A report is an orderly, objective message used to convey information from one organizational area to another or from one institution to another to assist in decision making or problem solving. Just as letters, reports are a form of written communication. A report gives an account of what is seen, heard or observed. Reports convey the required information. There are many forms of reports. They are:
Trip Reports, etc.
In general, reports must be clear, concise and logical.
Format of the Report
Purpose of the report
Introduction and statement of the problem
Method adopted for data collection
Summary / discussion
Conclusion / findings / recommendations if any
Parts of the Report
A formal report may include the following parts or elements:
Letter of transmittal
Table of contents
List of illustrations
Abstract / Executive Summary
10. Discussion / Finding / Analysis
14. References and Bibliography
Note: In report writing, you must be as objective as possible. Do not approach the task with a lot of preconceived bias.
For example: "I am going to prove that smoking is dangerous to your health." It is better to begin with a question in mind and then do the research to find answers to your question. For example, "Is smoking really dangerous to your health?"
Model Report - I
Cauvery Industries Ltd
Sub: Feasibility of Flexible Working Hours
This report concerns the feasibility of allowing workers to start and stop work at the times that suit them best, a practice known flex-time. Of course, we all understand that everyone would still work a total of 40 hours per week, as we do now. This idea of flexible working hours was first presented to the directors by some of our workers, many of whom have young children in school.
The Personal Manager was asked to look into the question, and his study had two aspects. First, he looked at the experience of other companies, and second, he looked carefully at our own working arrangements.
Parents of school-age children were able to fit their work hours to those of their children.
Workers could choose to work during hours they could be most productive.
Worker attitude improved because of more choice in work time.
There were, however, some disadvantages as well. Sometimes there were not enough workers in some departments at crucial hours of the day, and it took a while to iron out confusion about schedules.
Next, we asked all employees of our company to predict the hours they would probably choose to work. This information was then circulated to all head of department for comment. The department heads were asked to look in particular at possible problems and their solution.
After studying all this information, a committee that included a representative from every department decided to try flex-time for a period of 3 months, starting February 1, 2014. At the end of that period, the committee will make a final decision.
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