Chapter 9 Informational Memo Report Example

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Present data without analysis or persuasion and are primarily informational. For such reports, writers collect and organize facts without analyzing them for readers, leaving opinions out. Common examples include trip reports, police reports, hospital admittance reports, monthly sales reports, and government regulatory reports.

Informational reports typically consist of three parts: (1) introduction, (2) body (findings), and (3) summary. The body may include multiple subsections. When writing these reports, consider these tips:

• Use memo format for short, informal reports within the organization.
• Identify the event, item, or service with exact date, name, and location; preview topics to be discussed.
• Summarize three to five main points that might benefit the reader.
• If applicable, attach relevant documents such as brochures, tickets, or programs, and note this with the word “Attachment” at the end of the memo.

Some suggested topics that could benefit Dodge Data Services include:

• Business Trip
• Life Insurance Plans
• Health Insurance Plans
• Vision or Dental Plans
• Retirement Options
• Company Cars
• Company Smartphone Plans
• Dodge Day Out Activities (e.g., museum visits, field trips, major local events)
• Roundtrip Airfares from Los Angeles to Washington, D.C.

For example, a memo concerning health insurance plans might be structured as follows:

TO: Dr. Ahni Dodge, Executive Vice President

FROM: Henry Chan, Human Resources Department

DATE: February 4, 2015

SUBJECT: Health Insurance Plan decision by Sunday, February 8, 2015

With the implementation of new healthcare reform, employee coverage with updated health plans is required. Since our company now exceeds 50 full-time employees, compliance is mandatory to avoid penalties. Please review the following options and select the most suitable plan by the specified deadline:

1. Health Net Life Insurance Co.: PPO Silver 9KG — $45/$1500 deductible; comprehensive details on coverage, deductibles, exclusions, and benefits.

2. Kaiser Permanente: Bronze HAS 4500/40% — $4,500 individual deductible; co-insurance details; coverage specifics.

3. Sharp Health Plan: Sharp Gold 80 HMO Premier — No deductible; copayments for services; coverage exclusions.)

If no plan is selected, the company may incur fees of $2,000 per full-time employee monthly, rising to $3,000 if coverage becomes unaffordable for some employees. Please respond by Sunday, February 8, 2015, via phone or email for further discussion.

Attachment included.

Paper For Above instruction

In the contemporary workplace, informational memos play a vital role in efficiently transmitting key facts within organizations. Their primary function is to convey data without analysis or persuasion, ensuring clarity and brevity for quick understanding. This paper explores the essential components of effective informational memos, exemplifies their structure, and discusses their importance in internal communication, with a particular focus on healthcare plan decision memos.

The core structure of an informational memo encompasses three integral parts: the introduction, the body (findings), and the summary. The introduction should clearly state the purpose of the memo, specify the event or items involved, and outline the topics to be discussed. For example, a memo detailing healthcare plan options should identify the necessity for employee coverage under new reform laws and specify the deadline for decision-making. This initial section sets the stage for the reader, providing context and rationale.

The body of the memo presents organized, factual data—often in subsections—to elaborate on the main points. In the health insurance memo example, this includes comprehensive breakdowns of available plans, such as provider details, deductibles, co-insurance rates, covered services, and exclusions. Each plan is described objectively, emphasizing its features without inserting personal opinions or recommendations. Such clarity enables decision-makers to weigh options based solely on factual information, facilitating transparent and informed choices.

The summary section succinctly recaps the key points, reaffirms the importance of the decision deadline, and may outline subsequent steps. Including an attachment note alerts readers to additional relevant documents, enhancing understanding and context. Effective memos also adhere to appropriate formatting, such as memo style and professional tone, to improve readability and credibility.

In the context of organizational communication, the ability to present clear, precise, and factual information is crucial, especially when conveying complex details like healthcare plans. Memos serve as essential tools that streamline internal processes by providing decision-makers with the necessary data in an accessible format. They support transparency, accountability, and efficient decision-making, thereby contributing to overall organizational effectiveness.

In conclusion, an informational memo, meticulously structured into introduction, body, and summary, is vital for internal communication within organizations. Its focus on factual data without unnecessary analysis ensures clarity and objectivity, aiding management in making well-informed decisions. Whether discussing healthcare plans, travel arrangements, or other operational matters, a well-crafted memo is indispensable for effective internal communication and organizational success.

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