UNIT 12

Structure
12.0 12.1 12.2 12.3 12.4 Objectives Introduction Types of Report Steps in Writing Reports Method of Investigation
12.4.1 Sourns of lnfonnation 12.4.2 Note-taking 12.4.3 Outline of the Report

12.5 Characteristics of a Good Report 12.6 The Format of the Report 12.7 Infonnal Report
12.7.1 Accident Report 12.7.2 survey Report 12.7.3 Tour Report

12.8 Let Us Sum Up 12.9 Key Words Answers

12.0 OBJECTIVES
Our aim in this unit is
to toll you about the general format of 'informal' reports. and to give you examples of, and practice in writing three types of 'informal' reports.

After you complete this unit, you should be able to write the three types of 'informal' reports discussed by us.

12.1 INTRODUCTION
As commercial activity gets more and more complex, it becomes difficult for all the people concerned to k acquainted with its diverse aspects. Therefore, different members of an organisation are often asked to prepak reports in areas which directly or indirectly concern them. In this way, they can acquaint others about the different subjects. You may also be required to write reports as part of your activity in an organisation. In this unit we shall try to familiarise you with reportwriting in general. We shall also discuss and give you practice in writing three types of the most frequently written shorter reports.

12.2 TYPES OF REPORT

A report has factual and objective information systematically presented by the person who has collected it.
A business report is an orderly presentation of facts about a specific business activity. Although it consists mainly of facts, it often contains the writer's interpretation of the information.

Business reports may be classified in many ways, but we often group them in terms of fonnal reports and informal reports.

1 reports are generally based on projects that may require many months of nd large sums of money. These reports may run to several hundred pages. ay be on topics like 'exploring the advisability of launching a new ', or 'research into new developments in a field', or an 'end-of-year

ma1 reports are brief-from a few paragraphs to a few pages. They are written as letters (if they are to be sent outside the company) or as nda (if they are to be distributed within the firm). Informal reports may tour reports, progress reports, accident reports. Both formal and informal may be informational or analytic. rmational report, as the term implies, presents a situation without n or recommendations. It gives a detailed account of activities or s, making no attempt to suggest solutions to the problems, but confining assing on information. Examples of informational reports would be : a expense sheet, a foreman's report on production in his section, a tour a sales representative. Although such reports are valuable for their facts may be used later as the basis for a decision by the management. nalytic report, like an informational one, describes a situation, but it also ins an analysis of the situation, and the writer's conclusions and mendations. The analytic report is often a basis for an important decision. the writer shares a greater responsibility. Analytic reports may include s on the market potential of a new product that a company is launching, s for the loss incurred on a contract, suggestions for improving the sales of In his unit, we shall give you examples of informal reports. In the next unit, we sha discuss formal reports.
Ch ck Your Progress 1
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PURE STEEL UTENSILS LTD Patha Bhavana Santiniketan, 73 1 235 To Mr. P.P. Reddy (Regional Manager) From R.C. Gupta (Marketing Executive) Date : November 30, 1988

I Subject:Causes for the Decline in the Turnover of Pure Steel Utensils.

As per the instructions in your letter of 30 October, 1 undertook a careful study of the general market conditions regarding the sales of our steel utensils. I have the following observations to make: 1
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There is a general depression in the trade, and this has affected not only our business, but also the business of many other companies. Our products face a tough competition in the market. Several rival companies have come up with more attractive and modern designs, more suitable to the 'living-stvle' of middle class families today. o u r publicity policy is outdated. We need to gear up in this area, in order to capture new markets.

Other Formr of Omchl Communlcalion

12.3 STEPS IN WRITING REPORTS

Before you begin writing a report, you must ask yourself a number of questions: What is the purpose of the report? What problem or problems are you expected to solve? Is it to pass on information, or persuade someone to take a particular course of action? Or to answer a question? Who are your readers? When is the report due? etc. After you have a clear idea of the kind of problem that you are expected to investigate, you may begin the actual work of research and collection of facts. It may be a good idea to write down your statement of purpose; it will help you to be precise and remind you of your focus: The procedure leading to the writing of the report would involve six distinct stages: i) ii) iii) iv) v) vi) investigating the sources of information taking notes interpreting and analysing the facts writing the outline of the report writing the actual report editing and revising the report.

12.4 METHOD OF INVESTIGATION

A report has to be based on facts. Ideas, conclusions, evaluations and

recommendations must grow out of facts. Before you begin to organise and construct the report, you must take the first step of gathering and assembling the facts-the data. The extent of investigation depends on the length and the importance of the report. Your research will frequently involve examination of company files, your personal observation, talking to other officials in the company, interviews, preparing questionnaires, and research in the library.

