IN THE NAME OF ALLAH THE MOST BENAFICENT THE MOST MERCIFULL

THE TOPIC OF OUR PREZENTAION IS INFROMAL REPORTS AND ITS KINDS

CONTENTS
Reports Function of reports Kinds of reports Organizational pattern Developing informal reports Kinds of informal reports

REPORTS
Definition: Reports are systematic attempts to answer questions and solve problems. Reports may be presented orally in front of group or electronically on the computer screen
Other may be primarily numerical data, for example; tax report, profit and loss statements.

Functions of reports
Information report: Analytical report:
Present data without analysis and recommendation. Provide data analysis and recommendation.

KINDS OF REPORTS

FORMAL REPORTS

INFORMAL REPORTS

Formal reports

DEFINATION:
report with all, or nearly all, of the parts that directly describe the objectives of the report.
By formal report we mean a

Informal reports

Definition:
circulation of the reports only within an organization, it is short and describe specific subject in brief. No cover, no transmittal letter, no title page.

Informal report designed for

Organizational pattern of informal report

Informal reports may be organized 1) Directly 2) Indirectly.
Direct pattern: when purpose of writing is presented close to begining,the organizational pattern is Direct. such as information reports and analytical reports.

Information reports open with introduction followed by facts and summary such as letter reports.

Analytical report may be organized directly, when readers are familiar with the topic. It requires only two items: 1. Conclusion 2. Recommendation

Indirect pattern
When conclusion and recommendation appear at the end of the report the organization pattern is indirect. Such reports usually began with an introduction or description of the problem FOLLOWED BY FACTS and interpretation from writer. This pattern is helpful when reader is unfamiliar with the problems.

FORMATS
1) 2) 3) 4) There are four formats Letter format Memo format Manuscript format Printed format

LETTER FORMAT
Letter format for short informal report. A letter report contains a date, inside address, salutation, and complimentary close.
Letter reports usually are longer and show more careful organization than most letters. They also include headings.
(look at your hand outs)

Letter format report(1)

CENTER FOR CUSTOMERS FOR LEAGEL SERVICE
P.O. Box 260 RICHMOND September 7, 2009

Miss Mahim secretary 1309, Madina town Dear miss Mahim;

as extensive director of center..the report will discuss three steps 4 year group. INTRODUCTION: The two kinds of plan are commonly available the first a free plan offers free legal concentration Determine the benefits your group needs: the first step establishing a free legal they want typically benefits include the following . FREE CONCENTRATION: Members may consult a participating attorney. And device FREE DOCUMENT REVIEW: Important papers such as letters . Of terms.

Letter format report(2)

Ms. Mahim page 2 September, 2009 Discount on additional services. For more complex.needed services. Select the attorneys for your plans. Groups withgovernment filings. Publicize the plan to your members. Members wont use a planlevel of awareness. Summary. A successful free legalcall me at this (804) 3559901. Sincerely Signature Executive director.

Memo Format
Memo format: For short informal reports
Memo reports begin with DATE, TO, From, and SUBJECT. It differ from regular memos in length, use of headings and organization.

Manuscript Formats
Manuscript format: For longer reports

These are printed on plain paper.

They begin with headings and sub headings.

Printed Format
Printed forms:
For repeated data such as monthly sales reports, personal and financial reports. Standardized headings on this form save time.

DEVELOPING INFORMAL REPORTS

Reports take planning, beginning with defining the project, gathering data.

Defining The Project

Begin the report by definition. Definition should include a statement of purpose. Question come on our mind, such as Am I writing this report to inform, to analyze, to solve a problem or to persuade your purpose? The answers should be very clear and accurate.

Defining the project

In informal reports the statement of purpose may be only one sentence; that sentence usually becomes part of the introduction. Analyze who will read your report. immediate supervisor Other readers

Influencing on your audience

Writing style
Research method Vocabulary Area of emphasis Communication strategies

Gathering Data
Good report should be : Solid Accurate Verifiable Factual information for informal report: 1. Company record 2. Observation 3. Survey, questionnaires. 4. Interviews 5. Research

Company Records
Reports begin with analysis of company records and files.
We can observe past performance and method used to solve previous problems.

