REPORTS

I. SHORT REPORTS or MEMO REPORTS: A short report is concise, accurate, unbiased, all inferences depending on supporting evidence to help readers make an informed decision. Are often used in business communications within the organization, some are even sent via e-mail.

Main sections of short reports: INTRODUCTION: Purpose or aim, authorization, sources, scope, definitions, background, limits, brief mention of results, list of topics (layout) to be discussed. If a report’s introductory elements are stated at the beginning, the title “introduction” is omitted.

2. BODY: Present all relevant facts accurately & impartially Organize your report Emphasize important ideas Include visual aids- graphs, tables, pictures Use headings Apply the 7 C writing principles- Completeness, Conciseness, Consideration (you-attitude), Concreteness, Clarity, Courtesy, Correctness

3. TERMINAL SECTION( summary, conclusions, recommendations): A summary condenses the text, conclusions evaluate & infer from the text, and recommendations offer specific courses of action. Do not include any new material in this section. List summary points in the same order as topics are discussed in the text.

TYPES OF REPORTS Informational Memorandum Reports: the central purpose is to inform & to summarize information. Conference Reports Progress Reports Periodic Reports

a. Conference reports: Topics range from summaries of personal sales call conferences to write ups of meetings attended by hundreds of people. Purpose is to record all decisions & discussions. The text of such reports is usually organized by topics discussed or presented simply in a chronological progression.

b. Progress reports: As the name implies, progress reports show “progress”, accomplishments, or activity over time or at a given stage of a major assignment. Contents: Introduction (purpose), description of accomplishments during the reporting period, Unanticipated problems (if any), Plans for the next reporting period, Summary or overall appraisal of progress to date.

c. Periodic Reports: Are as numerous as there are business organizations. May be written weekly, monthly, quarterly or annually or in other regular recurring periods. An introduction and terminal section becomes unnecessary.

TYPES OF REPORTS 2. ANALYTICAL MEMORANDUM REPORTS: it seeks to analyze a situation or issue, and end with or without a specific recommendation.

LETTER REPORTS A letter report is simply a report in letter form, it is often used when sending information to a reader outside your organization. Includes: date, inside address, salutation, body (heart of the report), complimentary close, signature, reference section.

TYPES OF LETTER REPORTS: INFORMATIONAL LETTER REPORTS ANALYTICAL LETTER REPORTS

II. LONG OR FORMAL REPORTS: Is simply an expansion of a shorter report. A formal report does not mean more formal language, it means the report is more detailed, more complex in structure.

I. PREFATORY SECTION: 1. COVER Report titles are either printed or attached with gummed labels on the cover. Look for a cover that is attractive & convenient. Think carefully about the title you put on the cover. Be concise.

2. TITLE FLY & TITLE PAGE The title fly is a plain sheet of paper with only the title of the report on it. Title page includes 4 blocks of information: Title of report Name, title & address of the intended audience. Name, title & address of the sender. Date on which report was submitted.

3. LETTER OF AUTHORIZATION It is a document requesting that a report be prepared. 4. LETTER OF TRANSMITTAL It conveys your report to your audience. It is like a preface of a book. Generally comes before the table of contents.

5. TABLE OF CONTENTS It outlines the text. Be sure the headings in the table of contents match up perfectly with the headings in the text.

6. LIST OF ILLUSTRATIONS 7. SYNOPSIS OR EXECUTIVE SUMMARY: Where a synopsis is a prose table of contents that outlines the main points of the report, an executive summary is a fully developed “mini” version of the report itself.

II. TEXT OF THE REPORT INTRODUCTION BODY CLOSING

III. SUPPLEMENTARY PARTS APPENDIXES: an appendix contains materials related to the report but not included in the text because they are too lengthy or bulky or because they lack direct relevance.

2. BIBLIOGRAPHY: you have an ethical and legal obligation to give other people credit for their work. A bibliography is a list of secondary sources consulted when preparing the report. 3. INDEX: is an alphabetical list of names, places and subjects mentioned in the report, along with the pages on which they occur.