Report:-

A report is a very formal document that is written for a variety of purposes, generally in the
sciences, social sciences, engineering and business disciplines. Generally, findings pertaining to
a given or specific task are written up into a report. It should be noted that reports are considered
to be legal documents in the workplace and, thus, they need to be precise, accurate and difficult
to misinterpret.

The following are the two bases of classifying the reports-

• According to function.

• According to formality.

According to functions the reports may be divided into three parts:

• Informational reports.

• Analytical reports

• Research reports.

According to formality the reports may be divided into two parts:

• Statutory reports

• Non statutory or voluntary reports.

Informational reports:-

These reports present facts about certain given activity in detail without any note or
suggestions. Whatever is gathered is reported without giving any thing by way of either
explanation or any suggestion. A vice-chancellor asking about the number of candidates
appearing at a particular examination naturally seeks only information of the fact (candidates
taking up the examination) of course without any comment. Generally such reports are of routine
nature. Sometimes they may fall under statutory routine category. A company registrar asking
for allotment return within the stipulate period is nothing but informational routine, falling under
statutory but routine report.
Analytical reports:-

These reports contain facts along with analytical explanations offered by the reporter
himself or may be asked for by the one who is seeking the report. Such reports contain the
narration of facts, collected data and information, classified and tabulated data and also
explanatory note followed by the conclusions arrived at or interpretations. A company chairman
may ask for a report on falling trends in sale in a particular area. He will in this case be naturally
interested in knowing all the details including that of opinion of any of the investigator.

Research reports:-

These reports are based on some research work conducted by either an individual or a
group of individuals on a given problem. Indian oil company might have asked its research
division to find some substitute for petrol, and if such a study is conducted then a report shall be
submitted by the research division detailing its findings and then offering their own suggestions,
including the conclusions at which the division has arrived at as to whether such a substitute is
these and if it is there can the same be put to use with advantage and effectively. All details shall
naturally be asked and has to be given. In fact such a report is the result of a research.

Statutory reports:-

These reports are to be presented according to the requirements of a particular law or a

rule or a custom now has become a rule. The auditor reports to company registrar has to be
submitted as per the requirements of country legal requirement. A return on compensation paid
to factory workers during a period by a factory has to be submitted to competent authorities
periodically. These reports are generally prepared in the prescribed form as the rules have
prescribed.

Non statutory reports:-

These reports are not in the nature of legal requirements or rules wants, therefore, the
reports are to be prepared and submitted.
 These reports are required to be prepared and submitted:

(i) For the administrative and other conveniences.

(ii) For taking decision in a matter.

(iii) For policy formulations.

(iv) For projecting the future or

(v) Anything alike so that efficient and smooth functioning maybe assured and proper
and necessary decision may be taken with a view to see that everything goes well and
the objectives of the organization are achieved with assured success.

Above two reports can further be divided into these two reports:

Routine reports:-

These reports are required to be prepared and submitted periodically on matters required
by the organization so as to help the management of the organization to take decisions in the
matters relating to day to day affairs. The main objectives of routine reports are to let the
management know as to what is happening in the organization, what is its progress where the
deviation is, what measures have been taken in solving the problems and what to do so that the
organization may run smoothly and efficiently. Routine reports are generally brief. They only
give the facts. No comments or explanations are usually offered in such reports. Generally forms
are prescribed for preparation and submission of such reports.

Special report:-.

Such a type of report is specially required to be prepared and submitted on matters of

special nature. Due to an accident a death of the foreman has occurred in a factory. The factory
manager may ask for a detail report from the head foreman. Such a report is classified as special
reports. These reports contain not only facts and details but they may contain suggestion,
comments and explanations as well.
Letters:-

A letter is a message written by a person to convey a message to another. Letters

represent mutual friendship and a type of humanly communication, especially on a regular letter
exchange between two people

Types of Letters:-

Persuasive Letters:-

This type of letter is used to persuade a person, company, organization, etc., into an
action of some sort. This type of letter uses the Block Letter Format. The writer does not know
the audience well, but knows their beliefs.

Complaint Letters:-

This type of letter is used to lodge a complaint about a product or service. This type of
letter uses the Block Letter Format. The writer does not know the audience, but needs to make
a case why the product or service is faulty. The letter is very formal and straight to the point.

