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Use a basic memo heading (To/From/Date/Subject) and fill it in. Make it clear who should read the report, who wrote it, and what the content subject is.
Write an opening paragraph that describes the problem or purpose of your report. Explain in a few sentences what your recommendations are, and explain the benefits they will bring.
Write an introduction to your report that details the purpose and significance of your report in more detail. Include relevant background information that will help the reader understand the motives and reasoning behind your recommendations.
Use the main body of your report to explain how you suggest implementing your recommendations. Provide specific details
about the new procedures or solutions and the effects they will have. Explain who will be involved, what they will do, what it will cost, and how long it will take to carry out.
State the research or the methods you followed to arrive at your conclusions. Include the disadvantages and problems the new procedures might create, as well as the benefits. Be precise, organize your material logically, and be fair; this will add force to your arguments.
Finish your justification report with a brief summary of your conclusions and recommendations. Do not introduce new information at this stage; instead review the main arguments in support of your recommendations. Write a brief closing paragraph for your memo.