12.4.1 Sources of Information

Film Always begin with the company files. Much of the information you need may already be in your office. So, in the very beginning of your research, you should examine the files for other reports, and sales, financial and operational records that may be pertinent to the subject you are investigating. You wiU probably learn something about the background of the problem or the subject you are working on. Once in a while you may actually fmd what you need.
Personal Communication: Besides studying the company fiks, you may need to talk to others to obtain information. In a report that is based on the opinions of certain people, for example, you may have to interview those people in person or communicate with them by letter or telephone. Letter and telephone interviews are less satisfactory. By direct contact you can establish rapport and obtain additional information which may not be possible through a letter or a telephone call. In a report which includes a survey, you may have to send questionnaires to the sample informants selected by you. When (and if) they are returned, you can compile the information. Library Research: For relevant background material, as well as for updating of information, you may have to study specific books, newspapers, trade journals, and past and current issues of periodicals related to, the topic of your report.
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In the course of your investigation, you must take notes of anything that appears related to your subject. The purpose of taking notes is to record, in an abbreviated form, the information that will go into your report. The advantage of taking notes is that you don't have to rely on your memory to recall every detail that you may want to include in your report. However, don't make your notes so

hat later you forget what you have written. Later, you must organise your

12.4 3 Outline of the Report

ollecting the information that you require for the report, don'tbegin it immediately. It would be wise t o write up a detailed outline first. For ly short informal reports, you may jot down a few points to make sure u have not left out any important information, and that you have d it in a logical order. Longer reports would generally require more te planning. Where such planning is necessary, it is best to arrange your 1 in the form of points under appropriate headings. This will tell, you if e missed any information, and also help you to irlterpret and evaluate . The outline is merely a guideline, and will probably change as the

1 ,5 CHARACTERISTICS OF A GOOD BUSINESS

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REPORT

good business report must have the following qualities: It is very important that the information in a business report is accurate and reliable. The writer's recommendations may not be favourably received, but if the facts are correct, the reader can interpret them in his own way. Accuracy includes completeness as well as correctness. The omission of important information can be as dangerous as including erroneous information. Like other writing, a good business report must have clarity and conciseness. T o ensure clarky, a writer must first take care to investigate his subject thoroughly, and then write a detailed outline. Paragraphs and sentences should logically follow each other, and the words used should be as simple as possible. A good business report must be concise. This does not mean that a long report is undesirable, but a wordy report, full of irrelevant ideas and too much detail. is a waste of the writer's and the reader's time.

A good report is objectively written. This sometimes becomes difficult because the writer is often closely involved with the subject, and may be deeply committed to it. However, the writer should not permit his prejudices to warp his judgement in the writing of the report. This requires a certain amount'of restraint in the selection of words. Use of superlatives and other such expressions should be avoided. For example:

Avoid
The working conditions in the factory are appalling. The Branch Manager and the store-keeper of the warehouse showed a complete lack of a sense of responsibility.

Use
The working conditions in the factory need the urgent attention of the management. The Branch Manager and the store-keeper of the warehouse should have behaved in a more responsible manner.

The report should be organised in such a way that the information is conveniently displayed for the reader. This can be mainly done through a proper display of the material. Dividing a report under headings and subheadings, for instance, certainly makes for easy reading. In longer repons, a table of contents often proves helpful. Lists, tables, graphs and diagrams can shorten the text material, and save time for the reader. A lot of longer

details for a closer examination.

12.6 THE FORMAT OF THE REPORT

Most reports have at least three and sometimes four parts. These include: Introduction, Body, Conclusion, and Recommendations. The introduction should state the subject and the purpose of the report. It may also include any background information that is necessary for the reader to follow the report. The introduction is often a good place to refer briefly to any conclusions that may be drawn. In the body of the report, the writer must include a clearly organised account of the subject of the report, e.g. the results of the survey carried out, an account of the fire in the factory and the damage to life and property. The conclusion of the report contains a summary of the findings and their significance. Finally, in the recommendations are included any suggestions that the writer may make-based on the facts of the situation. The recommendations indicate any practical course of action that may be taken. They are often the most important part of the report, and their adeption or rejection depends on how they are presented. They should be positive statements, and should suggest specific things to be done or a course of action to be followed. For example, hiring more semiskilled labour to complete the project in time; increasing the salaries of the technical staff; planning an incentive scheme for more productivity. Some types of reports do not require recommendations, but usually the section on Conclusions and Recommendations forms the most important part of a report.

12.7 INFORMAL REPORT

The informal report may range from a few paragraphs to a more developed presentation taking several pages. Usually, the informal report is submitted in the form of a letter or a memorandum. Unlike the longer formal report, the informal report does not have any special display like a cover, a table of contents, etc. The style is also more personal and informal than a formal report. Since an informal report is almost always intended for a specific reader or a small group of readers, you are expected to have a good idea of how much background information it will be necessary to provide for your reader. There are many different types of informal reports. These include tour reports, progress reports, accident reports, survey reports, etc. We shall discuss some of these different types of informal reports, and give you practice in writing such reports.

