DEBRE TABOR

UNIVERSTY
COLLEGE OF BUSINESS AND ECONOMICS

DEPARTMENT OF ACCOUNTING AND

FINANCE
BUSINESS COMMUNICATION INDIVIDUAL
ASSIGMENT

 Yordanos mengiste abebayehu

 Id no 02079
 Section 1

1
Submission date .
Submission to m.s

2
Contents
Introduction…………………………………………………………………………………..3

Concerning with report

A .meanings of report clearly………………………………………......
…………………………………....4

B. types of Business Report…………………………………………………..………………………………5

2. Concerning with Forms of Letters

A, indented form letter: …………………………………………………………………………..……………6

B. Full blocked forms of letter: ………...………………………………………………………..……………7
C. Modified blocked forms of letter……………………………………………………………………..….…
8
D. Semi-indented/Semi-blocked forms of letter………………………………………..……………..….
…9

E. Hanging indention forms of letter…………………………………………………………………..….…

10

3. Concerning with Memorandum

a. list 3 different definitions of Memorandum

including……………………………………………………11

b. basic objective of Memorandum…………………...……………………………………………………

12

c. advantage and disadvantage of Memorandum……………………….

………………………………..13

d. 3 Memorandum Formats properly………….……………………………………………………………14

conclusion………………………………………..……………………………………………………………16

3
 Introduction
The term “report” holds diverse connotations within the realm of business
communication, ranging from formal documents to verbal presentations . Formal
Reports: Formal reports are comprehensive documents that present findings,
analyses, and recommendations on a particular subject. Informal Reports: Informal
reports are less structured than formal reports and are often used for internal
communication within organization Business reports serve as vital tools in
conveying information, facilitating decision-making, and fostering effective
communication within organizations. Analytical reports aim to provide in-depth
analysis and interpretation of data to support decision-making processes Financial
reports are crucial for assessing a company’s financial health and performance.
Marketing reports evaluate the effectiveness of marketing campaigns, strategies,
and initiatives. Indented form: This is the oldest style and is now outdated Full
blocked form: This is the most modern style. Modified blocked form: This style is a
modification of the full block form Semi-indented/Semi-blocked form: This is like the
block style except Hanging indention form: This style is like the block except that
the first line of each paragraph is aligned with the left margin whereas, Relying
solely on memos for communication within an organization can neglect the
importance of verbal communication

4
1, Concerning with report
A. Write different meanings of report clearly?
The term "report" holds diverse connotations within the realm of business
communication, ranging from formal documents to verbal presentations.
Understanding these nuances is crucial for effective communication and decision-
making within organizations.

1. Formal Reports: Formal reports are comprehensive documents that present

findings, analyses, and recommendations on a particular subject. These reports are
typically structured, often containing sections such as an executive summary,
introduction, methodology, results, discussion, and conclusion. Formal reports serve
various purposes, including informing stakeholders, guiding decision-making, and
documenting organizational activities. Examples include annual reports, financial
reports, and research reports

.2. Informal Reports: Informal reports are less structured than formal reports and are
often used for internal communication within organizations. These reports may
include memos, progress updates, or brief summaries of meetings. While informal
reports may lack the depth of formal reports, they play a vital role in facilitating
day-to-day operations, fostering collaboration among team members, and
disseminating information efficiently.

3. Oral Reports: Oral reports involve presenting information verbally, either in face-
to-face meetings, conference calls, or virtual presentations. These reports allow for
real-time interaction and clarification, making them particularly effective for
conveying complex ideas or addressing urgent matters. Oral reports often
accompany visual aids such as slides or charts to enhance understanding and
engagement among audience members.

4. Analytical Reports: Analytical reports delve deep into data and analysis to provide
insights and recommendations for decision-making. These reports involve
synthesizing information, identifying trends, and drawing conclusions based on
statistical analysis or other methodologies. Analytical reports are instrumental in
strategic planning, performance evaluation, and problem-solving within
organizations.

