LECTURE 23
Short Reports
• 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.
Planning Steps
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Indicate your purpose clearly
Give accurate and objective information
Apply suitable headings
Organize the points
Lead logically to a conclusion
• 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
Order of Information
• 1: Indirect order
• 2: Direct order
• 3: Routine order
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
• 3: Conclusion
• Make a conclusion
• Close with a recommendation
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
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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
• 4:Incident Report:
• Written on forms generated by the
organization
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Involving clients
Unusual delays
Accidents
Special events