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SHORT REPORTS FORMAT AND TYPES

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					SHORT REPORTS
FORMATS AND TYPES
SHORT REPORTS FORMATS
   SHORT REPORTS are usually written in
    MEMO format for communication within
    the organization
   They are written in LETTER format for
    communication outside the organization or
    premises
SHORT REPORTS SECTIONS
   SHORT REPORTS are written to inform
    and analyze information for decision
    making
   They do not require detailed introductions
    or abundant visuals
   They include introduction section, body or
    discussion section, and terminal
    (summary, conclusion, recommendation)
    section
    SHORT REPORT SECTIONS
   Introduction may include: purpose or aim;
    authorization (who asked you to write the
    report); sources of information; scope or
    topics of the report; definitions of
    unfamiliar terms; background or history of
    a problem; brief mention of results; list of
    topics or layout of the report.
    SHORT REPORT SECTIONS
   In the Body of the report, one should:
   Present all facts relevantly and impartially
   Organize material by inductive or
    deductive plan
   Emphasize important ideas
   Include visual aids
   Use headings to guide the reader
      BODY OF SHORT REPORT
             CONTD.
   Use topic sentences for main ideas at the
    beginning of all paragraphs
   Apply the Seven-C principles
TERMINAL SECTION OR ENDING
     OF SHORT REPORT
   In the Terminal section:
   A summary condenses the text
   Conclusions evaluate and infer from the text
   Recommendations offer specific courses of
    action
   Do NOT include any NEW information in
    concluding paragraphs
   List summary points in the same order as the
    topics in the text
    SHORT REPORT SECTIONS
   If the short report uses Memo format, add
    the subject line
   If the short report is five or six pages long
    then you can add preface and appendixes
    if necessary
    Visuals must be added if there is
    extensive statistical or technical data so
    that it can be explained clearly
        TYPES OF REPORTS:
     INFORMATIONAL REPORTS
   Informational memorandum reports
    inform or summarize information
   Three general kinds of informational
    reports include: conference reports,
    progress reports, and periodic reports
     CONFERENCE REPORTS
   The purpose of conference reports is to
    record all discussions and decisions in the
    meetings or conferences held in the office
    or organization
   The text of the reports is organized by
    topics discussed or presented in
    chronological order as in the meeting.
        PROGRESS REPORTS
   Progress reports show progress,
    accomplishments, or activity executed over time
    or at a given stage of a process or major
    assignment
   The organizational plan used is inductive,
    including topics such as: Introduction,
    Description of accomplishments in a given
    period, problems if any, plans for next reporting
    period, summary of overall progress to date
         PERIODIC REPORTS
   Periodic reports are written to correspond
    to the organizations’ fiscal year or weekly,
    monthly, quarterly and other recurring
    time periods, and summarize
    organizational activities and affairs
   If the memo report is monthly or weekly
    the introduction and terminal sections are
    unnecessary
    ANALYTICAL MEMO REPORTS
   If informational reports present data and
    evidence, ANALYTICAL reports seek to
    analyze a situation or problem
   They may end with or without specific
    recommendations
    ANALYTICAL REPORT FORMAT
   The introduction section may include:
    authorization (who gave you the assignment),
    purpose (what you are analyzing), background
    information, methodology or sources of
    information, list of topics, your recommendation
    on specific action
   In the body use each criterion or standard as
    topic to discuss data related to the criterion
ANALYTICAL REPORT CONTD
   After discussing details of all the criteria,
    you will write the terminal section
   You can include recommendations only if
    your boss wants them from you
   Otherwise you can just include the
    conclusions based on the data related to
    each criterion.
         RECOMMENDATION-
       JUSTIFICATION REPORTS
   In these reports you may have to recommend
    specific actions and justify the reasons for your
    recommendations
   In introduction give aim or purpose of the
    report, brief authorization, and list of topics
   In body provide the current state of the
    problem, causes and effects of problem, possible
    options to remove problem, criteria in evaluating
    the solutions, recommended solutions
   In terminal section give brief summary and
    recommendations-numbered consecutively
          LETTER REPORTS
   BOTH INFORMATIONAL AND ANALYTICAL
    can be written in form of letter when
    sending information outside your
    organization or to very high level authority
   You must include date, inside address,
    salutation, body of report, complimentary
    close, signature

				
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posted:1/16/2012
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