ANNEX A COMPLETION REPORT FORMAT I.

IDENTIFYING INFORMATION Project Title: Type of Project: mission/ artsProject Proponent/s: Number of Beneficiaries: Project Beneficiaries: Location of Beneficiaries: (PROJECT TITLE) (education-training/ health-medical Exhibit, etc.) (Name of organization) (no. of households and individuals) (Urban poor, women, youth, etc.) (address of beneficiaries)

Area of Project Implementation: (address where project was implemented) Total Expenditures: grants received from other sources) Amount of Grants Received from MBFI: (state amount received) II. EXECUTIVE SUMMARY III. What is the significance of the project? What happened in the implementation of the project? When and where was the project implemented? Who are the attendees? What are the highlights of the project? (including organizations own resources/

ACCOMPLISHMENT OF OBJECTIVES STRATEGIES What are the strategies that helped in the accomplishment of the objectives? ACTIVITIES What are the specific activities in each objective? RESULTS Were the objectives attained? What are the accomplishments ?

OBJECTIVES What are the objectives of the project?

IV.

FINANCIAL ASPECT/ BUDGET UTILIZATION Please itemize budget sources of the project vis--vis budget utilization.

Line Item

Approved Amount

Expended Amount

Variance (Approved minus Expended Amount)

Reason for Variance

Grant from MBFI

Grants from Other Sources TOTAL V. MAJOR PROBLEMS ENCOUNTERED

Describe the problems encountered, how these affected project implementation and what measures were implemented to address the problems. VI. OTHER INSIGHTS/RECOMMENDATIONS May include other highlights of project implementation such as: Comments and feedbacks from the guests and beneficiaries; Participation of other stakeholders (LGUs, NGOs, media) Specific recommendations for future project implementation can also be included in this part. VII. ANNEXES The following are required: Photo/video documentation Report on Entitlements (supported by pictures/clippings) Other additional documents such as draft of press release, letter/feedbacks from beneficiaries are welcome.

How to Format a Business Memorandum

By Sue Fox from Business Etiquette For Dummies, 2nd Edition Business memorandum or memoranda also called memo or memos are specially formatted written communications within your business. A memo's format is typically informal (but still all-business) and public. Memos typically make announcements, discuss procedures, report on company activities, and disseminate employee information. If you have something confidential to communicate, dont do it in a memo. The tone of memos usually is informal and friendly. Although you dont need to be curt, officious, or patronizing, a certain succinctness is acceptable. Structure the memo so that the most important information comes in the first paragraph and that subsequent paragraphs spell out what's discussed in the first paragraph. All memos are structured similarly. They have the following elements:

An addressee: Flush left, in capital letters, near the top of the page The sender: Flush left, in caps, immediately below the addressee Date: Flush left, in caps, immediately below the senders name Subject: Flush left, in caps, immediately below the date

Use suitable paper for your memos white bond, either note size or standard to fit most desk in-baskets. This figure shows an example of a properly structured memo.

Some people appear to think that memos, because they're public, are effective management tools. Although memos are effective for direction and suggestion, criticism and praise are best given in person.

Even though the majority of information today is conveyed via e-mail, you still need to use the correct style when sending a memo in the body of an e-mail. When youre conveying larger amounts of information, send that information as a properly formatted memo attachment. The message itself can contain the correct headings, numbered items, and other formatted information that an e-mail does not allow as easily.

ENGL 379: technical writing fall 2007 memorandum format

heading
The heading of memorandums is designed to allow a reader to understand what he or she is looking at, and decide quickly whether he or she should read it. The heading has four or five parts, appearing in this order. The "subject line" should be brief, but clear. To: From: Subject: Date: cc:

purpose
Because many messages cross a reader's desk (or computer screen) daily, the first thing she is likely to ask upon seeing one is "Should I read this?" The "purpose" section answers that question. A very direct opening like "The purpose of this memo is to ..." is perfectly acceptable. It may be addressed to me.

summary
The summary is a brief recounting of the entire memo, including discussion/background, conclusions, and recommendation. Its placement as the second section allows a reader who does not need to know the details to stop reading.

background/discussion
The discussion/background describes the method by which the conclusion was reached. This section provides details of the subject and the justification for the conclusion. In almost all cases this is the longest section of the memo -- (eg., five paragraphs of an eight-paragraph memo, or two pages of a three-page memo). It is directed to those who need to know details -- laboratory assistants and clerical staff, for instance. In the case of a progress report, this section will include estimated costs, possible personnel, available facilities and supplies. It may take a narrative form.

conclusion/action
This makes some sort of conclusion from the issues and problems described in the "Background/Discussion" section. It also describes where you intend to go from here.