Application Letters:-

This type of letter is used to introduce yourself to a company or organization in the

application of the job. This type of letter uses the Modified Block Letter Format. The writer
knows general information about the audience. The purpose of this letter is to "sell yourself" to
the reader.

Friendly Letter:-

This type of letter is used for friends, acquaintances, pen pals, etc. It is informal in style
and type and uses the Simplified Block Letter Format. The writer knows the audience well.

Thank You Letters:-

This type of letter thanks someone for services received, gifts, etc. The format for this
type of letter depends on how well you know the receiver. A thank you letter to a company
would require a more formal format such as Block Format, while a thank you to a friend would
suffice with a Simplified Block Format

Acceptance and Denial Letters

Whenever a person applies to a college or university, for a checking or banking account,

for a credit card and so on, he will await an acceptance or denial letter. The acceptance letter
states that the person has been accepted into the school or approved for the account, and typically
begins with "congratulations." In contrast, a letter of denial typically begins with "after careful
consideration." A letter of denial encourages the person to continue on and wishes the person
luck, or that he should try back at a later time

Letter of Recommendation

A letter of recommendation is generally written on the behalf of someone, such as a

prospective student or employee. The person writing the letter has been chosen, because he is
viewed as a prominent or influential individual. The letter typically lists the values, strengths,
qualities and other positive characteristics of a person. The writer of the letter shows why the
person being recommended deserves whatever the recommendation is concerning, such as being
accepted to the school, hired for a job, accepted to an organization, let out of trouble, and so on.

Letter of Resignation

Someone writing a letter of resignation is typically resigning from a position, title,

school, organization and so on. The letter of resignation details why the person is leaving, such
as illness, personal issues, better opportunities or unfair working conditions. The letter of
resignation states the time when a person will be stepping down from the position, which could
be immediately or two weeks from the date the letter was submitted. The letter has to be
addressed to the appropriate manager or representative.
Inquiry Letters:-

One type is the Letter of Inquiry. It is a general term used for different kinds of business
letters. For instance, applicants send this kind of letter along with their curriculum vitae to
employers of the companies where they would like to work. On the other hand, companies send
this type of letter in their business partners whenever they need the necessary information about
the products or raw materials that they have to order. This letter is usually written short and
direct to the point. It only contains a short introduction with a phone number, address, and e-mail
address of the sender. It also contains a simple and short introduction

Letter of Intent:-

When athletes choose the college or university they will be intending, a letter of intent is
signed. There are specific dates as to when an athlete may sign a letter of intent e.g. the National
Collegiate Athletic Association (NCAA) allows student athletes to verbally announce where they
are going to college at anytime. However, the NCAA has specific dates that a student can begin
signing a letter of intent, such as Nov. 11, 2009, for 2010-11 students. A student or college is not
legally bind until a letter of intent has been signed by the student.

Indentation Formats:-

Business letters generally conform to one of four indentation formats: Block, Semi-
Block, Modified Block, and Modified Semi-Block. Put simply, "Semi-" means that the first lines
of paragraphs are indented; "Modified" means that the sender's address, date, and closing are
significantly indented.

Block

In a Block format letter:

(1) All text is aligned to the left margin.

(2) Paragraphs are not indented.

(3) Parts and paragraphs are separated by double or triple spacing.

Semi-Block

In a Semi-Block format letter.

(1) All text is aligned to the left margin.

(2) Paragraphs are indented.

Modified Block

In a Modified Block format letter.

(1) All text is aligned to the left margin, except for the author's address, date, and closing; and

(2) Paragraphs are not indented. The author's address, date, and closing are usually indented
three inches from the left margin, but can be set anywhere to the right of the middle of the page,
as long as all three elements are indented to the same position.

Modified Semi-Block

In a Modified Semi-Block format letter.

(1) All text is aligned to the left margin, except for the author's address, date, and closing; and

(2) Paragraphs are indented. The author's address, date, and closing are usually indented.

Memos:-

Technically memos are memoranda i-e notes to aid the memory in the future. However in
modern phrasing memos refer to short business letters, usually between colleagues, which
request meetings, record agreements, lay blame, etc. The common theme is that something is
placed on record and dated.
Types of Memos:-

Field Report Memo

Memos are often used to report on inspection and procedures. These memos, known as
field or lab reports, include the problem, methods, results, and conclusions, but spend less time
on the methods section.

