Transcript
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SHORT
REPORTS
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Structure of the Reports
3rd Level
4th Level
TitleFly
TitlePage
TitlePage
TitlePage
TitlePage
TitlePage
Co!i"atio" Tra"sittal/#$ec%Su%
Letterof
Tra"s%
Letterof
Tra"s%
Ta!leof
Co"te"ts
Ta!leof
Co"te"ts
Ta!leof
Co"te"ts
#$ecutiveSuary
#$ecutiveSuary
Co!i"atio" Tra"sittal/#$ec%Su%
EMAILREPORT
THE REPORT PROPER
THE REPORT PROPER
THE REPORT PROPER
THE REPORT PROPER
THE REPORT PROPER
LETTER REPORT
1stLevel
5th Level
&th Level
'th LevelLo( foralit
)igh forality
2"d Level
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*vervie(
+ost reports are short
Siilarities , di-ere"ces
!et(ee"
Short , lo"g
Short Types
Special *"es
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Four +a.or i-ere"ces0et(ee" Short , Lo"g
Reports
Less i"troductory aterial
orally !egi" directlyco"clusio" a"drecoe"datio" rst
+ore liely to use perso"al style
Less "eed for a foral cohere"ce pla"
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Three Fors of Shorter
Reports
Short reports
Letter reports
#ail reports
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The Short Report
Title page , report te$t
irect approach
Parts
Quick summary
Introductory remarks
Findings
Conclusions & recommendations
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Short Reports
+echa"ics
Layout requirements
Headings = 2 level
Graphics optional!
"ppendi# optional!
$i%liography i needed!
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Letter Reports
External (reader )
Shorter prole!"
3#4 pa$e"
%r&tten per"onall'
Either &re*t+&n&re*tapproa*he"
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#ail Report
7sually (ritte" for a"d !y people (ithi"a" orga"i8atio"
9idely used
+ostly i"foral
Follo( letter for
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#ail Reportco"t6d
Recommended action.
My investigation of the quality of fire protection at the plant
supports these recommendations:
1. That the Safety Supervisor conduct training sessions for each
fire brigade until it is thoroughly trained.
2. That monthly practice runs be scheduled for all fire brigades.
3. That an alarm bell be placed outside the Shift Maintenance
office in uilding 13!.
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Special Reports
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Routi"e *peratio"alReports
:eep others i"fored a!out the copa"y
For a"d co"te"d ca" vary depe"di"g o"the copa"y
Reports ca" !e daily; (eely; o"thly; or
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Progress Reports
Revie( process o" a" activity
+ostly i"foral a"d "arrative
9ith progress report you (a"t toephasi8e the positive
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Sta- Report
Follo(s a $ed orga"i8atio" pla" that leads
to a co"clusio"
Structure>
?de"tifyi"g i"foratio" Suary
Pro!les/*!.ectives
Facts
iscussio"
Co"clusio"
Recoe"datio"
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+eeti"g +i"utes
9ritte" record of a groups activity a"ddecisio"s
Co"tai"s o"ly o!.ective data
@ccurate i"utes are iporta"t
o specic layout
Focuses o" the co"te"t to easily retrieve
it
= u!eri"g ites
= 7si"g di-ere"t te$ts lie !old; italic oru"derli"ed
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+eeti"g +i"utes co"t6d
Prelii"ary ites>
ae of the group
ae of the docue"t
Type of the eeti"g o"thly; eerge"cy;special
Place; date a"d tie
ae of those atte"di"g i"cludi"g guests
ae of those a!se"t a"d reaso"s fora!se"ce
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+eeti"g +i"utes co"t6d
0ody ites>
@pproval of i"utes of previous eeti"g
+eeti"g a""ou"cee"ts
*ld !usi"ess A Reports o" attersprevious eeti"g
e( !usi"ess A Reports o" attersprese"ted to the group
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+eeti"g +i"utes co"t6d
Closi"g ites>
Place a"d tie of "e$t eeti"g
otatio" of the eeti"g e"di"g tie
ae a"d the sig"ature of the perso"respo"si!le for prepari"g the eeti"g
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@udit Report
Statee"t verifyi"g a" accou"ta"tsi"spectio" of a r6s "a"ce record
+ay !e lo"g or short
Short=for audit reports are oststa"dardi8ed
Lo"g=for audit reports varies i" their
aeup
o typical for e$ists
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Proposals
Persuasive prese"tatio" for co"sideri"gsoethi"g
Ca" !e oral; (ritte" or co!i"atio" of !oth
Ca" !e ade !y i"dividuals or orga"i8atio"s
Ca" eve" !e ade i"ter"ally
+ay !e foral or i"foral
+a.or t(o fors
?"vited
Prospecti"g
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Proposals Co"t6d
Topics of the proposal
9riter6s purpose a"d reader6s "eed
0acgrou"d
eed
Pla" descriptio"
Particulars tie; schedule; cost; perfora"ceetc%
@!ility to deliver
0e"ets
Co"cludi"g coe"ts
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@"y Buestio"
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