SHORT

REPORTS

Short Reports

2/11/15

High formality
Title
Title
1st
Level Fly Page
2nd Level

Title
Page

Structure of the Reports

Letter Table Executive
of
of
Summary
Trans. Contents

THE REPORT PROPER

Letter
Table Executive
of
of
Summary
Trans. Contents

THE REPORT PROPER

3rd Level

Title
Page

Table
Combination
Transmittal/
of
Contents Exec.Sum.

4th Level

THE REPORT PROPER

Title Combination
Transmittal/
Page Exec.Sum.

5th Level

Title
Page

THE REPORT PROPER

THE REPORT PROPER

6th Level

Low formality

LETTER REPORT

7th Level
Short Reports

EMAIL
REPORT
2/11/15

Overview
Most reports are short

Similarities & differences

between
Short

& long

Short Types
Special Ones

Short Reports

2/11/15

Four Major Differences

Between Short & Long
Reports
Less introductory material

Normally begin directly(conclusion and

recommendation first)
More likely to use personal style
Less need for a formal coherence plan

Short Reports

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Three Forms of Shorter

Reports
Short reports

Letter reports
Email reports

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The Short Report

Title page & report text

Direct approach
Parts
Quick

summary

Introductory

remarks

Findings
Conclusions

Short Reports

& recommendations

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Short Reports
Mechanics

Layout

requirements

Headings

= 2 level

Graphics

(optional)

Appendix

(optional)

Bibliography

Short Reports

(if needed)

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Letter Reports
External (reader)

Shorter problems
3-4 pages
Written personally
Either: direct/indirect
approaches

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Letter report(contd)

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Email Report
Usually written for and by people within
an organization

10

Widely used
Mostly informal
Follow letter form

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Email Report(contd)

Recommended action.

11

1.
2.
3.

My investigation of the quality of fire protection at the plant

supports these recommendations:
That the Safety Supervisor conduct training sessions for each
fire brigade until it is thoroughly trained.
That monthly practice runs be scheduled for all fire brigades.
That an alarm bell be placed outside the Shift Maintenance
office in Building 135.

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Special Reports

12

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Routine Operational
Reports
Keep others informed about the company

13

Form and contend can vary depending on

the company
Reports can be daily, weekly, monthly, or
quarterly on the work of each
department or each employee
One innovative format is the 5-15 report

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Progress Reports
Review process on an activity
Mostly informal and narrative

14

With progress report you want to

emphasize the positive

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Staff Report
Follows a fixed organization plan that leads
to a conclusion
Structure:

15

Identifying information

Summary

Problems/Objectives

Facts

Discussion

Conclusion

Recommendation

Short Reports

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Meeting Minutes
Written record of a groups activity and
decisions

16

Contains only objective data

Accurate minutes are important
No specific layout
Focuses on the content to easily retrieve
it
- Numbering items
- Using different texts like bold, italic or
underlined
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Meeting Minutes (contd)

Preliminary items:

17

Name of the group

Name of the document

Type of the meeting (monthly, emergency,

special)

Place, date and time

Name of those attending including guests

Name of those absent and reasons for

absence

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Meeting Minutes (contd)

Body items:

18

Approval of minutes of previous meeting

Meeting announcements

Old business Reports on matters

previous meeting

New business Reports on matters

presented to the group

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Meeting Minutes (contd)

Closing items:

19

Place and time of next meeting

Notation of the meeting ending time

Name and the signature of the person

responsible for preparing the meeting

Short Reports

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Audit Report
Statement verifying an accountants
inspection of a firms finance record

20

May be long or short

Short-form audit reports are most
standardized
Long-form audit reports varies in their
makeup
No typical form exists

Short Reports

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Proposals
Persuasive presentation for considering
something

21

Can be oral, written or combination of both

Can be made by individuals or organizations
Can even be made internally
May be formal or informal
Major two forms

Invited

Prospecting

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Proposals (Contd)
Topics of the proposal

22

Writers purpose and readers need

Background

Need

Plan description

Particulars (time, schedule, cost, performance

etc.)

Ability to deliver

Benefits

Concluding comments

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Any Question?

23

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