04/12/2023Short Reports

SHORT REPORTS

04/12/2023Short Reports

Structure of the Reports

3rd Level

4th Level

TitleFly

Title Page

Title Page

Title Page

Title Page

Title Page

CombinationTransmittal/Exec.Sum.

Letterof

Trans.

Letterof

Trans.

Tableof

Contents

Tableof

Contents

Tableof

Contents

ExecutiveSummary

ExecutiveSummary

CombinationTransmittal/Exec.Sum.

EMAIL REPORT

THE REPORT PROPER

THE REPORT PROPER

THE REPORT PROPER

THE REPORT PROPER

THE REPORT PROPER

LETTER REPORT

1stLevel

5th Level

6th Level

7th LevelLow formality

High formality

2nd Level

04/12/2023Short Reports

Overview

Most reports are short

Similarities & differences between

Short & long

Short Types

Special Ones

04/12/2023Short Reports

Four Major Differences Between Short & Long Reports

Less introductory material

Normally begin directly(conclusion and recommendation first)

More likely to use personal style

Less need for a formal coherence plan

04/12/2023Short Reports

Three Forms of Shorter Reports

Short reports

Letter reports

Email reports

04/12/2023Short Reports

The Short Report

Title page & report text

Direct approach

Parts Quick summary

Introductory remarks

Findings

Conclusions & recommendations

04/12/2023Short Reports

Short Reports

Mechanics Layout requirements

Headings = 2 level

Graphics (optional)

Appendix (optional)

Bibliography (if needed)

04/12/2023Short Reports

Letter Reports

External (reader)

Shorter problems

3-4 pages

Written personally

Either: direct/indirect approaches

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Letter report(cont’d)

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Email Report

Usually written for and by people within an organization

Widely used

Mostly informal

Follow letter form

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Email Report(cont’d)

Recommended action.

My investigation of the quality of fire protection at the plant supports these recommendations:

1. That the Safety Supervisor conduct training sessions for each fire brigade until it is thoroughly trained.

2. That monthly practice runs be scheduled for all fire brigades.3. That an alarm bell be placed outside the Shift Maintenance office in

Building 135.

04/12/2023Short Reports

Special Reports

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Routine Operational Reports

Keep others informed about the company

Form and contend can vary depending on the company

Reports can be daily, weekly, monthly, or quarterly on the work of each department or each employee

One innovative format is the 5-15 report

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Progress Reports

Review process on an activity

Mostly informal and narrative

With progress report you want to emphasize the positive

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Staff Report

Follows a fixed organization plan that leads to a conclusion

Structure:

- Identifying information

- Summary

- Problems/Objectives

- Facts

- Discussion

- Conclusion

- Recommendation

04/12/2023Short Reports

Meeting Minutes

Written record of a groups activity and decisions

Contains only objective data

Accurate minutes are important

No specific layout

Focuses on the content to easily retrieve it

- Numbering items

- Using different texts like bold, italic or underlined

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Meeting Minutes (cont’d)

Preliminary items:

Name of the group

Name of the document

Type of the meeting (monthly, emergency, special)

Place, date and time

Name of those attending including guests

Name of those absent and reasons for absence

04/12/2023Short Reports

Meeting Minutes (cont’d)

Body items:

Approval of minutes of previous meeting

Meeting announcements

Old business – Reports on matters previous meeting

New business – Reports on matters presented to the group

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Meeting Minutes (cont’d)

Closing items:

Place and time of next meeting

Notation of the meeting ending time

Name and the signature of the person responsible for preparing the meeting

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Audit Report

Statement verifying an accountants inspection of a firm’s finance record

May be long or short

Short-form audit reports are most standardized

Long-form audit reports varies in their makeup

No typical form exists

04/12/2023Short Reports

Proposals

Persuasive presentation for considering something

Can be oral, written or combination of both

Can be made by individuals or organizations

Can even be made internally

May be formal or informal

Major two forms

- Invited

- Prospecting

04/12/2023Short Reports

Proposals (Cont’d)

Topics of the proposal

Writer’s purpose and reader’s need

Background

Need

Plan description

Particulars (time, schedule, cost, performance etc.)

Ability to deliver

Benefits

Concluding comments

04/12/2023Short Reports

Any Question?

04/12/2023Short Reports