Chapter 16 - Memo Reports and Electronic Correspondence

Arguments of Different Reports

• Documents in Hard-Copy Versus Electronic
• Informational Versus Analytical Reports
• Formal Versus Informal Reports

Purpose of Memo Reports
Memos leave a paper trail of directives, inquiries, instructions, requests, and recommendations, and daily reports for future reference.


Elements of a Usable Memo

• Focus on one element or major topic
• Provide only the information and analysis the reader needs

Interpersonal Considerations in Writing a Memo

• What are we doing right, and how can we do it better?
• What are we doing wrong, and how can we improve?
• Who's doing what, and when, and where?
• Common Problems
• Griping or complaining
• Being too critical or judgmental
• Sounding too formal or informal for the topic and audience
• Using the wrong medium
• Being too bossy
• Neglecting to provide a copy to each appropriate person

Direct Versus Indirect Organizing Patterns

• Direct - give main topic first the give details
• Indirect - give details first then bottom line

Informational Reports in Memo Form

• Progress Reports
• How much has been accomplished since the last report?
• Is the project on schedule
• If not, what went wrong? How was the problem corrected? How long will it take to get back on schedule?
• What else needs to be done? What is the next step?
• Have you encountered any unexpected developments?
• When do you anticipate completion? Or (on a long project) when do you anticipate completion of the next phase?
• Periodic Activity Report
• Meeting Minutes
• What group held the meeting? When, where, and why?
• Who chaired the meeting? Who else was present?
• Were the minutes of the last meeting approved (disapproved)?
• Who said what?
• Was anything resolved?
• Who made which motions and what was the vote? What discussion preceded the vote?
• Who was given responsibility for which tasks?

Analytical Reports in Memo Form

• Feasibility Reports
• Is this course of action likely to succeed?
• Why or why not?
• What are the assessment criteria?
• Do the benefits outweigh the drawbacks or risks?
• What are the pros and cons?
• What alternatives do we have?
• Can we get funding?
• Should we do anything at all? Should we wait?
• Recommendation Reports
• Justification Reports
• State the problem and your recommendations for solving it
• Highlight the benefits of your plan before you present the costs; the bottom line is often a deterrent
• If needed, explain how your plan can be implemented
• Conclude by encouraging the reader to act

Electronic Mail

• Email Benefits
• Lack of real-time constraints
• Efficient filing, retrieval, and forwarding
• Attachments
• Democratic communication
• Creative thinking
• Collaboration and research
• Email Copyright Issues
• Email Privacy Issues
• Guidelines for using Electronic Mail
• Observe the Rules of "Netiquette"
• Check and answer your email daily
• Check your distribution list before each mailing
• Spell each recipient's name correctly
• Consider the Ethical, Legal, and Interpersonal Implications
• Assume that your email is permanent and readable by anyone anytime
• Avoid wise cracks and rude remarks (flaming)
• Don't use email to send confidential information
• Don't use your employer's email network for anything not work related
• Before you forward a message, obtain permission from the sender
• Don't write in FULL CAPS -- unless you want to SCREAM
• Use graphic highlighting
• For someone you don't know or someone in authority, use a formal salutation and closing
• Use emoticons and abbreviations sparingly
• Close with a signature section
• Don't send huge or specially formatted attachments without checking with the recipient
• Proofread before hitting the SEND button
• Guidelines for Choosing Email Versus Paper, Telephone, or Fax
• Don't use email when a more personal medium is preferable
• Don't use email for a complex message
• Don't use email for most formal correspondence

Instant Messaging
Should only be considered for quick questions rather than a way of planning or working out something.


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