5. Periodic Reports: Periodic reports are recurring documents that provide regular
updates on specific aspects of an organization's operations or performance.
Examples include weekly sales reports, monthly progress reports, or quarterly
performance reviews. Periodic reports enable stakeholders to track progress over
time, identify trends, and make informed decisions based on up-to-date information .

6. Incident Reports: Incident reports document unexpected events or

occurrences within an organization, such as accidents, security breaches, or

5
operational disruptions. These reports are essential for investigating
incidents, identifying root causes, and implementing corrective actions to
prevent recurrence. Incident reports help maintain safety, security, and
compliance within the organization.

1.Concerning with report

B. Discuss about different types of Business Report
Types of Business Reports:
A Comprehensive Overview
Business reports serve as vital tools in conveying information, facilitating decision-
making, and fostering effective communication within organizations. They come in
various formats and styles, each tailored to address specific objectives and
audiences. Understanding the different types of business reports is essential for
professionals across all sectors to effectively communicate information and drive
organizational success.

1. Analytical Reports:
Analytical reports aim to provide in-depth analysis and interpretation of data to
support decision-making processes. They often include findings, conclusions, and
recommendations based on thorough examination and evaluation of information.
Examples include market research reports, financial analysis reports, and
performance evaluation reports.

2. Financial Reports:
Financial reports are crucial for assessing a company's financial health and
performance. They include balance sheets, income statements, cash flow
statements, and statements of retained earnings. These reports provide
stakeholders, such as investors, creditors, and management, with insights into the
company's profitability, liquidity, and solvency.

3. Progress Reports:
Progress reports track the status and progress of ongoing projects or initiatives
within an organization. They typically include updates on milestones achieved, tasks
completed, challenges faced, and plans for future actions. Project managers use
progress reports to keep stakeholders informed and ensure projects stay on track.

4. Feasibility Studies:
Feasibility studies assess the viability and potential risks of proposed projects or
ventures. They analyze various factors such as market demand, financial
projections, technical requirements, and resource availability. Feasibility studies help
decision-makers determine whether to proceed with a project and identify potential
obstacles that may need to be addressed.

6
5. Annual Reports:
Annual reports provide a comprehensive overview of a company's performance and
activities over the past year. They typically include financial statements,
management discussions and analysis, corporate governance information, and
future outlook. Annual reports serve as important communication tools for
shareholders, investors, and other stakeholders.

6. Research Reports:
Research reports present findings from systematic investigations or studies
conducted on specific topics or issues. They include details on research
methodology, data analysis, and conclusions drawn from the research. Research
reports are common in fields such as market research, academic research, and
scientific research.

7. Proposal Reports:
Proposal reports outline proposals for new projects, products, or initiatives within an
organization. They typically include a description of the proposal, its objectives,
scope, budget, timeline, and expected outcomes. Proposal reports aim to persuade
decision-makers to approve and fund the proposed initiative.

8. Compliance Reports:
Compliance reports ensure that an organization adheres to relevant laws,
regulations, and industry standards. They document the organization's compliance
efforts, including internal policies, procedures, and actions taken to meet
compliance requirements. Compliance reports are essential for demonstrating
accountability and mitigating legal and regulatory risks.

9. Marketing Reports:
Marketing reports evaluate the effectiveness of marketing campaigns, strategies,
and initiatives. They include analysis of market trends, consumer behavior,
competitive landscape, and marketing performance metrics such as sales, leads,
and customer engagement. Marketing reports help organizations make data-driven
decisions to optimize their marketing efforts.

2. Concerning with Forms of Letters: Read in detail and prepare the

Following forms of letter properly
A, indented form letter: Write the meaning of this form of letter &
prepare
indented form: This is the oldest style and is now outdated. In This form, the
inside address is in intended style, and every paragraph being 3 to 5 space Away

7
from the left margin. The indention causes the letter to look uneven at the left
margin.

B. Full blocked forms of letter: Write the meaning of this form of

letter & prepare the format?
Full blocked form: This is the most modern style. All parts of the letters, except
The printed letterhead, are aligned with left margin. A letter in this form saves more
time Because indentation is not required for any part. But some correspondents do
not like it Because it appears imbalances and heavy on the left side .