Observation
A logical source of data for many methods lies in your personal observation and experiences. e.g. for buying new equipmentsyou have to give record for its previous use and effectiveness.

Survey, questionnaires,& inventories

By doing so, we can collect data about the popularity of the equipment. E.g

Interviews
Allows one-on-one communication. It is direct way to produce excellent first hand information.

Electronic and other research.

An extensive source of current and historical information. Connect to Web, data bases, and other online resources. Other short hand information such as news papers magazines.

Developing an appropriate writing style

1. 2. 3. Depends upon three things: Purpose Audience Format You may use first-person pronounce (Ive mean my us our ) and

contraction (Im, well).

Using effective headings

Help full to both report reader and writer Act as outline text, highlighting major ideas and categories Provide resting points for and eyes
Breakup large chunks of text

Different types of headings

Functional headings
Talking headings Combination

DIFFERENT KINDS OF HEADINGS

FUNCTIONAL HEADINGS: Introduction discussion of finding and summary Talking heading:
Student perplexed by shortage of parking Combination: Shuttle and news structure

Using effective headings

Use appropriate heading levels
Strive for parallel instruction

For short reports use first and second level headings

Capitalize and underline carefully Keep heading short and clear

Don't use headings as antecedent for pronounce

Being objective
Present both sides of an issue: If we are favoring one personality, discuss both
sides and show through logical reasoning

Separate fact from opinion: Suppose a superior wrote, for

example; Our department works harder and get less credit than any other department in the company. This sentence can be written as Our productivity has increased 6% over the past year, and I am proud of the extra effort my employees are making

Being objective
Be sensitive and moderate in your choice of language: Dont exaggerate. Instead of saying most
people think., it might be more accurate to say some people think

Cite sources; When the information came

from, e.g. in a telephone interview with Blank Spence, director of transportation, October 15, he said.. OR: the Wall street (August 10,p.40) reports that. Your words should become more believable and argument more convincing

Kinds of informal reports

Information reports Progress reports Justification/Recommendation reports Feasibility reports Minutes of meeting Summaries

Information reports
Reports that collect and organize information are informative or investigative. They may record routine activities and normally reports of sales and profits. Reports provide information without drawing conclusion or making recommendations. Although they provide information, they do not analyze that information

Format
Information reports generally contain three parts. (1)Introduction (2)Body (finding) (3) conclusion

Format
In the introduction explain why are you writing. Describe what methods and sources were used to gather information. Provide any special back ground information that may be necessary. In the finding section organize the facts in a logical sequence. You might group information in alphabetical, topical, geographical, simple to complex and most to least information. Conclude by summarizing your findings or highlighting your important points.

Progress reports
Continuing projects often require progress reports to describe their status. Thus reports may be external (advising customers regarding the headway of their projects) or internal (inform management of the status of activities.

Format
Identify the purpose and the nature of project. Supply back ground information only if the reader must be educated. Describe the work completed. Discuss the work on progress including personal activities, methods and locations. Identify problem and their remedies. Consider future activities.

Example
As the location manager in the film industry writes progress reports. Notice that his report identifies the project and provides brief background information. He then explained what has been completed, what is yet to be completed, and what problems he expects.

Justification/Recommendation reports
Justification and recommendation reports are similar to information reports in that they present information. However, they often analyze in addition to data. They attempt to solve problems by evaluating options and offering recommendations.

Format
In the introduction identify the problem or need briefly. Announce the recommendation, solution, or action concisely and with action verbs. Discuss process, conclusion, and costs. Explain more fully the benefits of the recommendation or steps to taken to solve the problem. Conclude with the summary specifying the recommendation and action to be

Feasibility Reports
DEFINATION: Feasibility reports analyze weather the proposal or plan will work or not. EXPLANATION: Feasibility reports examine practicality and advisability of a course of action. Feasibility reports are typically are internal reports written to advise on matters offering wellness program of employees These reports may also be written by consultants called to investigate a program.

Format of feasibility reports

The feasibility report should be written considering the following points of format which are

Format points
Announce your decision immediately. Describe the background and problems necessitating the proposal. Discuss the benefits of proposal. Describe any problems that may result. Calculate the cost associated with the proposal, if appreciable. Show the time frame necessary for implementation of the proposal.

