HOWTOMAKEAREPORT?

What is a report?
The report refers to a statement, written or oral, that describes the qualities, the
characteristics and the context of some fact. It is, therefore, an organized elaboration.
based on theobservationand theanalysisThe purpose of preparing a report is highly variable,
although it always presupposes the eventual need to inform others of something that has happened.

The written report must prioritize thelanguageformal and informative, with a strong emphasis on
objectivity derived from the idea that what is provided there corresponds to thereality, and I could
to be used to deeply understand events that have already occurred, and to anticipate what has not yet happened.

2. Characteristics of a report
A report is addressed to a person or a group with the obligation to evaluate it.

It is mainly crafted to inform, so it should be written with a

assertive structure, and although it also composesdatato communicate the results,
the author produces an interpretation based on these that he details in theconclusion.

It is important for the author to provide a solid argumentative foundation that

support your conclusive statements and also your recommendations and that
they are also demonstrated with the analysis of the presented statistical data.

The main characteristics of a report are:

It is the result of a request or a solicitation from a superior orclientIt is directed to

a person or group of people who have the obligation to read it and evaluate it.

It is carried out in order to be the specific basis that provides relevant information to
the time to make decisions.

They generally contain tables, charts, statistical graphs, and other forms for the
classification, organization and presentation of data.

3. Types of reports
 There are mainly three types of reports:

Expository: It focuses on narrating the facts or sequence of events but without

neither personal analysis nor interpretations, therefore it does not contain conclusions. It
it is also specialized for containing background on the fact, which contributes to understanding the

Why of its success. It is more of an objective presentation of the facts.

Interpretative: Specialized in the analysis and interpretation of facts.

They are usually used to evaluate the implementation and results regarding techniques or
innovative procedures implemented serve to assess the viability of the new
implementations.

Demonstrative: The one that predominates in the scientific field. It focuses on

presentthesiscarried out by the report's author. Each of the steps is described.

made and the conclusions about the results obtained. They are made based on
aresearchexhaustive account of the facts.

4. Parts of a report
The procedures to achieve the stated objectives are presented in the development.

The general structure of the reports consists of three fundamental parts:

Introduction: It serves as a presentation and where the details of what they are appear.

desired objectives for which the report is prepared.

Development: The procedures and themethodologyto achieve said

proposed objectives.

Conclusion: The results obtained are presented, the presentation of data and its
link with the objectives.

5. Stages of preparing a report

 Different stages can be distinguished for the preparation of reports: The beginning occurs
with the determination of what information is needed as a fundamental basis
of the report.

Then, the definition of the different activities that will be carried out is given here.
the viable sources of information are determined, the evaluation of the
material resources available and theadministrationof human resources.

Thirdly, the data collection stage and the obtaining of the

necessary information. Fourthly, the analysis of the data is carried out, its selection and
discarding data that is not relevant to the issue, its organization andcomparison. The
continues with its evaluation and verification.

In fifth place is synthesis as a product of analysis, here the aim is to consolidate the
results and integrate them according to the selected theme. At this stage, it is also carried out
the different graphs that represent the results obtained.

Finally, the organization and preparation of the written report is carried out, incorporating the

elements that we consider relevant for their demonstration.

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What is a report?
The report refers to a statement, written or oral, that describes the qualities, the
characteristics and the context of some fact. It is, therefore, an orderly elaboration
based on theobservationand theanalysisThe purpose of preparing a report is highly variable,
although it always presupposes the eventual need to inform others about something that happened.

The written report must prioritize thelanguageformal and informative, with a strong emphasis on
objectivity derived from the idea that what is offered there corresponds with thereality, and could
to be used to thoroughly understand events that have already occurred and to anticipate what has not yet happened.

They are usually organized around a basic structure that includes:

Introduction in which it briefly explains what the report will be about, with a
anticipation of what was thought would happen and theobjectivespreliminaries.
Body in which the main information is detailed, often with subtitles and
paratextual elements, and eventually, the steps that were guiding the
investigation by a certain path.
Conclusion. It will take into consideration the most important results.
 Bibliography that details who contributed to thedataand in what way, in order to have,
In addition to the results, the sources that provided them are included at the end of the report.

In oral reports, there are some important differences:

The speaker must know very well the spirit of the report, what they want to achieve with that
minute and how the research was developed.
It should be clear and brief, without going into excessive detail, nor omitting parts.
important. Here comes into play the knowledge aboutoration, but what is expected is
that with the same structure (introduction, body,conclusion) as it goes
advancing in his presentation, the listener can anticipate the conclusion.
Thebibliographyit may be at the informant's disposal, who will turn to it when needed
reinforce the validity of their claims.

It may help you:How to make a report?.

2. Classification of reports
A scientific report allows for rethinking the path in which science unfolds.

Regardless of whether they are written or oral reports, these can be classified as
agreement with the recipient or the context for which it is prepared:

Technical reports. They are investigations on social, psychological phenomena.

economic, of groups of people, in general, adapted for organizations that
they are nourished by that data. Perhaps the best known is the census, which is conducted house by house
periodically in almost all countries, and that after atimeof collection produces
reports with different data.
Scientific reports. They are related to harder sciences, already with a more active role.
relevant technical concepts that will probably allow for result analysis and
rethink the path in which it unfolds thescience.
Disclosure reports. They are those that have the primary intention of popularizing their
arrival: they seek to adapt research results made with technical processes to the
competencies of anycitizenso that I can still reach the conclusion
without having technical knowledge.