8
 C. Modified blocked forms of letter: Write the meaning of this
form of letter & prepare the format?
Modified blocked form: This style is a modification of the full block form. It
eliminates the shortcoming of the full block style by keeping the date and
complimentary close on the right in their usual position. The entire paragraph being
at the left margin, and there is double space between the paragraph. This is the
most popular form, as it has many of the advantage of the full form without its
advantages.

D. Semi-indented/Semi-blocked forms of letter: Write the meaning

of this
form of letter & prepare the format?
Semi-indented/Semi-blocked form: This is like the block style except That the
paragraphs of the letter are indented. Those who use it say that it is easier to read
Paragraph which beg

9
 E. Hanging indention forms of letter: Write the meaning of this
form of
letter & prepare the format?
Hanging indention form: This style is like the block except that the first line of
each paragraph is aligned with the left margin whereas, all other lines in each
paragraph are intended four or five spaces. Its appearance is unusual and may
perhaps catch attention quickly but this fact could be a disadvantage as well. It may
distract the reader by focusing his attention on the form rather the message of the
letter. This style was not popular in the world of business .

10
 3. Concerning with Memorandum
A. Write at list 3 different definitions of Memorandum including
reference?

1. A memorandum, commonly known as a memo, is a written message used within

an organization for internal communication. It is a brief, concise document that
conveys information, instructions, or updates among employees or departments.
Memos are typically used for formal or semi-formal communication and can cover a
wide range of topics related to business operations, policies, or announcements.

2. A memorandum is a written record or document that serves as an official

communication tool within an organization. It is used to document conversations,
decisions, agreements, or actions taken by individuals or groups. Memos are often
kept as part of the organizational record for future reference and may be shared
with relevant stakeholders to ensure alignment and clarity on important matters.

3. A memorandum is a formal written message or note used to communicate

specific information, instructions, or announcements within a business or institution.
Memos are typically structured with headings, subheadings, and bullet points for
clarity and organization. They are often circulated electronically or in print form to
ensure that recipients are informed promptly and accurately.

A memorandum, commonly referred to as a memo, plays a vital role in internal

communication within organizations. It serves as a formal written document used to
convey information, directives, decisions, or announcements to employees or
departments. Memos are designed to be brief, clear, and structured, making them
an effective tool for transmitting important messages efficiently.

In the business context, memos are used to communicate a wide range of topics,
including policy updates, meeting schedules, project assignments, procedural
changes, and other matters relevant to daily operations. The concise nature of
memos makes them suitable for conveying information quickly and ensuring that
recipients are aware of important developments within the organization.

Memos typically include a heading that indicates the purpose of the communication,
followed by the body of the message, which presents the information or instructions
in a clear and organized manner. Additional sections, such as action items, next
steps, or deadlines, may be included to provide further guidance to recipients.

Reference: Business Communication Essentials, 7th Edition by Courtland L. Bovee

and John V. Thill.

Reference: “Business Communication: Building Critical Skills” by Kitty O. Locker

and Stephen Kyo Kaczmarek.

11
Reference: “Effective Business Communication” by Herta A. Murphy, Herbert W.
Hildebrandt, and Jane P. Thomas.

B. What are the basic objective of Memorandum/ list at list 10

objectives?

A memorandum, commonly known as a memo, serves as a concise and formal

means of communication within an organization. Its objectives vary depending on
the specific context and purpose, but here are ten common objectives:

1. Information Sharing: Memos disseminate important information such as

policy updates, meeting schedules, or procedural changes to employees
within an organization.
2. Instruction: They provide instructions on tasks, projects, or assignments,
outlining specific guidelines and expectations for employees to follow.
3. Policy Communication: Memos communicate organizational policies,
ensuring that employees are aware of rules, regulations, and guidelines
governing their conduct and responsibilities.
4. Decision Documentation: They document decisions made by management
or relevant stakeholders, providing a written record of discussions,
resolutions, and actions to be taken.
5. Problem Solving: Memos can be used to address and solve problems within
the organization by outlining issues, proposing solutions, and assigning
responsibilities for implementation.
6. Announcements: They serve as a platform for announcing important
events, achievements, or milestones within the organization, fostering a
sense of unity and cohesion among employees.

