2. Ford 2
Table of Contents
CoverPage………………………………………………………………………………………………………………………………………………1
Table of Contents…………………………………………………………………………………………………………………………………….2
Letterfromthe CEO……….………………………………………………………………………………………………………………………..3
DescriptionsandGuidelines……………………………………………………………………………………………………………….4-12
Memos……………………………………………………………………………………………………………………………………….4
Emails…………………………………………………………………………………………………………………………………………5
Letters…………………………………………………………………………………………………………………………………………6
Reports(short,medium,andlong)……………………………………………………………………………………………..7
PowerPointPresentations…………………………………………………………………………………………………………..8
Oral Reports………………………………………………………………………………………………………………………………..9
MeetingAgendas………………………………………………………………………………………………………………………10
MeetingMinutes………………………………………………………………………………………………………………………11
BulletinBoardAnnouncements/Fliers………………………………………………………………………………………12
FurtherQuestions………………………………………………………………………………………………………………………………….13
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3. Ford 3
Letter from the CEO
One of the most defining features of a business is its ability to communicate both
internally and externally. Robogear is a company dedicated to upholding certain
standards in regards to this philosophy, and as such, there are guidelines that allow us to
effectively and consistently transfer information quickly and without confusion.
Contained in this style guide are samples of how we construct various types of written
and oral communication, including letters, memos, PowerPoints, and fliers.
Although these guidelines are a reflection of our company’s values and many
elements described are mandatory, it is important to note that not everything is set in
stone. If it is more appropriate to leave out a certain factor or include more information
than is expressed in this style guide (such as an attachment to an email), you are
encouraged to alter the format enough to more properly suite the needs of your project.
Any questions not explained in this guide should be directed toward upper
management or Human Resources, whose contact info can be found here.
Katheryn Ford
CEO, Robogear
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4. Ford 4
MEMO
To: [Recipient Name]
From: [Your Name]
Date: [Date]
Subject: [Concise Description of Memo]
This is where the body text of your memo goes. Memos, or memorandums, are most
commonly used in internal office communication. It is still considered a formal method
of communication, but not as formal as something such as a letter or report. Memos can
be used to communicate a time change for a meeting, ongoing news about an event, or
any other event where applicable.
Memos do not have to be printed using company letterhead, but can be. You may
include a signature at the end of your memo though it is not required.
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6. Ford 6
[Date]
[Your Name]
[Title]
Robogear
[Street Address]
[City, ST ZIP Code]
[Recipient Name]
[Title]
[Company Name]
[Street Address]
[City, ST ZIP Code]
Dear [Recipient Name]:
This is a basic letter format used by our company. It is typically used in formal channels
of communication, such as between our company and an external entity, especially one
we have not had much prior communication with. It is written to reflect this template
and printed on parchment paper with a company letterhead on the top.
If you are writing to an unknown entity, omit the recipient name and/or title and use a
suitable substitute for the greeting, such as ‘To Whom It May Concern’.
Sincerely,
[Your Name]
[Title]
Robogear
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7. Ford 7
[REPORT TITLE]
[Author]
INTRODUCTION
Formal reports such as this are used to communicate things such as the results of your research,
an evaluation of an employee’s performance, or (in the case of short reports) as a proposal for
funding or permission to begin a project. They are to be written with the headings as shown in
this example and with the body text of each section justified with no indentation.
SHORT REPORTS
A short report consists of only a title page and a few short pages of text.It can be written in either
an indirect or direct style. However, the main problem should be addressed within the first few
sentences of the body text. Most progress reports that will be submitted monthly will be short
reports. Visuals are not as common in a short report, but may be added if appropriate.
MEDIUM REPORTS
Medium reports can largely be used in the same way short reports can when more information
is needed to be communicated. If visuals enhance the understanding and significance of the
information, they should be included in a medium report.
LONG REPORTS
Long reports mainly consist of annual progress reports, large research reports, and departmental
reports. You may be asked to write a section of a long report for your department regarding your
specific role in projects. Long reports are to be written in a direct style using formal language and
visuals asnecessary. Long reportsthatarewrittento be sent out to thegeneral public will include
a Robogear watermark at 25% under the text.
