Republic of the Philippines

Commission on Higher Education

Region V
LIGAO COMMUNITY COLLEGE
Soledad Street, Guilid, Ligao City, 4504
Email – Address: ligaocommunitycollege@gmail.com
Tel. No.: (052) 202 – 0634 / (052) 202 - 1891

MEMORANDA
AND
REPORT WRITING

Discussants:
Sheena Mae Payanay
Rica Shaina Noga
Renalet Precones

Course/Year & Block:

BSED ENGLISH 2-A

Instructor:
Mr. Bryan E. Novio
I. ACTIVITY
DOCUMENT DETECTIVES

Mission: An important documents for the Townsville were missing, and it’s up to us, the Powerpuff
Girls with the help of the people of the Townsville to find it before it falls into the wrong hands.

Mechanics :

* The class will be divided into teams.

* Each team will receive a set of clues that will lead them to different locations in the classroom
* At each location, they will find a piece of paper containing riddles.
* The riddles on each location will contain clues about the location of the missing documents.
* The first team to find the missing documents will be declared the winners!

RIDDLES & LOCATIONS

1. I have no key, yet I can open wide,
With a simple push, you can step inside.
I stand between two worlds, both near and far,
What am I, this entryway, a portal or a...?
What am I?
Location : Door

2. I hold flowers bright, yet I’m not alive.

With elegance and style, in homes, I thrive.
What am I?
Location: Flower Vase

I have glass and a frame, and I open wide.

I let in the air and the light outside.
What am I?
LOCATION: Windows

The final clue says

: 'To uncover what’s missing, wander around Townsville and search carefully.'
Let's keep going—soon, you’ll all figure out what the missing item is.
II. ANALYSIS
The missing documents are memorandum and a report, which is an important document for
giving information in the Townsville.

Objectives:
1. To define memorandum and idenify it’s basic elements.
2. To explain the fundamental concepts of report writing.
3. Create their own memoranda and reports through engaging activity.

III. ABSTRACTION

Memorandum
Memo as defined by Collins Dictionary is a short official note that is sent by one person to
another within the same company or organization to remind the recipient. It is a clipped or
shortened term for memorandum. It is one type of business correspondence together with
business letters, contracts, certifications, and endorsements which is written for the purpose of
effective management.

Purpose of Memorandum

1. To inform
2. To request action
3. To address Issues

How long should a memo be?

According to Locker (2006), some organizations force writers to be concise by requiring or
encouraging one-page memos. In simple situations, a page may be more than you need. In
other situations, careful revising and editing may enable you to cut your memo to a page. When
you can't get everything on one page even with careful revision, put the key points on one well-
designed page and attach appendices for readers who need more information.
Basic Elements of Memorandum

1. Heading most of the time, companies create their own heading

2. Dateline - the actual date when the memorandum is issued
3. Number-refers to the frequency of the issued memo
4. Receiver - the person whom the memorandum is to be sent.
5. Sender - the person who issued the memo
6. Subject - the topic or title of the memo
7. Enclosure attachments an optional part which includes the attachment

CHARACTERISTICS OF MEMORANDUM

Destination Internal correspondence written to

a colleagues within a company

Format Identification lines include “Date”,

“To/For”, “From”, and “Subject”. The
message follows these.

Audience Generally high-tech or low-tech,

mostly business colleagues

Topic Generally high-tech or low-tech,

abbreviations and acronyms are
often allowed

Tone Informal (peer audience)

Attachments or Enclosures Hard copy attachments can be

stapled to the memo

Delivery Time Determined by a company’ in-house

mail procedure. Memos could be
delivered within 3 days (more or
less)
"Memorandum For"
— subordinates to superiors
"Memorandum To"
— superiors to subordinates

Report Writing
- is a document that presents information in an organized format for a specific audience and
purpose

Purpose: Reports are used to communicate findings, record data, analyze information, or
recommend actions.

Language: Reports should be concise, coherent, and precise. Use simple language, avoid
jargon, and connect ideas smoothly.

Fundamental Concepts of Report Writing

1. K-I-S-S Concept:
2. Quoting, Paraphrasing, and Summarizing
3. Use of Graphic Organizers:
4. Documentation and Citation:
*Acknowledge sources using proper citation styles (APA, MLA).

Steps in Writing a Technical Report:

- Determine the problem.

- Identify the audience.
- Identify what you need to learn.
- Gather information and data.
- Summarize findings.
- Design and write the report.
- Draw conclusions and make recommendations.
- Cite references.
- Review and revise.
- Present or submit the report.

4 Basic Components

1. Heading
2. Introduction
3. Discussion
4. Conclusion/Recommendations

Categories of Report

A report should be well-planned and organized, logically sequenced, and easy to read. There are
two main categories of report, according to Roberts (1999);

1. Informal report can range from a few paragraphs to several pages. Whether an informal
report is written as a letter, memo, or email message, it generally includes an introduction, body,
and conclusion recommendations This report may function to inform, sell, direct, clarify, or
recommend.

The introduction elaborates the subjects and procedures of the report while the body presents
the findings from thorough researches. All findings are arranged in order of priority. Lastly, the
conclusion/ recommendation tells what the diagnosis is all about. It also gives the possible
actions, solutions or recommendations on what to be done about the findings of the study.

2. Formal report is generally lengthy. It may include title page, executive summary, table of
contents, list of figures and tables, list of abbreviations and symbols, body, conclusions or
recommendations, appendixes, index, and more. This report may function to inform. document,
direct, clarify, examine, analyze, propose, and recommend.

A report should be long enough to be thorough and short enough to be concise. To ensure that
your report is thorough, cover all the key issues. To ensure that it's concise, KISS (keep it short
and simple).Reports can just provide information, both provide information and analyze it, or
provide information and analysis to support a recommendation. Reports can be called information
report if they collect data for reader, analytical reports if they interpret data but do not
recommend action, and recommendation reports if they recommend action or solution (Locker,
2006) .

Three Levels of Reports

Reports can provide the following:

Information Only

• Sales reports (sales figures for the week or month).

• Quarterly reports (figures showing a plant's productivity and profits for the quarter)

Information plus analysis

•Annual reports (financial data and an organization's accomplishments during the past year)
•Audit reports (interpretations of the facts revealed during an audit)

•Make-good or pay-back reports (calculations of the point at which a new capital investment
willpay for itself)

Information plus analysis plus a recommendation

•Feasibility reports (evaluate two or more alternatives and recommend which alternative the
organization should choose)
•Justification reports (justify the need for a purchase, an investment, a new personnel line, or a
change in procedure)
•Problem-solving reports (identify the causes of an organizational problem and recommend a
solution).

IV. ASSESSMENT
Mechanics: The class will be divided in two groups. Each group will perform a role-play scenarios
that incorporates memoranda and report writing.