Vocabulary Flashcards: Memos, Circulars, Notices, Reports, E-mail & Instant Messaging (Units 7–9)

Fifty vocabulary flashcards covering key terms related to memos, circulars, notices, reports, e-mail, and instant messaging from Units 7–9.

Memo

A short inter-office memorandum used for internal communication to convey information, decisions, or requests; typically concise and informal in tone.

Précis

A concise summary of an article or text, reduced to about one-fourth its length while preserving the main theme and essential points.

Three Cs of précis writing

Condensation, Comprehension, and Coverage—the guiding principles ensuring a précis is brief, understandable, and complete.

Condensation

Reducing a text to its essential meaning and length, typically to one-fourth the original.

Comprehension

Preserving the meaning of the original while shortening it for clarity.

Coverage

Retaining all main points and ideas in the condensed text.

Header (memo)

The top section of a memo containing To, From, Date, and Subject.

To (memo header)

Recipient name or target audience in a memo header.

From (memo header)

Sender or writer name in a memo header.

Subject (memo)

The specific purpose or topic of the memo stated in a line.

Body (memo)

The main text of the memo containing the details and key topics.

Close/Action (memo)

The closing part of a memo that directs the reader to take a specific action or follow up.

Courtesy copy (cc)

Indicates additional recipients of the memo; cc stands for carbon copy.

Direct organizational plan

Direct memo format where information is presented at the outset (deductive).

Indirect organizational plan

Memo format where reasons are presented first, followed by the request or conclusion (inductive).

Full-block format

A memo formatting style with no indentations; all lines start at the left margin.

Salutation

Opening greeting; often not used in memos.

Main theme

The central topic or idea around which the memo or article is organized.

Components (précis)

The main ideas or supporting points used to develop the main theme.

Keywords (précis)

Important words that express the main ideas in a précis.

Components in a memo format

Header, Body, Close/Action, and Courtesy Copy.

Deductive organization

Direct organization—the main point is presented first in a memo.

Inductive organization

Indirect organization—the reasons come first, then the request.

Executive summary

A concise overview of a long report, outlining purpose, methods, findings, conclusions and recommendations.

Letter of transmittal

A letter attached to a report introducing the report and summarizing its purpose.

Title page

The first page of a report, listing the title, requester, author, and submission date.

Table of Contents (TOC)

A page listing headings and page numbers to help readers locate information.

Appendix

Supplementary material at the end of a report that is not included in the main text.

Bibliography

A list of sources referenced in the report.

Index

A list of topics or keywords with page references to aid navigation; not always used.

Glossary

A list of definitions for technical terms used in the report.

Primary audience

The main readers for whom the report is prepared (e.g., top management).

Secondary audience

Readers beyond the primary audience who may also read the report.

Immediate audience

The readers who first receive and usually approve the document.

Proposal

A persuasive report or document intended to persuade or request action or funds.

Policies and procedures

Internal reports informing about company policies and procedures.

Situational reports

One-time reports prepared for a unique event to inform, analyze and persuade.

Intranet

An internal network for sharing information within an organization.

Grapevine

Informal, informal transmission of information or rumors within an organization.

B2C (Business-to-Customer)

E-mails between a company and its customers.

B2B (Business-to-Business)

E-mails between businesses, such as a manufacturer and wholesaler.

WIFM (What’s In It For Me?)

A reader-focused rule that emphasizes benefits to the reader, often using 'you'.

Emoticon

Textual facial expressions used in informal online communication; discouraged in professional emails.

e-mail etiquette

Rules for professional e-mail language, tone, salutations, sign-offs, and timely responses.

IM (Instant Messaging)

Real-time, text-based messaging within an organization; fast but less secure than email.

IM three-step process

Plan, Write, Complete—steps to craft effective instant messages.

Subject line (e-mail)

A concise heading that clearly indicates the topic of the e-mail.

Attachments

Files attached to an e-mail; should be explained in the body.

Grammatical correctness

Accurate spelling, grammar, and punctuation in reports and correspondence.

Case Study (in reports)

A detailed example used to illustrate concepts in business communication.

Executive summary (repeat)

Concise overview of a report’s purpose, methods, findings and recommendations.

Table of Contents (repeat)

List of topics and page numbers to locate information in a report.

Preview of intranet advantages

Intranet discourages grapevine, facilitates pre-meeting discussion and saves time.

Preview of intranet disadvantages

Building and maintaining an intranet can be expensive and content management heavy.

Show cause notice

A notice that lists allegations against an employee and requests a written explanation within a set time.

Letter of transmittal (repeat)

An introductory letter accompanying a report, often summarizing purpose and scope.

Reference materials (in reports)

Bibliography, references and appendices that support the report’s claims.

Peer audience tone

Conventional reports addressed to peers use a more conversational tone than formal documents.

Executive audience tone

Formal tone appropriate for top management and external stakeholders.

Copy distribution (cc)

Sending copies of a memo to additional recipients who need to be informed.

Proofreading

Reviewing a document for grammar, punctuation, and consistency before distribution.

Direct vs indirect memo examples

Direct: present purpose upfront; Indirect: present reasons first, then purpose.

Report format vs length

Short reports may use memo format; longer reports require title page, TOC, etc.

Facts vs opinions in reports

Reports should rely on data and objective analysis; opinions require justification.

Transition sentences

Sentences that link sections to create a logical flow in a report.

Abstract vs. glossary

Glossary defines terms; abstract is a concise summary of a document.

Documentation in reports

Footnotes and bibliographies provide evidence and credibility.

Primary vs. secondary sources

Primary sources provide direct evidence; secondary sources interpret primary data.

Executive summary length

Typically one to two pages for long reports.

Caption and subheads

In manuscripts, captions and subheads help readability and organization.