Ch6. Writing by Document Type — Memos, Reports, Notifications, and Meeting Minutes

Major Document Types in Government and Professional Settings

Different administrative purposes require different document formats.

Key document types:
① Internal Memo: request internal decision or approval
② Briefing / Report: present status or results to leadership
③ Notification: transmit a decision or information to recipients
④ Coordination Request: ask another office or agency for assistance
⑤ Meeting Minutes: record agenda, decisions, and action items
⑥ Directive / Instruction: communicate orders from leadership to subordinate units

How to Write an Internal Memo

Memo Structure

Standard Memo Structure:
[Header]
  TO:      [Recipient Name, Title, Office]
  FROM:    [Author Name, Title, Office]
  DATE:    [Month Day, Year]
  SUBJECT: [Concise topic — 10 words or fewer]

[Body]
  1. Purpose / Background
  2. Current Situation / Findings
  3. Proposed Action or Recommendation
  4. Expected Outcome (if needed)
  Enclosures: [list]

[Signature or Initials]
  Author's name, contact, date prepared

Memo Writing Tips

State the purpose clearly:
- The opening sentence must identify what decision or approval is sought
- Format: "This memo requests approval to [action]."

Cite the authority:
- Reference the relevant law, regulation, policy, or directive
- Format: "In accordance with [OMB Circular A-11 / 5 U.S.C. § / agency policy]"

Include budget and timeline:
- Required cost and schedule information must appear in the body
- Numbers must be specific (include units and fiscal year)

Weak: "Funding will be secured as appropriate."
Strong: "Estimated cost: $35,000 (FY 2026 Q1 operating budget)"

How to Write a Briefing or Report

Report Types

Common report types:
① Weekly Status Report: progress updates and next-week plan
② Program Completion Report: outcomes after a program ends
③ Situation Analysis Report: data- and statistics-based status review
④ Incident Report: immediate documentation of a problem or event

Report core structure:
Situation (What happened) → Analysis (Why) → Recommendation (What to do)

Report Writing Tips

Lead with the conclusion (BLUF — Bottom Line Up Front):
- State the key finding or request in the first paragraph
- Senior officials may not read past the executive summary

Use specific numbers:
- Weak: "The number of cases increased."
- Strong: "Cases increased 15% over the prior month (2,300 → 2,645)."
- When attaching tables or charts, summarize key figures in the body text

Separate facts from analysis:
- Status section: objective, verifiable facts only
- Analysis section: clearly labeled as interpretation
  ("Analysis suggests…" / "Based on the data…")

Notification Memos and Coordination Requests

Notification Memo

Notification = formally transmit a decision or information to recipients

Basic structure:
TO:      [Recipient agency / office]
SUBJECT: Notice of [Topic]
Body:
  Please be informed of the following regarding [subject].
  1. Specific notification content
  2. Effective date
  3. Point of contact for questions

Sample language:
"This memorandum provides notice of [decision / change / requirement]
effective [date]. For questions, contact [Name, Title, phone, email]."

Coordination Request

Coordination Request = ask another office or agency for specific assistance

Basic structure:
TO:      [Office / agency being asked]
SUBJECT: Request for Coordination — [Topic]
Body:
  Specific description of what is needed
  Hard deadline clearly stated
  Point of contact information

Sample language:
"We request your coordination on the following action items by [date].
Please confirm receipt and provide the requested information to [Name] at [contact]."

Note: avoid vague requests
→ State a specific action, deliverable, and deadline

How to Write Meeting Minutes

Required elements in meeting minutes:
① Meeting name and type
② Date, time, and location
③ Attendees (name and title)
④ Meeting purpose and agenda items
⑤ Summary of discussion (key points)
⑥ Decisions made
⑦ Action items — owner, deadline

Recording principles:
- Identify each speaker by name and title
- Highlight decisions (bold or separate section heading)
- Record dissenting views — do not omit opposing opinions
- If a motion was amended, record both the original and the amended version

Internal Memo Core Elements ★★★★★ : Background → Current Situation → Proposed Action → Expected Outcome. Budget and schedule figures must be specific. Memory cue: Memo = Background + Situation + Action + Budget + Timeline

BLUF Reports ★★★★★ : Lead with the conclusion; support with evidence. A senior reader should grasp the key point from the first paragraph alone. Memory cue: Conclusion → Evidence → Recommendation

Notification vs. Coordination ★★★★☆ : Notification = transmitting a decision (one-way). Coordination = requesting assistance from another office (two-way). Memory cue: Notify = inform; Coordinate = request

Practice Quiz

Q. A report states “numbers are trending upward.” How should this be revised?

“Cases increased 12% compared to the prior month (1,200 → 1,344).” — Specific figures required; passive and nominalized phrasing eliminated.

Q. What are the three most critical elements of a coordination request?

A specific description of what is needed, a hard deadline, and the point of contact. Vague requests without a clear deliverable or due date are not actionable.