This document provides guidance on writing effective memos and reports in a business setting. It outlines the key principles of concise, timely, informative, focused, coherent, neutral or formal writing. For memos, it describes the common layout of heading, body, and end sections. It provides multiple examples of memos on various topics such as appointments, purchase orders, policy changes, and scheduled maintenance. It also outlines the common layout of short and long reports including introduction, discussion, conclusion, and recommendation sections. The document serves as a useful reference for best practices in business writing.

1. Business
Writing
Memos
Reports

2. Principles
An effective memo/report will be …
•
Concise
•
Timely
•
Informative
•
Focused
•
Coherent
•
Neutral or formal in style
•
Impersonal in tone if sent to a group of people

3. Common Layout of a Memo
H
e
a
d
B
o
d
y
o
o
o
Who(m)
When
What
No salutation
purpose: a problem, an
announcement?
Core
details: what, who, when, where,
how…?
Action
E
n
d
Opening
expected action/response
• End
Complimentary closing
No signature block

4. Examples:
To: Charles Stancobe – CFO
From:
Date:
Subject: Appointment – Commercial Manager, France
I have interviewed three candidates for this position and
recommended the appointment of Tim Scooba. My reasons
are as follows:
1 He has the required qualifications
2 He has a lot of experience for the products we sell in the
French market.
3 He speaks French fluently
4 His removal expenses will be minimal as he has no family
at present
If you approve our recommendation, I will prepare the contract
for signature. Please let me know your decision as soon as
possible.

5. Examples:
To:
All staff
From:
Date:
Subject: Purchase order
Please note that the purchase order (copy attached) must be
completed for all purchases over €50.
Complete purchase orders should be passed to Christine
Hantke to agree terms of payment with the supplier and then
sent to the Manchester office for final approval.
Purchase orders under €50 can be paid for from the petty
cash account.
Many thanks for your cooperation.

6. Examples:
To:
All staff
From:
Date:
Subject: Need for new memo format
I've noticed we don't seem to be able to communicate
important changes, requirements and progress reports
throughout the company as effectively as we should. I propose
developing one consistent memo format, recognizable by all
staff as the official means of communicating company
directives.
While I know this seems like a simple solution, I believe it will
cut down on needless e-mail, improve universal
communication and allow the staff to save necessary
information for later referral. Please talk among yourselves to
determine the proper points of memo writing and return the
input to me by 12 p.m. on September 30. I will then send out a
notice to the entire staff regarding the new memo format.

7. Examples:
To:
All staff
Subject: New memo format effective June 6
In order to make interoffice communication easier, please adhere to
the following guidelines for writing effective memos:
•
•
•
•
•
•
•
Clearly state the purpose of the memo in the subject line and in the
first paragraph.
Keep language professional, simple and polite.
Use short sentences.
Use bullets if a lot of information is conveyed.
Proofread before sending.
Address the memo to the person(s) who will take action on the
subject and CC those who need to know about the action.
Attach additional information; don't place it in the body of the
memo if possible.
Please put this format into practice immediately. We appreciate your
assistance in developing clear communications. If you have any
questions, please don't hesitate to call me.
Thank you.

8. Examples:
To:
All staff
Subject: Smoking
Due to several complaints, smoking will no longer be allowed
near the main doorway into the building. If you choose to
smoke before or after work, you may continue to do so in the
alley by the dumpsters. This policy change is in effect for
everyone that works for XYZ, Inc. with no exceptions.
Failure to comply with this policy will result in a one-time
warning before a written reprimand will be applied to your
permanent file and your annual review will be affected.
If you have any questions related to this policy, please contact
the Director of HR at 123-456 or via email at 123@xyz.com.
This is the only notice that will be sent on this issue and it will
be displayed in the lunchroom and by the main door into the
building.
Thank you.

9. Examples:
To:
All users of the email system
Subject: Scheduled Email server maintenance
The main email server will be taken down for routine
maintenance this Saturday from 11.00am to 2.30pm. This
maintenance window will allow us to do a full system backup,
database maintenance to increase speed and reliability, and
do our monthly SPAM filter update.
The Email Server will not be available this Saturday from
11.00am to 2:30pm
If you have any questions or a critical reason to reschedule
this maintenance, please call the help desk directly at 123456.
Thank you.

10. Common Layout of a short Report
H
e
a
d
• Title
B
o
d
y
• Introduction
what the report is about
No salutation
o
o
o
why the report is written
what it will cover
how the information was collected
• Discussion
• Conclusion
E
n
d
the facts the reporter has found
opinions/comments on discovered facts
With/without signature block

11. Examples:
JAPAN REPORT
Introduction
Earlier this month, I visited Japan to investigate the possibility of introducing our
products there. Although Larsen is a leading ice cream producer in the US, it is not
well known in Japan.
The Market
The ice cream market in Japan is very competitive, and is now open to foreign
companies. Sales of regular and high quality products have risen steadily in recent
years (see attached sales figures). I visited wholesalers, retailers, and sales reps in
the Tokyo and Osaka areas, and also spoke to consumer focus groups. I discovered
that Japanese consumers pay attention to:
a flavor: lighter flavors are popular
b image: effective advertising and attractive packaging are essential
c ingredients: all ingredients must be pure and information should be provided on
packaging.
…
Conclusion
Based on my research, I suggest that we first introduce a limited range of US-made
lines in retail stores. We should immediately investigate the possibility of production in
Japan, and I recommend that we offer a number of ice cream café franchises in
Tokyo area as soon as possible.

12. Common Layout of a long Report
H
e
a
d
• Title of the report
• Contents list
• Executive summary
B
o
d
y
No salutation
• Introduction
• Data collection
• Main findings
• Conclusion
• Recommendation
E
n
d
With/without signature block

13. Business
Writing
Memos
Reports