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Memorandum or

Short Reports

Please examine the question and marking guide and/or check with your tutor as the specific

memorandum report format required may vary.

The memorandum or short report is a written presentation of factual information based on an

investigation. It involves interpreting and/or deducing from the information, to provide

recommendations to improve a situation or to solve a problem. It is usually one page in length

and begins with the headings:

To:

From:

Date:

Subject:

The three basic sections that follow are:

Introduction

• This introduces the purpose of the report, or the problem to be investigated or reported on.

• It may include the terms of reference and a brief outline or background to the issue or

relevant circumstances.

The terms of reference sets out the purpose and scope of the report. It states:

• who asked for the report,

• when,

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• what specifically is asked for, and

• when it is due.

Body

• The body states the procedure (methods) used to gather the information (findings), for

example, interviews, questionnaires, visits, observations and/or research

(books/documents).

• Often set out in paragraphs under subheadings and/or numbers, the findings are the

specific and relevant facts obtained e.g. the garden centre customers often come in family

groups.

• The paragraphs should contain a topic sentence containing the main idea, and this should

be adequately supported with details of the evidence and findings.

• Paragraphs should be arranged in a logical order.

Conclusion

• It summarises the clear and logical deductions or interpretations from the findings e.g. the

needs of especially the seniors and young children should be catered for.

• It gives suggestions or recommendations on what exactly should be done, how, and who

should take the specific action(s), in order to fulfil the purpose of the report, or to solve

the problem(s) e.g. set up a play area for young children, and provide benches for seniors

near the play area.

(Note: ‘Introduction’, ‘Body’ and ‘Conclusion’ are NOT used as headings in the memo Report. They

simply identify the three essential main parts of the memorandum report).

The writer ends the report with his or her signature, to acknowledge responsibility for the accuracy

and quality of the report.