FormatMegan Bruhn, Jaelynn Chung, Corbin Fromm,

Kevin Murphy and Taylor Palmie

Format is a clear way to organize information

to help guide the reader through the material in an efficient and effective manner.

How are workplace documents usually produced?

Workplace documents are usually produced in a careless and quick manner, format helps organize the reader’s attention.

What are the most common workplace documents?

● Emails● Memos● Presentations● Reports● Company “about” pages

E-mails

Why e-mails?E-mails are usually the first way that you make an impression on someone in the business world

so you have to be sure to format them in a way that helps you get your information conveyed in the best way possible.

Formatting EmailsEmails are the most common form of communication within business organizations and therefore should be organized and professional.

What to avoidEmails should avoid using:● Colors and rainbows● Different types of fonts● Solid paragraphs that look like a wall of text

As they can all be difficult and undesirable to read.

How to make an Email visually appealing

Instead, you should consider using:● Consistent fonts and colors● Paragraph breaks to make reading less

overwhelming● Concise and to the point language

Email ComponentsProfessional emails should have the following:● A short and accurate subject line ● A proper salutation● They should be concise and to the point

Always proofread for spelling errors before sending your email and end with a respectful leave-taking.

Email Signatures● Signatures are cost effective marketing tool

that add details of the sender that would not be mentioned otherwise.

● Information in a signature may include a job title, company name, contact information and links to social media platforms.

Emails are a casual way to communicate information in the office, but this form of communication is not suitable for all occasions.

Business memos follow a strict guideline and used for company policy changes, action request, and reminders.

MEMO

Memos

Formatting Memos ● Header: ⅛ of memo ● Opening context and task: ¼ of memo ● Summary/ Discussion: ½ of memo● Closing Segment: ⅛ of memo

Header for Memos How to address the memoTO:FROM:CC:DATE:SUBJECT:

The Nuts & Bolts of MemosMemos should all be:● No longer than two pages ● Single-Spaced ● No indentations for new paragraph● Concise and easy to read

Tips for Memos ● Using bullets instead of paragraphs makes

scanning information easier for the reader.

● Use numbered points if there is a hierarchy of information.

Example

While memos are a one-way source of communication,

presentations allow for constant conversation regarding the topic.

Presentations

Formatting PresentationsThe most important thing when it comes to a business presentation is knowing your material so you can sell your business to the audience.

Before Formatting Presentations

When making a presentation you need to consider the following: ● Who is your audience?● How much time do you have to present?● What are you trying to accomplish in your

presentation?

Presentation Format Tips● Avoid fancy fonts as they are hard to read on the screen

● Limit the number of slides & excessive slide transitions and animations

● Use appropriate pictures, graphs and tables

● Use key phrases about your topic

Components of Presentations

● Main message● Support messages

○ ex. case studies, data, etc.● Slogan● Reasoning

Formatting also plays an important role on how companies communicate with the outside world and how they convey themselves.

Businesses do this through their financial reports and their website’s “about us” page.

Reports

Formatting ReportsReports should be formatted in a clear and concise manner to help the audience get through the information as efficiently and effectively as possible.

Before Formatting ReportsYou need to consider:● Who is your audience?● Why do they need this report?● What information do they need from this

report?

Report Format Tips● Use headings and subheadings whenever possible to

guide the reader through the report

● Use clear fonts because this is really hard to read

● Use white space to break up your report, large blocks of information are hard to read

Components of Reports● What was done?● How it was done?● What were the results?● What conclusions can be made?● What recommendations can be made?

Business Specific Reports● Balance Sheets● Income Statements● Cash Flow StatementsThese reports must be clear, concise, and done in a legal and ethical manner for the integrity of the business.

“About Us”

“About Us” Five main points to include...

1. Info on Vision/Philosophy● What makes us unique?

○ Keep short and simple, concise and targeted information

○ Want to STAND OUT

2. Company’s History ● Include relevant milestones ● Make visual and fun to read

3. Team Member Profiles● Helps establish credibility ● Can include social media profiles

○ Makes company appear approachable

4. “Infographic-like” Visual ● Helps people understand business

concept (more than just words)

5. Multimedia Content ● “Show, don’t tell”

○ Cool story about the company’s upbringing○ Provides a compelling visual element

“About Us” Tips● Provide actuals facts, not hype● Highly consider your audience ● Don’t be afraid to get personal ● Make a connection● Use Visuals

Common Formatting Errors● Using text that is hard to read

● Long paragraphs filled with text and little white space

● Lack of consistency