Introduction to memo writing, meeting minutes, and maintenance report writing: These essential communication tools play a vital role in conveying information, documenting decisions, and ensuring the upkeep of facilities within organizations.

1. Dr. SK Illangarathne
Senior Assistant Librarian
Technology Library
Faculty of Technology
Rajarata University of Sri Lanka
skillangarathne@gmail.com

2. 1. Memo Writing
A memo, short for memorandum, is a brief written message used for
internal communication within an organization. It is often used to
convey important information, make announcements, provide updates,
or request actions from employees. Effective memo writing involves
clarity, conciseness, and a professional tone. Here are key points to
consider:
Heading: Include the date, recipient(s), sender, and subject.
Introduction: Provide a brief overview of the purpose of the memo.
Body: Present information in a clear and organized manner, using bullet
points or sections if necessary.
Conclusion: Summarize key points, specify actions required, and
include a call to action if needed.
Closing: Sign off with your name and position

3. 2. Minutes Maintenance
Meeting minutes are formal written records that capture the
discussions, decisions, and action items during meetings. Maintaining
accurate minutes is essential for documenting official proceedings and
ensuring accountability. Here are key guidelines for minutes
maintenance:
Attendees: List the names of attendees and note any absentees.
Agenda: Follow the meeting agenda and document discussions,
decisions, and action items.
Action Items: Clearly outline action items, responsibilities, deadlines,
and follow-up procedures.
Signatures: Obtain signatures from the meeting chair and attendees to
certify the accuracy of the minutes.
Distribution: Distribute the minutes promptly after the meeting and
archive them for future reference.

4. 3. Report Writing
A report is a formal document that presents findings, analysis, and
recommendations on a specific topic or issue. Reports are used to inform decision-
making, provide insights, and communicate results to stakeholders. Effective report
writing involves thorough research, structured organization, and clear
communication. Here are key elements of report writing:
•Executive Summary: Provide a brief overview of the report, including key
findings and recommendations.
•Introduction: Introduce the topic, scope, and objectives of the report.
•Body: Present detailed information, analysis, and data in a logical and structured
manner.
•Conclusion: Summarize key points, findings, and recommendations.
•Recommendations: Offer actionable recommendations based on the analysis
presented in the report.
•References: Cite sources, data, and evidence used in the report to support your
findings.