Any kind of business writing including business memos and reports are mostly purpose- driven.
The purpose is to propose or convey some essential results. Clear and concise writing is one of the best ways to deliver purpose-driven material.
You have to think cautiously about all the elements that are required to be included in the persuasive, perfectly-written, and even-toned business reports.
Following are some excellent tips that can help to a great extent while writing a business report or memo:
- Start with defining your purpose
Before you initiate with writing your business report or memo, make sure that you have identified your purpose. It will prevent you from rewriting later on and will save a lot of time. Defining a purpose in advance helps in preventing a sense of aimlessness from sidling into your writing.
To get the ball rolling, utilize the strategies of investigative writing. Answer the questions like who, when, why, how, where, and what?
Are you speaking to your quality assurance team about a change in the deadline for a project?
What is the subject matter of your business report or memo?
Why is the subject matter of your business report or memo essential?
How can you resolve an issue?
What is your call-to-action?
How you can grab the attention of your readers?
Once you are able to crack the answers of some solid questions, you can fill in the blanks easily.
- Make use of language that is active, engaging and concise
While writing a business report or memo, concentrate on getting the point across rapidly but without foregoing the professional tone. Make use of clear and concise language. Don’t ever stray from your point. Using unnecessary jargon and dense language in your text is something that is not at all recommended. Try to use simple language but that does not mean that you make your writing boring. Utilize active sentences in order to keep your content engaging. Check out if you are using passive or wordy expressions like, “checking your inbox often might be very helpful.”
Instead, just say, “Check your inbox frequently.”
- Organize your thoughts
There are many business reports and memos that contain a blend of past developments, estimates, recommendations, and upcoming trends. In order to make it easier for the readers to follow your business documents, make sure that you present the entire information in a logical sequence
A typical business document starts with a primary theme, a sequence of perceptions to support it and end with a conclusion. In some reports, a summary is also included with a series of references. The best way to initiate your report is to create an outline.
If you are already aware of the theme, collect the facts that support your business report and then list the facts in order of significance. Also, mention the supporting information. If you don’t know how to assemble the information, follow the principle of organization as it is the main step to writing.
- For the purpose of precision and consistency, organize your ideas
If you want that your business report or memo us easy to read and all the significant details are easy to grasp, make sure that the report or memo is represented by following a logical progression of thought.
To create a structure that you can follow, make an outline.
- Guide of outlining
Initiate with an introductory section and then end with your final words i.e., concluding section. For each topic or title in your outline, write a brief description. This way, you will be able to flesh out your thoughts as well as reorder the structure of your outline as required.
A general guide that you can follow:
- Explanation or examination
- Example of an outline of a memo or business report
Following is an example of a memo that is about a change in payroll deadlines. Take a look.
- Explain the background of an issue with previous payroll dates.
- Explain the objective of the memo so that the employees are informed that a change has been made.
- Explain what will be the impact of the change on other office agendas.
- Insist on the employees that the change will make enhancements.
- Encourage the employees to send the questions or any other concerns.
The format of a business report or memo forms part of its presentation. You may have an ideal style of formatting for different types of business documents. Stick to those stipulations as they can assist you in organizing the structure of your business documents and the flow of your ideas.
- Editing and proofreading
Being able to come up with what actually you want to say is just a small portion of writing. Editing and proofreading is something that takes most of your time. Once you are done with writing your business report or memo, the next step that you have to take is to cut down everything that is unnecessary and that does not serve the objective of your content. make a habit of re-reading your content frequently. After editing, read your business document loudly. It is much easier to find out the errors and mistakes when you hear them. Take a break and step away from your business document and then come back, you will then have a fresh eye and can witness something that you have not before.