Report Writing, Part II

                                                      Short Reports: Memo and Letter Reports

Memo Reports

Memo Report is a short report used for circulation within departments.


The format is given below:


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Memo Report
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                                                                    Letterhead

To:

From:

Date:

Subject:

Body of the report

Signature

Now, the body of the report consists of a short introduction, main text and conclusions and recommendations.A memo is in fact an inter-office memorandum.

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Letter Report

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                                                           Letter Head

Date:

Inside Address

Subject:

Salutations

Body of the Letter

Complimentary close

Signature

Name

Designation

Enclosures
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Cover Page of A Report

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                                                             A Report on Green Campus

                                                                       Prepared for
                                                                       Mr LD Kala
                                          Maintenance In-charge, ABC University , Faridabad, Haryana

                                                                              by

                                                                  Dr Arvind Gupta
                                           Solar Energy Consultant, Green Buildings Pvt Ltd.

Approved by
Mr Subodh Mahanty
Chief of Energy Studies, Green Buildings Pvt Ltd

                                                          Green Buildings Pvt. Ltd. Noida
                                                                  December 2, 2012

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Example of a Progress Report
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                                           BPTP Builders, Faridabad
                                           Progress Report

                                                                                                                   Date:____________

Name of the project:
Total work to be completed:____________________________
Work completed till date:______________________________
Work to be completed:_________________________________
Probable Date for Completion:____________________________

Suggestions: a) more funds, why and how much__________________
                    b) Extension of duration__________________________
                    c) Increased labour _____________________________

Remarks______________________________________________________

Signature

Designation

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Report Writing

A Report is a formal document. It is impersonal and objective in nature.In the professional world, report writing is an essential communication skill.A report may be short as a one-page letter or memo report or it may be long as reports that extend over several hundreds of pages.

Reports are a great medium for presentation of data, facts and information.  Progress reports, Laboratory reports, Inspection reports, Inventory reports, Annual reports and interpretive reports are all types of reports depending on the source, reason and purpose of writing the report.

A typical report is directed towards a very specific reader and aims at fulfilling a purpose/ achieving an objective.

A typical short report will include an INTRODUCTION, DISCUSSION, CONCLUSION and RECOMMENDATION.

A long report will have many more features and parts:

Cover

Title Page

Copyright Information

Frontispiece

Foreword/ Forwarding Letter

Preface

Acknowledgements

Table of Contents

List of Illustrations

Abstract/ Executive Summary

Introduction

Discussion

Conclusion

Recommendation

Appendix

Glossary

References

Bibliography
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Some Illustrations of Cover Page

Title page repeats the content of the cover page with copyright information that includes the name of the author, the publisher/company and the year of publication.