Proposals and Report

Topics: Proposals, Proposal, Technical communication Pages: 6 (1714 words) Published: November 11, 2013
Communication Skills Part 12
Reports and Proposals

Reports are prepared after some task is given and it is completed. Report includes all the details of how the work was done and it is also a declaration that the work is done. A report can be as small as one sentence and it can be as big as several hundred pages. When a staff tells his boss, ‘the job is done.’ This is also an example of report. In every organization hundreds of reports are prepared and submitted. A sales performance report, financial performance report, manpower requirement report, materials requirements report, annual report, report on completion of some event; are some of very common examples of reports. There are four main types of reports – 1. Status Reports

These reports give information on the state of affairs of some events or activities. The user may or may not take any action on this. 2. Decision Reports
These reports are used by the users for making some decisions. If we read in the news papers that the petrol prices have gone by Rs 5/ then this is a report. Those who do not have any vehicles, for them this is only a piece of information. But people having vehicles may decide to reduce the usage of their vehicles because of this price rise. Thus for the first category this is a status report and for the second category this is a decision report. 3. One Time Reports

Reports which are generated very occasionally are called one time reports. It is not certain if such reports will be generated again. 4. Periodic Reports
These reports are generated at a certain intervals, viz. every week or month or quarter etc. They are concerned with such activities that require regular reporting. Format or Structure of Reports
Different reports may take different formats but there is a general format which is used for most of the reports. Little modifications may be required in this standard format to suit some specific reports. This format is usually applicable for reports which are very big and run into several pages. It may not be applicable for one or two page report. Similarly, the format may also change depending on the objective and the user. 1. Covering Letter

Every big report should have a covering letter which tells the user that such and such report is being sent with the letter. 2. Title page
The first page of the report is the title page. This is also called ‘cover page.’ This page gives the brief heading or title of the report, who has prepared it, whom it is being submitted to, the date or the period etc. 3. Table of Contents

This is the page on which information about different parts (topics/chapters etc) is given with their page number. This information saves the time of the reader. He does not have to go through every page when he wants to see a particular topic. Based on the information given in the table of contents he can directly go to the desired page. 4. Executive Summary

Executive summary is a summary of the report which gives at a glance picture of the report to the user. The summary should be very brief but complete. The executive summary should be written in such a way that the user gets a complete idea of the report. After reading the summary he would decide whether he should read the complete report or not. It should also create interest in him to read the complete report. 5. Introduction

This part of the report gives a brief introduction of the topic on which the report has been written. If the report is very big then the introduction should also give the chapter-wise arrangement of the report. 6. Main Body

This is the main report. This part covers all the contents of the report. Depending on the nature of the report the contents may be analytical wherein some analysis is done or it may be a simple descriptive content. 7. Conclusion

Based on the main contents finally the findings or the conclusions are included in this part. This part should also include some suggestions or recommendations. 8. Appendix
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