SHORT REPORTS: PAGE DESIGN, FORMATS, AND TYPES By Jonathan, Teresa, Kristina, Edie, Rodolfo

PAGE DESIGN  A report is a construction of individual writers who control not only their content but their physical appearance. This is important for the reason that our capability to comprehended what we read is greatly influenced by its physical organization on the page or screen. Therefore, a report should never look difficult or unapproachable.

FUNDAMENTAL PRINCIPLES OF EFFECTIVE PAGE DESIGN  Legible type- 12 point font, Times New Roman.  Generous Margins Top and bottom margins should be 1 inch. Side margins are 1.25 inches, however, if the report will be bound then the side margins need to be set at 2 inches with the right side staying justified.  Textual divisions Divide text into paragraphs Paragraphs are single spaced, however, double space between paragraphs.  Headings Separate sections of text should be labeled with meaningful headings to further clarify content.

FUNDAMENTAL PRINCIPLES OF EFFECTIVE PAGE DESIGN; CONTINUED  List Number-descending order, with the most important item first and the least important last. If the numbered list is to be in chronological order sequence of events or actions as in a procedures manual, the items should be numbered in sequential order. In some cases bullets are a better choice, for the reason of the list is approximately equal items or equal terms.

REPORT FORMATS  A memo is to send the reader information on what is going to happen or what is needing to happen.  The memo report is much longer (two pages or more), and is divided into labeled sections using bullets or numbers.  A letter report; is usually sent to external (outside) sources. Therefore, it is structured much like a conventional business letter, however, the letter report is divided into labeled sections, with the use of bullets or numbers.

REPORT FORMATS CONTINUED  A booklet report is somewhat like a short term paper and contains a title page. It too is separated into labeled sections and is supplemented by a cover memo (for in-house reports) or a cover letter (for reports sent to external readers). The cover letter or memo has the purpose of familiarizing the reader by beginning context and explaining the summary and scope of the booklet report. Also the booklet report will contain visuals as will the memo report.  Therefore, the three report set-ups can be modified to any workplace situation simply by changing the headings to suit the topic at hand.

TYPES OF REPORTS  We have four different types of reports: Incident report: Describes the situations surrounding an accident, fire, equipment failure, even a security breach. Progress report: Summaries the progress of an on going project. Recommendation report: Implies that certain processes be approved or excluded. Travel report: Classifies the purpose and summarizes the results of business related travel.

INCIDENT REPORT  An incident report is written out by the person who was involved in the accident or by a supervisor in charge. Such reports must have the proper written procurers to satisfy government regulations in the workplace, or have the proper accident report filled out by an officer of the law for insurance purposes. These repots can help in the event to guard against legal liability, or to draw attention to unsafe conditions in need of correction in the workplace.  When recounting the incident, always be responsible for complete details.

INCIDENT REPORT CONTINUED  Use all names of job titles or all persons involved, to include witness if available Reliable statements from person involved.  Use to your best ability step-by-step description of the incident.  Exact location of the incident.  Date and exact time of each major development.  Clear identification of any equipment or machinery involved.  Detailed description of any medical intervention required including names of ambulance services and personnel, nurses, physicians, hospitals, or clinics.

PROGRESS REPORT  Introduction- Make available context and background, recognizing the project, reviewing its objectives, and alerting the reader to any new developments.  Work completed- Summarizes accomplishments to date If it deals with many related projects the report should have subdivisions by task.  Work remaining- Summarizes all completed task, emphasizing what’s expected to be accomplished first.

PROGRESS REPORT CONTINUED  Problems- Identify any relays, cost overruns, or any unanticipated difficulties.  Conclusion- Recaps the status of a project and recommends solutions to any major problems.  If properly prepared progress reports can be invaluable.

RECOMMENDATION REPORT  Persuades decision makers to pursue a particular course of action.  Problem-Detects the problem itself, also if possible the cause and relative urgency.  Solution- Gives a recommendation and how it will be executed, and states the benefits, such as relevant data on cost and timing.  Discussion-Summarizes briefly the key points and respectfully urges the application of the recommendation.

TRAVEL REPORT  Employees work related travel:  Introduction- provide basic information, including destination, purpose of travel, arrival and departure dates and time.  Description of activity, service performed – with a detailed account.  Cost accounting- The employee is to turn in all receipts which account for all money spent.  Discussion- An calculation of the usefulness of travel, approvals of on the topic of the possibility of travel in the future.

ACTIVITY PARTICIPATION ACCIDENT/INCIDENT REPORT FORM Fill out the accident/incident report form using your name as the injured person. You can make up an address and phone number. Use either the Passenger or System Employee for you being injured. So it is either a car accident or an employee accident. Make up a doctor and hospital along with the phone number.

REFERENCE  Searles, George J. "Workplace Communications: The Basics." Searles, George J. Workplace Communications. Vol. 5th. Upper Saddle River: Longman,