12.7.1 '.Accident Report

In all offices, occasional problems arise for some reason or the other. These may include accidents, equipment failure, stoppage of work, etc. These incidents have to be reported immediately and their cause determined, so that they may not recur. It is very important that such a report is not only prompt, but also accurate and objective, because it can become legal evidence, and also prevent further injury or disruption in service. The accident report is normally written in the form of a memo by a responsible person to his superior(s). You may look at Unit 1 I to see $ow a memo is organised. In writing an accident report keep in mind the following points: In the subject line of the memo briefly state the nature of the incident you
owe

~~nnrtino

cause insurance claims, compensation to injured workers, and in some ses, law suits will depend on the information in an accident report.

the incident, make sure this is made clear to your reader.

nt has occurred.

: Mr. Abid H. Zaidi (General Manager) : T.L. Dave (Regional Manager) : 25 February, 1988

2nd February 1989, at approximately 4.15 p.m. there was a fire at the pur office warehouse, resulting in ,loss of company's property worth 2.08

is difficult to ascertain the cause of the fire, my enquiries revealed y of the Company's standing instructions had been flouted. For

even smoke if they wish. the office, but not'a single fire-extinguisher was in proper working condition. Fire-extinguishers must be 'charged' every year, but in the case of the Kanpur office, these had not been 'charged' for nearly four

Other Form of OmrhI Coamunlation

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Instructions Given
Meanwhile. I have issued the following - instructions: a) The present storekeeper, Mr. h i Prakash, has been transferred to Accounts, and his place taken by Mr. Ram Singh, who was handling customer ledgers. A 'NO ADMISSION' sign has been fixed at the entrance to the warehouse. Under no circumstances (except with the written permission of the Branch Manager) can outsiders, or even staff members not working in the warehouse, be permitted inside it. The warehouse shall remain locked during the period when 'receipts' or 'despatches' are not taking place. Paper work connected with the warehouse shall be done outside, somewhere in the main office. The Branch Manager o r the Accountant must inspect the warehouse daily, in order to ensure proper upkeep. All the fire-extinguishers should be 'charged' immediately.

b)

c)

d) e)

f)

Check Your P r o g r e s s2 Imagine you are the Regional Manager of an organisation. There has been a n accident in the godown of your office. Prepare a report in the form of a memo, using the following points:

back wall of the godown collapsed due to heavy rains-one of the loaders caught under the debris; died on the spot. Two other workers injured. The injured rushed to Jawaharlal Memorial Hospital. Dependents of the dead, as well as the injured workers, given immediate assistance from Employees' Benevolent Fund. Claim sent to Insurance Company. Architect called to inspect site-said temporary structure built. Advised rebuilding of godown. beams were considerably decayed-

Survey rep example, Y

are often written in ssponse to a request for infOmtion. be asked to conduct an opinion sumey among the CUstome** -:L:~;,.. on the launching of certain pmdubs, or study a - -,,,.;fir noeration, n he findings

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Other Fonns of 0 m ~ l . Ccnn&tlon l

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It's usually prepared in the form of a memo. It opens with a statement about the information the writer was asked to collect. Some reports also have the writer's recommendations right in the beginning. The body of the report would contain a discussion of the advantages and disadvantages of the options available, along with the supporting data.

In the example given below, an office manager has been asked to find suitable premises where the present office can be shifted. The following report gives the details of the premises recommended, the advantages as well a s the disadvantages. RAJAN CLOTH MILL 16, Gopi Tower, Karol Bagh, New Delhi-110 005. MEMORANDUM To Mr. S.K. Raina (Managing Director) From Charles Pinto (Office Manager) Date : 7 August 1988 Subject Recommendation
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Report on suitable premises for shifting the office of the company. That Rayons Cloth Mill should purchase Ankur Building in Kalkaji.

As suggested in your letter of 4 July 1988, I inspected a number of buildings in South Delhi. After careful consideration, I recommend Ankur Building, which is situated in Kalkaji. This building, I feel, would be the most suitable for our requirements. The building consists of two storeys, and'has 15 rooms in all. The rooms are fairly large (30' x 20.1, well lit and airy. Since the rooms are fairly large, we shall be able to put partitions in some of them.

The toilet facilities for both men and women are adequate. There are also watchmen's quarters comprising two rooms each, and situated to the left of the main gate.
The only disadvantage that I visualize is that there is not much open space around the building and the parking space may be inadequate for all the cars. But for the junior office staff there is a bus stop two hundred yards away. I have started preliminary negotiations with the owner, MI. Albert Michaels. He is likely to accept an offer of Rs. 20 lacs. Jai Prakash Associates, our architects, have examined the building in detail. It is in sound condition and needs no major repairs. Restructuring to alter the layout of the building to suit our specifications will cost no more than Rs. 40,000/ -. The Directors may like to inspect the building before any decision is taken.

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Check Your Progress 3 Imagine that ydu are a Sanitation Inspector at the Municipal Office. You have been asked to conduct a surprise check on 3 hospitals in your city, Write a report to your immediate Supervisor, using the following points:
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Give the names of the hospitals you visited.

* Maintenance

Extenor and interior of buildings shabby-posters and pain led

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