1. Short Reports LECTURE 23

2. A report presents comprehensive information on a specific subject. Its main function is to inform, offer expert opinion, advice to managers, keep a check on progress, plan for the future and make decisions.

3. Planning Steps Indicate your purpose clearly Give accurate and objective information Apply suitable headings Organize the points Lead logically to a conclusion

4. 1: Take time to identify your task 2: Consider your reader’s needs 3: Identify and list your and sourcing requirements 4: Avoid being side-tracked 5: Discard anything irrelevant

5. Order of Information 1: Indirect order 2: Direct order 3: Routine order

6. Four types of Short Reports 1: Justification Report 1 Purpose statement (subject line) 2: Structure of information Describe the current situation Describe the change Justify the change Describe the cost factor Discuss the advantages and disadvantages

7. 3: Conclusion Make a conclusion Close with a recommendation

8. 2: Progress Report 1: Purpose statement 2: Structure of information Open with the current status Work or goals completed so far Follow with details of the operation’s achievements Present any problems/delays and suggest their solutions Change of plans (give details) 3: Conclusion Give advantages of the change introduced Indicate the future

9. 3: Periodic Report 1: Purpose statement 2: Structure Open with facts and figures Present objective information on achievements and problems Cost factors involved 3: Conclusion Summarize the findings Close with recommendations

10. 4:Incident Report: Written on forms generated by the organization

11. Involving clients Unusual delays Accidents Special events