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CIRCULARS
It comes from the Latin circularis (to form or place in a circle). It means belonging to the circle. It is a document of
internal use that directs a higher authority, to all or apart from its subordinates simultaneously to give it
to be aware of provisions or internal matters so that they are fully complied with.
Order, letter, or notice by which an authority addresses lower organs to convey a
Guideline. It should be brief and simple.

What is it for?
It is used to give orders and also to inform. The message it conveys is specific and of general interest.
for all its recipients

USES. It allows, within an institution, a descending vertical link (from superior to subordinate) and
horizontal (among people of the same rank). Generally, it is directed to all staff or to the departments.
subordinate. When the circular has a good number of recipients, printing is used.
mimeographed or photocopied.

What types of measures can a circular letter include? A circular letter can always be a source of
good or bad news. Some typical examples of resolutions communicated through a letter
circular son: salary increase budget adjustment deadline to submit the health card
implementation of payment for attendance company relocation grant a new benefit

There are two types of circular, which are:

The Voluntary circular is one that has the main function of promoting products, companies, or people.
and as an example of this are:

Offer the services of a business

To announce a new product

Send list of products and prices

Submission of catalogs

Notices to the staff (internal)

Invitations, etc.

The Mandatory Circular is one that the law establishes that we must give the necessary notices to
avoid problems regarding the commercial relationship with our clients, for example:

Business opening

Change of address

Establishment of a branch

Appointment of representative

Designation, ratification or removal of representative

Appointment of distributors

Business transfer

Closure

Liquidation or bankruptcy of a company

Constitution of a company

To disclose the names of the administrators

Call for shareholders' meeting, ordinary or extraordinary

Increase or decrease of capital
HOW IS IT DONE
1. PARTS OF THE CIRCULAR:
a) Numbering. The word circular is written with a capital letter followed by the number that it
corresponds, the year and the initials of the institution. CIRCULAR No. 050-...../CBT.
b) Date. Write the day, month, and year.
c) Recipient. Generally, the document is addressed to a group of interested people.
Esteemed Professors of Wednesday. Present to all the Teachers of the Baptist School of El
Salvador.
2.e) Matters. It is written with an uppercase letter, followed by a colon and then the summary of the topic or
synthesis.
SUBJECT: Change of schedule.
f) Body or text. It is the part where the message that is intended to be communicated is detailed. It can be
made up of several paragraphs and for better organization, each paragraph is numbered. The body or text is
draft in block or semi-block style.
Block and Semi Block circular internal style block and extreme block-111113224359-
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3.g) Farewell. It's very simple. Generally, a single word is used. Sincerely, cordially.
h) Signature and position. The signature is the handwritten signature as is customary to sign in any document;
Below her, the names and surnames, as well as the position held by the authority, are placed.
Lic. Liliana Celarie Director CBT.
i) Initials. It is placed on the left side of the document.

Minutes

Definition of Minutes
The document written by a person present at a meeting is called the minutes.
same, and through which the topics that have been addressed are recorded, as well as the
conclusions or agreements that have been adopted after that meeting.

In general, minutes are usually filed in what is called abookof minutes, which records
the minutes drawn up over aperiodof a determined time, in such a way
chronological, and the order is given by a numbering of its pages.

What are the minutes for?

The purpose is to provide a certification of what happened during the meeting, and of this
way to validate said meeting.
The minutes are intended to confirm facts and are used as evidence.

3. HOW TO DRAFT MINUTES?

3.1. Structure
As mentioned earlier, a minutes is a type of document that is very
used in the workplace, and that is why its relevance must be understood, with the
It is essential to know its structure.

On one hand, there are elements of a meeting minutes that are mandatory, such as
example the identification of the meeting, the registration of the attendees, a
summary of the session and the turn of words, of the agreements that have been
carried out and the voting and the final formula. On the other hand, there are elements that
optional and therefore do not always appear in a record. Some of these
The elements are: the agenda, the reference to pending topics, and the attachments.
The agenda items that appear in the minutes should be very
similar to those on the agenda that had been agreed upon previously.

1. Meeting identification

Name of the organism

Session number
Date
Hour
Place

2. Assistance

Attendees:

NAME AND SURNAME (position)

People who do not attend:

<NAME AND SURNAME> (position)

3. Formula

Agenda (optional)

4. Development of the session and summary of the speaking turn

Formula: session development

Formula: turns of speech
5. Deliberations, agreements, and summary of the votes

Agreements
Disagreements
Summary of the votes

6. Final formula

The president declares the meeting over.

7. Footer of the minutes

There should be the following formula: 'With no further business to discuss, the
The president adjourns the session at x hours.
Position and signature of the secretary
Position and signature of the person who presided over the meeting as approval.

8. Annexes (optional)

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It accounts for certain facts or circumstances. It is common for it to be used to leave

certificate of deliberations and agreements adopted by a collective, an assembly, etc.
It must be approved by the majority of those present. If there is any discrepancy, it is shown in
an oversight.
Notarial deeds are typical.

INSTANCE or REQUEST

It is used to make a request or demand in some administration. Normally it

official standardized models are found