Example
Elizabeth Webb, customer service manager for a large insurance company wrote a feasibility report Because her company had been losing customer service reps (CSRs) she talked with wise president about the problem. Although Elizabeths report is only one page long ,it provides all the necessary information, background, benefits, problems, costs and time frame. The repot written by Elizabeth is shown in next slide.

FERASIBILITY REPORT
DATE: January 17,2009 TO: JHON TAYLOR, Vice president FROM: ELIZABETH WEBB, Customer service manager SUBJECT: Feasibility of progression schedule for CSRs The plan calling for progression for our customer service representative is workable and I think it could be implemented by APRIL 1. BACKGROUND: Because of the many insurance policies and agents we service, new customer service representatives require eight weeks of insurance training. These problems are submitted to an outside consultant, who suggested a CSRs progression schedule BENEFITS: The plan facilitates training instead of overloading a new employee. Which will make them experts. PROBLEMS: Difficulty in writing job description COSTS: This plan include two direct costs 1) Employees 2) Consultant TIME FRAME: This plan will take about three weeks.

Minutes of meetings
DEFINATION: Meeting minutes record summaries of old business, new business, announcements and reports as well as the precise wording of motions. EXPLANATION: Minutes provide a summary of the proceeding of meetings. Formal, traditional minutes, are written for large legislative bodies Informal minutes are shorter and easier then formal minutes

Format of minutes and meeting

Minutes of meeting should be written by considering following points of format which are

Format points
Provide the name of the groups, as well as the date, time, and place of the meeting. Identify the names of the attendees and absentees, if appropriate. Describe the disposition of previous minutes. Record old business, new business, announcements, and reports. Include the precise wording of motions, record the vote and action taken. Conclude with the name and signature of the person recording minutes.

Example

A secretary Carol Allen tries summarize discussion rather than capture every comment. She also shows in parentheses the name of the individual making the motion and the person who seconded it By using capital letter.The report written by her is on next slide

Minutes of meeting
Planning committee meeting conference room B November 18, 2009, 12:00am PRESENT: Carol Allen, Kim, Leeann Johnson, Doris, Robert. Absent: Ellen Williams. The meeting was called to order by Chair Kim at 12:00am Old business: Robert reviewed the information at the last meeting about the hotels been considered for the Houston conference. Robert said that the Hilton Regency has ample conference REPORTS: Lee reported on convention exhibits and her desire to involve more companies and products New Business: The chair announced three possible themes for the convention and also appointed a subcommittee to bring new ideas to the next committee. Marga The meeting was ended by Chair Kim at 2:00 pm Respectfully submitted: Carol Allen, Secretary .

International Association of administrative professionals

Summaries
DEFINATION: The summary condenses the primary ideas conclusions and recommendation of an longer publication EXPLANATION: The summary compresses the main points from the book, book report, article, website and meeting. Summary saves time because it reduces the article 85 to 95 per. Student may be asked to write summary of article chapters , or books to sharpen their writing skills. Employees are sometimes asked to writes summaries that condense technical reports, political articles so their staff grasp the main ideas

Format of summaries

Following are the points which should be considered while writing summaries

Points of format
Present the goal or purpose of the document being summarized. Highlight the research methods, finding, conclusions and recommendations. Omit illustrations, examples and references. Organize for readability by including heading. Include your reactions or an overall evaluation of the document if asked to do so.

Example
The summary mentioned on next slide summarizes main points from a business plan prepared by blue water fish farm. This company want to expand and it needs some money to acquire additional land for three fish ponds. Blue water wrote a business plan explaining its operation, service, product,

marketing and finances

Format of summaries
Blue water expansion plan
The purpose of this business plan was to venture capitalists wit blue water fish farm and social support for expansion plan to be undertaken in next two years. Business profile: blue water is 45-acre fish farm. Blue water specializes in breeding and selling fishes. Blue water had total sales of $347,000. Expansion to meet market demands: Because fishes are susceptible of viruses so blue water had adopted a policy not to buy and sell fishes from others. This policy acquired with 9-acre farm to accommodate three additional growing ponds Financial needs: This project needs $72,000 which will enable blue water to complete its needed expansions. Projected annual sales and costs indicate that blue water will be able to pay back the loan in five years

The End
Thank you