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8. Ford 1
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PowerPoint Presentations
PowerPointscan be done in any professional style, but the
colour scheme must align with that of Robogear (grey and
blue)
There should not be too much text on the screen, only cue
points
Visual are highlyrecommended, but do not let them get in
the way of the information
9. Ford 9
Oral Presentations
Description
Unlike other types of communication, oral reports don’t have to follow a specific
visual format. However, there are a few points to note about the standard procedures
for giving an oral presentation.
Materials
Upon giving an oral report, you must present at least one physical or digital
document summarizing and/or clarifying your presentation. It should be as concise as
possible (generally no more than one page front and back).
Dress Code
The standards of dress will be different in each situation, and the level of
professionalism is something the presenter will have to determine for him/herself. If
the presentation is being given at lunch in front of coworkers, business casual is
acceptable. However, if the presentation is in front of the Board of Executives or a
highfalutin external organization, formal wear is to be expected. If you have any
questions about what is appropriate attire for an event or presentation, do not hesitate
to contact HR.
Conduct
All employees of Robogear are to maintain a professional and amenable
atmosphere at all times. This is no different when conducting or listening to a
presentation. Good conduct is defined by a respectful attitude towards the speakers and
the audience alike, regardless of your individual feelings about them personally,
professionally, or economically.
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10. Ford 10
Robogear
Meeting Agenda
[Date]
[Location, Time]
Type of Meeting: []
Meeting Facilitator: []
Invitees: []
I. Call to order
II. Roll call
III. Approval of minutes from last meeting
IV. Officer reports
a. If any officers have reports to give, this is where that goes, along with a
description of what they are going to cover and who is going to cover it
V. Old issues
a) This is where you go over issues from previous meetings
i. Work to get them resolved
ii. If they are not resolved, table them for a later meeting
b) Make sure to see the Meeting Minutes from the last meeting to determine all
issues that have not been dealt with
VI. New business
a) This is where you discuss any new or changing business, such as opening a new
location
i. Be sure to check in with all senior staff to determine if they have any new
business to add to the agenda
VII. Adjournment
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11. Ford 11
Minutes
Robogear
[Type of Meeting]
[Date]
[Location, Time]
Attended: [List those in attendance in alphabetical order, separated by commas]
Absent: [List those absent in alphabetical order, separated by commas]
I. Officer Reports
A. [Position of Officer]: [Name of Officer]. This will be a summary of what they said during the
meeting, including any substantial figures or facts given.
II. Old Issues
A. [Title]: A brief but thorough description of the first old issue covered, including decisions
made or tabled for further meetings.
III. New Business
A. [Title]: A brief but thorough description of the first order of new business.
B. [Title]: A brief but thorough description of the second order of new business.
IV. Adjournment
The meeting adjourned at [time]. The next [type of meeting] will be held on [date] in/at
[location] at [time].
Respectfully submitted,
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12. Ford 12
Bulletin Board and Flier Regulations
In the break room of every office, there will be a bulletin board for the private
use of the employees. No employee is to post anything on the board without first going
through HR to determine if the document meets the standards of the ethical and
annoyance-free atmosphere we at Robogear work hard to maintain.
If you are given the okay to post a document on the bulletin board, you may do
so at your convenience. HR will put a stamp on the document to let you know how long
your document can stay up. It may not stay up for longer than a month or until the date
is reached on the stamp.
Fliers not be posted on any walls, windows, or other surfaces outside the
designated bulletin board. You may, however, set a stack of flyers on your desk or post
them in your personal workspace as long as it does not infringe upon other’s
productivity.
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13. Ford 13
Further Questions
Any more questions you have about document creation, oral presentations, or
posting policies may be directed toward Human Resources. Their contact information
can be found here:
Head of Human Resources: Zami Lam
Phone Number: 522-540-8590 ext. 5249
Email: lam.zami@robogear.com
Room Number: 254
Office Hours: MTWR: 8:00am-5:00pm
F: 9:00am-4:00pm
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