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Informal Reports

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Ali Murtaza (220101013)
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43 views13 pages

Informal Reports

Uploaded by

Ali Murtaza (220101013)
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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INFORMAL

REPORTS
Tehreem Ali
Lec. H&S
Institute of Space Technology
AGENDA
What are Informal reports?
Purpose of Informal Reports
Memorandum
WHAT ARE 3

INFORMAL
REPORTS
• Informal reports are usually written for readers within
and among organizations.
• Most often these reports are quickly prepared, require no
extended planning and contain little background
information.
• Also the informal reports are written without any
supplements (abstracts, title page, glossary, etc.) and can
have a variety of formats.
• Usually they range in length from one sentence to
several pages.
PURPOSE
4

The purpose of informal reports is to


communicate precisely and rapidly in any one
of these formats:

1. The memorandums,
2. the letter form, and
3. the prepared form report,

The informal reports are the kind most


regularly written and read in the working world
to keep the companies moving.
SOME REASONS WHY YOU MIGHT
5

WANT TO WRITE AN INFORMAL


REPORT

• a report of your progress on a specific job assignment


• a report of your inspection of a site, item, or a process
• a cost estimate for planning, material, labour, or a new
project
• a proposal outlining the reasons and suggesting a
plan for a new project
• a statement of reasons for equipment malfunction or
failure to meet the deadline
• a record of the minutes of a meeting
MEMOS
6

• a short message or record used for


internal communication in a
business/organization
• Have been replaced by emails in most cases
• being able to write clear memos certainly
can serve you well in writing internal
business emails, as they often serve the
same purpose.
• Memos are meant to be objective, formal
messages that directly and concisely address
their audience.
7

BEFORE WRITING YOUR MEMO, THERE ARE


TWO IMPORTANT QUESTIONS YOU SHOULD
ASK.

1.who is the memo’s audience?


2.what is the memo's purpose?
STRUCTURE OF
INFORMATION IN
A MEMO
SAMPLE MEMO FORMAT COMMENTS 9

To: Avionics Department • To: The person(s) to


From: Communication Support whom it is primarily
Consultants addressed (sometimes
Date: February 21, 2022 with job title) From:
Name of the writer,
Subject: How to Write an Effective usually (sometimes
Memo4 with job title)
• Date: The date on
The purpose of this memorandum is which the memo is
to explain the guidelines and the most distributed
effective way to write a memo. Memos • Subject: or Re: Concise
are different from emails or academic statement of the
papers because they are more formal memo’s topic
and concise than regular academic
writing. The guidelines below will
help you write excellent memos.
SAMPLE MEMO FORMAT COMMENTS 10

State the Purpose of Your Memo • Suggested ways to


Up Top section a memo are:
Heading, Opening,
The first paragraph is where your most Context, Task(s),
important information should go. Summary, Discussions,
Closing, Attachments
Good ways to begin a memo are with a
statement of rhetorical purpose such as
"The purpose of this memorandum
is..." or "In response to your request,
this memo provides recommendations
on..." The introduction is where the
audience and purpose are established.
SAMPLE MEMO FORMAT COMMENTS 11

Summarize Conclusions in the • Precise and important


Introduction information should be
provided in the section
Don't make your reader wait until headers. These should
they reach the end of your memo to be bolded and may be
integrated into the
understand its purpose. Tell them up
body portion of the
front exactly what the memo is about section.
and what you suggest in the body of
the memo. State the basis for your
conclusions in the introduction with a
brief overview of your methodologies
and analysis. You can list
recommendations in a bulleted list
like this:
• Item 1
• Item 2
• Item 3
SAMPLE MEMO FORMAT COMMENTS 12

Concluding Your Memo • Any attachments to


your memo can be
Following the inverted pyramid rule, listed like this:
the contextual information should fall Attachments:
in the closing section of your memo. Attachment name A;
Attachment name B;
The conclusion should include a
etc.
restatement of your primary topic with
further conclusions that aren't
imperative to understanding the
overall meaning of the memo.
Attachments are listed at the end
separated by semi-colons.
PRACTICE
EXERCISE
Mr. Saad Malik, the HR Manager of
International Trading Company Ltd. has
to issue a memo to all the staff to
clarify the granting of annual leave in
the coming year. Write a memo
informing the employees.

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