Communication and the Audience 1 BCOM/230 Business Communication for Accountants: Communication and the Audience Analyze the various communication formats used to convey the results of a due diligence report for ABC Company. Discuss how the choice of communication method (email, memo, letter, and report) influences the way the information is presented, taking into account the role of the communicator, the audience, and the formality of the situation. How does each format serve its purpose in business decision - making? Word Count Requirement: 750 - 1000 words. Communication and the Audience Team names BCOM/230 Business Communication for Accountants Date January 10, 2011 Instructor Name Abstract When preparing to communicate information within a business organization a person must first consider the role, audience, format, and topic. The role represents the person who is writing the report and his or her position within the organization. The audience is the person or group who will be receiving the report, for instance a manager, a peer, or the Chief Executive Officer. When picking a type format, a person first decides it is a formal or informal manner and then Communication and the Audience 2 select whether he or she wants to send it as a memo, e - mail, letter , report, or presentation . The topic is the body of the report; it could be a recommendation for action, status of an investigation, or summary of a meeting. Below is four examples of different methods to communicating the results of a due diligence report recently completed for ABC Company . E - mail help making business decisions quickly because it allows prompt interactions from all associated in the decisions. The example below is an informal e - mail between peer. The e - mail is from Beth, the staff accountant to the Accounting team. The e - mail advises the accounting department of the status of the due diligence investigation. From Beth@ abc_company.net To Accounting Team@abc_company.net CC John@ abc_company.net Subject Financial Statements and data for JJJ Company Good Morning, Team We have been working thoroughly for months sifting through the financial statements of the JJJ Company performing our due diligence in anticipation of acquiring this company. The investigation has brought to light some surprisingly negative results. After reviewing the data by sales department, I generated some figures to form a projection report for future sales. Review of the financial statements is by sales quarter. As the facts compiled, the results were that the sales numbers were not enough to cover expenditures, thus proving financial instability of JJJ Company. Although JJJ Company has many contacts that could obviously strengthen ABC Company’s portfolio. JJJ Company has no reserves left to sustain the business any longer. Acquiring this company would be a big financial risk and would prove to be catastrophic for our Company. We need to wait for the Chief Executive Officer to advise the outcome of the merger. Perhaps they could think of another way to save JJJ Company. We will hope for the best. Communication and the Audience 3 I want to thank all of you for your hard work during this assignment. Our department logged many hours during this due diligence process. I want to indicate that although it is not easy to stay on top of our regular duties but during the extensive research of the financial documentation, everybody succeeded. This project was very time - consuming, but we worked as a team, compiled the information, and presented the facts as best we could. You should be proud of yourselves. Thank you. Beth Conclusion E - mail is the most exhilarating business communication development within the past few years. E - mail has surfaced as a conventional form of company communiqué in a short time. E - mails sent more daily than t here is US postal mail. E - mails received instantly and responded to quickly, depending on the recipient . Within business, it is necessary to communicate with fellow employees about important information. One effective method for communicating is a memo. This particular memo is to Dana, marketing manager from John, accounting manager. T he memo advises marketing manager of the results of the review of JJJ’s financials . This memo is more informal with some accounting explanations included. Both of these managers have worked together and conversed in the past, so it is appropriate that this memo is informal. Memorandum T o: Dana, Marketing Manager From: John, Accounting Manager Date: January 10, 2011