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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 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

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

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

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

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