1. Official business messages Professional approach
Memos and s
Official business messages
Professional approach

2. Memos Memorandum Used for communication within the organization.
Purpose:
Ask for information
Give information
Request decision or action
Convey information about action or decision.

3. Format of a memo Memos have just 2 sections :heading and the body.
A memo format may be vertical or horizontal.
Vertical format: all lines of formal info begin at the left margin.
Horizontal format: to and from begin at lefyt margin while date and subject are at the right.

4. Format A memo should- Have a one inch margin all around.
Be left justified.
Have block style paragraphs.
Be single spaced.
Double space between paragraphs
12 size font

5. A well written memo is informative and concise
A well written memo is informative and concise. Writing a memo needs preparation and organization.
A memo is always brief. Be plain, direct and concise using a comfortable natural style.
Have a style that is cordial, straight forward, lucid and yet formal. be conversational.

6. messages
Used for communication within and outside the organization.
Inexpensive
Speed-at times can create problem.
netiquette- etiquette.
messages need to be professional and smart:
be concise and to the point.
Write a specific subject line
Identify your self ,if necessary
Include necessary info
Keep message focused
Maintain a professional tone.

7. Tone and language of email message must be professional and have:
Standard capitalization
Proper punctuation
Correct spelling
Standard font size
No short forms
Criticizing words, angry phrases
Use standard English

8. While sending important email
Use a proper suitable salutation
Add your signature to message
No privacy in
Respond promptly
Follow up urgent matters by phone
Avoid making needless printouts
delete needless information
Do not send unsolicited s
Keep date settings and internal clock of computer accurate.

9. Reports- types and structures
A report is a logical and systematic presentation of facts and information related to a specific topic.It is defined as a written statement of the facts of a situation ,a project, a process or a test.
Purpose: information needed for reviewing and evaluating progress
Planning future course of action
Taking decisions
Reports provide feedback to managers for performance, keep a check on a continuing activity
Plan for future needs
Survey market for launching a new product.

10. Types of reports Routine Special
Routine-periodical, prepared by filling printed/cyclostyled formsto conveybstandarised information about the progress or statusof work/tasks.submitted at regular intervals or soon after completion.
Special-required when a special situation or problem arises.

11. Types Routine reports: Progress Inspection Performance appraisal
Periodical
Special reports
First information report
Investigating
Feasibility or survey report
Project report

12. Reports by individuals: short written in a letter form
Reports by individuals: short written in a letter form. long report written in schematic form.
Reports by committee: schematic form on organization’s letterhead.
Structure of a report: divided in to sections with headings ,so that info collected can be presented in a form that is easy to read and refer.a covering letter accompanies the report.
A report is formal and follows a logical order.

13. Parts of a report
Report has several sections enabling easy to read form.
Essential sections:
letter of transmittal
Title page
Table of contents
Glossary
Abstract
Introduction
Methodology/findings
Conclusion
Recommendations
Appendices
bibliography

14. Business reports Analyse the problem and the purpose
Anticipate the audience response and issues that will arise
Research the data and collect information
Organize, analyse, interpret the data, prepare illustrations if appropriate
Compose the first draft
Revise proof read and evaluate

15. Steps in preparing to write a report
Understand the assignment clearly
Analyse the situation
Statement of purpose :expanded to include significance, scope and limitations of the study.
Anticipating the audience and its reactions
Preparing the outline
Preparation: collecting material/information sources: personal observation, printed info and records, people, other media internet.
Organizing collected information
Composing the report
Expressions

16. Principles of work Always keep the readers and their needs in mind
Choose simple words
Avoid adjectives
Be specific and precise
Never exaggerate
Write to inform and not impress
Simplify, justify , quantify

17. Order of writing Main body Conclusions Recommendations Introduction
Ancillary parts-content, acknowledgement, reference, appendices, bibliography
Summary
Remember reader’s response
Revising: proof reading and evaluation