7. Feedback Solicitation: Memos can be used to solicit feedback from

employees on various initiatives, projects, or policies, allowing management
to assess effectiveness and make improvements.
8. Performance Evaluation: They may be used to provide feedback on
employee performance, highlighting strengths, areas for improvement, and
setting goals for future development.

12
 9. Coordination: Memos facilitate coordination and collaboration among
different departments or teams within the organization by outlining roles,
responsibilities, and timelines for joint projects or initiatives.
10.Legal Documentation: They serve as a form of legal documentation,
providing written evidence of communications, decisions, or agreements that
may be needed for legal or regulatory purposes.

C. Discuss and put clearly advantage and disadvantage of

Memorandum?
Advantages and Disadvantages of Memoranda
Memoranda, commonly referred to as memos, are internal documents used within
organizations to communicate information, directives, or decisions. While memos
offer several advantages in facilitating communication and coordination among
employees, they also come with certain limitations. This essay explores the
advantages and disadvantages of using memoranda in the workplace.
Advantages:
1. Concise Communication: Memos provide a succinct means of conveying
information. They are typically brief and to the point, making them ideal for
addressing specific topics or issues without unnecessary elaboration.
2. Formal Record: Memoranda serve as formal records of communication within an
organization. They document decisions, policies, or instructions, which can be
referenced later for clarification or accountability purposes.

3. Internal Coordination: Memos aid in internal coordination by disseminating

important information to relevant parties within the organization. They ensure that
all employees are aware of updates, changes, or announcements affecting their
work.
4. Timely Delivery: Unlike formal reports or meetings, memos can be drafted and
distributed quickly, allowing for timely communication of urgent matters or time-
sensitive information.
5. Cost-Effective: Memos are a cost-effective communication tool, as they require
minimal resources to produce and distribute compared to other forms of
communication such as meetings or printed materials.

13
Disadvantages:
1. Limited Formality: While memos offer a degree of formality, they are often
perceived as less formal than other forms of communication such as official letters
or reports. This may lead to misunderstandings or lack of adherence to the
communicated directives.
2. Potential for Misinterpretation: Due to their brevity, memos may lack
sufficient context or detail, increasing the likelihood of misinterpretation by
recipients. Important nuances or implications of the message may be overlooked,
leading to confusion or errors in implementation.
3. Ineffective for Complex Issues: Memos may not be suitable for addressing
complex or multifaceted issues that require in-depth analysis or discussion.
Attempting to condense complex information into a memo format can result in
oversimplification or omission of crucial details.
4. Limited Feedback: Unlike face-to-face communication or interactive meetings,
memos provide limited opportunity for immediate feedback or clarification. This can
hinder effective dialogue and problem-solving, especially in situations requiring
collaboration or consensus-building.
5. Overreliance on Written Communication: Relying solely on memos for
communication within an organization can neglect the importance of verbal
communication and interpersonal interactions. This may lead to a lack of
engagement, diminished cohesion,

D. Prepare at list 3 Memorandum Formats properly

14
A, Standard Memorandum

15
c

16
 Conclusion
In conclusion, a memorandum serves as a valuable tool for internal communication,
facilitating the exchange of information, ensuring alignment among employees, and
aiding in decision-making processes within organizations. By following established
formats and best practices for memo writing, organizations can effectively
communicate important messages and enhance overall communication efficiency in
the workplace. In essence, memorandums play a crucial role in internal
communication, serving to inform, instruct, document, and coordinate various
aspects of organizational functioning. Each memo is tailored to achieve specific
objectives relevant to the organization’s needs and priorities. In conclusion, while
memoranda offer advantages such as concise communication, formal record-
keeping, and internal coordination, they also present drawbacks such as limited
formality, potential for misinterpretation, and ineffective communication for
complex issues. To maximize the effectiveness of memos, organizations should
complement them with other forms of communication and foster a culture that
values both written and verbal interaction among employees.

17