COMMUNICATIONS GRID

Internal Memo External Memo Internal Email Outline Documentation Executive Summary

Structure -The word -The word -Recipient name(s) -Subject of outline -Date -The words “Executive
“Memorandum” “Memorandum” -Sender name -Document version ID Summary”
-Recipient name(s) -Recipient name(s) -Subject of email -Subject of document -Recipient name(s)
-Sender name -Sender name -Sender name
-Date -Date -Date
-Subject of memo -Subject of memo -Subject of report
-Recipient company
name and/or address

Typical -Team Member(s) -Client(s) -Team Member(s) -Team Member(s) -Technical and non- - Executive
Target -Dept Member(s) -Recipient(s) external -Dept Member(s) -Dept Member(s) technical audience Management
Audience -Divisional Manager(s) to the immediate -Divisional Manager(s) -Divisional Manager(s) -Focused on Non- -Decision makers
-Senior Management department -Writer of outline Management
-Board (rare)

Level of -3-5 paragraphs -3-5 paragraphs -2-3 paragraphs -Bulleted points -Very detailed -Preface to the report
Detail -Short, clear 1-2 -Short, clear 1-2 -Short, clear -Succinct description of “how / -Include crucial
paragraph to describe paragraph to describe paragraph to describe -May be long or short, what to do” procedure elements supporting
the problem, then the problem, then the problem, then depending on style the objectives and
remaining paragraphs remaining paragraphs remaining paragraphs and content conclusion
to discuss in detail, to discuss in detail, to discuss in detail, -Brainstorming or
supporting evidence supporting evidence supporting evidence grouping of ideas
-Final paragraph -Final paragraph -May or may not ask -Defined by your
asking for feedback asking for feedback for feedback from audience
and/or making a and/or making a recipient(s)
recommendation recommendation

Content -Header/Label -Header/Label -Header/Label -Purpose or objectives -Table of contents -Important details of
Should -Purpose -Purpose -Purpose -Subject matters -Date report
Include -Findings, Data -Findings, Data -Findings, Data -Topic, sub-topic -Versioning table -No lengthy analysis,
-Support analysis -Support analysis -Support analysis -Conclusion, if -Purpose charts, numbers
-Recommendation -Recommendation -Recommendation applicable -Scope -Tell reader what is
most important or
storyline, or why the
reader should read the
rest of the report

Communications Grid / @ 2020 Society of Actuaries

 Internal Memo External Memo Internal Email Outline Documentation Executive Summary

Context -Assume internal -Assume external -Assume internal -Concept, ideas, report -Procedural document -Formal
and Style stakeholders know the stakeholders not know stakeholders know the to be presented in a -Tend to be repetitive, -Must give the reader
Considera terminology, context the terms or context terminology, context logical order routines an impression of the
tions and definitions, or surrounding the and definitions, or -List of key points for a -Ordered steps to document without
event surrounding the task/project event surrounding the paper report or an follow having to read the
task/project -May have to define task/project essay -For training other entire document
-Language is aimed at the terms -Language is aimed at staff members -What does the reader
non-technical -Language is aimed at non-technical -Means of tracking need to know in order
audience or technical, non-technical audience or technical, procedures/processes to make a decision
if warranted audience or technical, if warranted
-Tone of language if warranted -Tone of language
used is more -Tone of language used is less formalized
formalized than an used is similar to an than an
internal email internal memo internal/external
-Within privacy of the -Targets specific memo. But it is not
company business casual.
function/relation -Within privacy of the
external to the company
company or between
the companies

Length 1-2 pages in length 1-2 pages in length less than 1 page varies from 1-2 pages varies on purpose represents 5-10% of
depending on purpose total report length

Communications Grid / @ 2020 Society of Actuaries