A field or lab report memo has the following structure:

• purpose of memo

• summary

• problem leading to the decision to perform the procedure

• methods

• results

• conclusions

• recommendations
Example Field/Lab Reports Memo

MEMORANDUM

TO: Dean of Journalism

FROM: Steve Nash

DATE: June 27, 1999

SUBJECT: Computer Lab

Purpose: This memo presents my the findings of my visit to the computer lab at Clark C252.

Summary: In general, I felt that the lab needs much new equipment and renovation.

Problem: The inspection was designed to determine if the present equipment was adequate to
provide graduate students with the technology needed to perform the tasks expected of
them by their professors and thesis research.

Methods: I ran a series of tasks on SPSS and WordPerfect and recorded memory capacity and
processing time for each task.

Results: The inspection found that the hardware used to run the computers is outdated and that
the computers itself are very slow.

Conclusions: This lab is inadequate for the everyday needs of graduate students in this
department.

Recommendations: Four new computers running on Windows98 and a processing speed of at

least 233 MHz should be purchased immediately.
Trip Report Memo:-

A trip report memo is usually sent to a supervisor after an employee returns from a business
venture. The structure is listed below:

• purpose statement

• summary

• discussion

• action

Begin this memo with a short paragraph stating the purpose, which is always to provide
information on your trip.

Next, summarize the trip. Remember, the reader is usually not interested in a detailed minute by
minute account of what happened. Instead, take the time to write a clear and concise outline of
your trip.

Third, in a discussion section, point out to the reader any important information that you feel
should be highlighted or stressed.

Finally, in the action section, state any additional relevant information you have come across
since returning from the trip or any recommendations you might have for the reader.
Example Trip Report Memo

MEMORANDUM

TO: Design Team #362

FROM: W.B. Working

DATE: June 27, 1997

SUBJECT: Weekly Meeting

Purpose: This memo presents my impressions of the meeting last week.

Summary: In general, I felt that the meeting went well and much progress was made.

Discussion: Barb and Jeff were able to make progress on the graphics and should have them
finished next week.

Kyle and Sandy are on Chapter 2 of the user manual.

Recommendation: Kyle will meet with Jeff to see how they want the graphics integrated into the
text.
Response Memo

The purpose of this memo is to provide the audience with desired information. It usually
has four parts:

• purpose statement

• summary

• discussion

• action

Begin this memo with a short paragraph stating the purpose, which is always to respond to a
request for information. Next, summarize the information requested.

Third, in a discussion section, point out to the reader any important information that you feel
should be highlighted or stressed.

Finally, in the action section, state any additional action you are going to take or feel should be
taken to properly address the original request for information.
Example Response Memo

MEMORANDUM

TO: Design Team #362

FROM: W.B. Working

DATE: May 27, 1997

SUBJECT: Project Schedule

Purpose: This memo responds to your request that the weekly meeting be moved from 9am
to 10am.

Summary: 1. this request is satisfactory as long as it is approved by management.

Discussion: 1. Management usually has no problem with the individual time changes in
meetings, as long as meeting minutes are turned in by noon to Cathy.

Action: I have asked Cathy if she thinks this would be a problem and she said no, so all we
need to do now is get approval from Steve.
Directive Memo

A directive memo states a policy or procedure you want the reader or co-worker to follow. The
length of the memo depends on how much space is required to properly explain the procedure.

The body of the memo should begin with a clear, concise sentence that states the purpose of the
memo. For example:

"The purpose of this memo is to let all members of the ABC department know that doughnuts
will be provided every Friday morning at 8 a.m."

You then provide statements that explain the rationale for such a decision or procedure.
Example Directive Memo

MEMORANDUM

TO: Design Team #362

FROM: W.B. Working

DATE: May 27, 1997

SUBJECT: Project Schedule

As a result of yesterday's meeting, I suggest we follow the project schedule listed below.
Remember, we must submit a Proposal by noon on July 2.

Schedule

Task Completion Date

• Divide research into groups and • June 6

compile information

• Review designs from Kate and Bill • June11

• Write Proposal • June 23

• Review Proposal • June 26

• Submit Proposal for printing • June 2