point and address different issues one by one,
systematically.
d. Unless there is good reason to do otherwise, write the memo in
informal language and use personal pronouns.
7.3. TYPES OF REPORT WRITING
Reports have been classified into numerous ways by management and by
report preparation authorities. We classify reports based on their
forms,purpose( uses), contents, etc.
Based on forms:
Formal reports: are carefully structured; they stress objectivity and
organization, contain much detail, and are written in a style that tends to
eliminate such elements as personal pronouns.
The formal report is the collection and interpretation of data an
iinformation.The formal report is complex and used at an official level. It
is often a written account of a major project. Example of subject matter
include new technologies,the advisability of launching a new project
line,results of a study or experiment, an annual report,or a year old review
of developments in the field.
Informal reports: are usually short messages with natural, casual use of
language. The internal memorandum generally can be described as an
informal report.
Types of formal reports
They can be categorized as:
 Informational reports:
Informational reports present results particular problem or
situation so readers can understand. Example: Manager of a city’s
website might prepare an informational report for the city
council; the report would provide statistics on the number of
people who pay their city water and sewage bills online etc.
Informational reports might:
 Present information on the project.
 Present an Explain how status of current research update of
the operation or of a in your division.
 your organization or division does something.
 Present the results of a questionnaire or research.
 Analytical reports:
This type goes a step beyond presenting results. Analytical
reports present results, those results.
 Analyze those results , and These reports attempt to describe
then to explain what it means.
 Draw conclusions why or how based on something happened
and Like informational reports, analytical reports can be
formal or informal.
  Explain what cause a problem or situation Present the results
of a traffic study showing accidents at an intersection the
report explains what it means.
 Explain the potential results of a particular course of action.
 Suggest which option, action, or procedure is best.
 Recommendation reports:
This type advocate a particular course of action .
This usually present the results and conclusions that support the
recommendations. This type is identical to analytical report.
For example, your analytical report suggests using treatment X
is more efficient than treatments Y and Z. However, that does
not mean that you will use treatment X as cost and other
considerations might recommend treatment Y.

Types of informal report

There are many embodiments of the informal report:
 Sales activity report
 Personnel evaluation
 Financial report
 Feasibility report
 Literature review
 Credit report
7.4. TIPS OF MEMO AND REPORT WRITING
If you work in an office, you likely have to write memorandums.
A memorandum, or memo for short, is quite easy to put together. In their
most basic form, memorandums are just a short form of a letter. There
may be a heading written in bold or italics for emphasis.
Additionally, the memo may address a certain issue or request
permission to do something from an upper level executive.
Simple Steps for Memo Format
A memo is a written business communication that conveys basic
information. Using a simple, straightforward format makes that easy. You
should always check whether your workplace has a standard form for
memorandums. If not, follow the steps below for a universally acceptable
memo format.

Title: The word "Memorandum" should be in a significantly larger font,

bolded and either centered or placed in the top left-hand corner.
Recipient: Begin this heading with "TO:" and write down your
recipient(s).
Source: Immediately after the recipient, write "FROM:" along with your
name and position.
Subject: Write a short summary of the memo's purpose (no more than
about four words).
Date: Include the date of when the memo is sent.
Keeping to strict styles like this improves clarity and avoids the danger of
poor grammar or unclear communication. Example
Heading
TO: (readers’ names and job titles, but without honorific titles i.e.
Mr, Mrs, Ms, Miss)
FROM: (your name and job title)
CC: (other staff who need to read the communication)
DATE: (full and current date)
SUBJECT (or RE): (the main topic of the memo)
QUANTAS MEMORANDUM
TO: Olivia Worth, Executive of Government and Corporate Affairs,
Qantas Airlines
FROM: Michael Smith, Communications Strategist
DATE: May 5, 2017
SUBJECT: Business Case Analysis
TIPS OF MEMO WRITING
Here are a few quick tips for writing effective memorandums:
 Check for stylistic requirements with your job. Does the company
have a standard form when it comes to writing memos? If so, is it
downloadable?
 Make sure that the body of the text is clear,
 concise and grammatically correct.
 Keep things simple. Avoid long sentences and wordy phrasing.
 Do not use a salutation.
 You should simply go right into the subject of the memo.
 Use bulleted lists and headings to convey your message.
 Conclude the memo with any closing statements that may inspire
the recipient to take action.
 Mention any and all attachments at the end of the memo by using
the single word "Attachment."
 Once you've completed a draft, share it with a colleague.
 An extra pair of eyes always helps to catch errors and improve
 readability.
TIPS OF REPORT WRITING
These report writing tips will save you time and make sure that what you
write is relevant. There are five writing tips followed by five language
tips.
1. Write your executive summary and table of contents at the end
This means that the section headings and page numbers will be
consistent. The executive summary is much easier to write if you have
already written the rest.
2. Focus on the objective
Make sure you understand the purpose of your report and who you’re
writing it for. If you’re writing a report as part of your university course,
read the brief carefully and refer back to it so that everything you write
and include is relevant.
If you’re writing a business report, write an objective statement first. This
helps you decide what’s going to be relevant and important for the reader.
You can use the objective as the title of the report, or put it in the
introduction. For example:
 To identify new market segments and analyse the competition.
 To evaluate current HR policies and present new recruitment
method.
 To examine our R&D strategy and suggest new product
development ideas.
3. Plan before you start writing
Gather all your research and relevant information. You might need to
interview people, do some background reading or carry out experiments.
Decide on a structure for your report. How are you going to organise the
information you have into sections? How can you divide these sections
into headings and sub-headings?
Plan your structure by writing all your points on a piece of paper, then
grouping these ideas into sections and headings. Alternatively, try a
“mind map”. Write a subject word in a box, and then write ideas around
this subject word, drawing lines to connect them to the subject word.
Doing this can help you see where information is related and where it can
be grouped.
Make sure you keep a note of all your references so you can write the
references section afterwards. As you plan out the structure of your
report, think about how it’s linked to the objective of your report. What
conclusions or recommendations can you make?
Is there anything unusual that you might need to explain?
4. Use a clear layout
Make your report look more readable and inviting. Here are some ways to
help you do this:
Use headings and sub-headings to break up the text. Remember to
number these consistently. Here are two alternatives:
Section 1
Sub-section 1(a), 1(b)
Sub-sub-section 1 (a) (i), 1 (a) (ii); 1 (b) (i), 1 (b), (ii)
Or:
Section 1
Sub-section 1.1, 1.2
Sub-sub-section 1.1.1, 1.1.2; 1.2.1, 1.2.2
Include adequate spacing and margins to make the text look less dense
Write well-structured paragraphs. Paragraphs shouldn’t be more than five
sentences long. For example, your first sentence is the topic sentence –
the main idea of the paragraph. The second to fourth sentences expand on
this idea, giving supporting or additional information, commenting on the
points raised, or referring to other data. The final sentence concludes the
ideas presented, or leads on to the following paragraph.
5. Edit and proof read!
Here’s a check list of what you should ask yourself before submitting
your report:
 Is it free of grammatical mistakes, concise and easy to read?
 Do the sections follow on logically from each other?
 Is each point supported with evidence or data?
 Are the conclusions and recommendations persuasive?
 Are all the sources correctly referenced?
 And finally – have you kept to the report objective or brief?

REFERENCES
http://www.answers.com/Q/Definition_formal_report
https://www.google.co.in/search?q=formal+report&oq
http://www.preservearticles.com/201101133250/formal-reports-and-
informal-reports.html.