THE STRUCTURE OF A REPORT
Purpose of Reports
Reports logically present facts and information needed to review progress,
plan future actions, and support decision making. They provide feedback
to managers on various aspects. Reports may be routine periodic updates
or special studies assigned for specific decisions.
Types of Reports
Routine reports like progress, inspection, performance appraisal, and
periodical reports use standardized forms to convey regular updates.
Special reports like FIRs, investigations, surveys, feasibility studies, and
project reports are assigned for specific problems/proposals and require
extensive customized study.
Report Structure
Essential sections are - Letter of Transmittal, Title Page, Introduction,
Body, Conclusion, Recommendations.
Other possible sections are - Table of Contents, Abbreviations, Glossary,
Acknowledgements, Executive Summary, Bibliography, Appendices.
The Introduction covers the assignment details and report's
purpose/scope. The Body presents findings as the core content in readable
sections and subsections with illustrations. The Conclusion summarizes
key points. Recommendations suggest actions.
Individual vs. Committee Reports
Individual reports in letter form have numbered, subtitled paragraphs.
Committee reports use passive voice, avoid "I/we", and are submitted with
a transmittal letter.
Illustrations
Relevant illustrations like charts, graphs etc. presented systematically
with labels, scale, keys, dates etc. make reports more readable, clear, and
effective.
PREPARING PROMOTIONAL MATERIAL
General Tips
Define purpose - generate inquiries, create awareness etc.
Know your target audience and their needs
Choose suitable format and medium
Understand medium's specifications like space, placement etc.
Know your product's features and benefits
Determine highlights distinguishing you from competition
Engage readers, don't bore
Consider use of images and captions
Include contact information prominently
Types of Promotional Material
Brochures - Create interest, provide quick overview of business. Use
photographs, color, company logo. Creative folding adds impact.
Newsletters - Periodical publications conveying information to
members/interested readers. Include articles, tips, news, profiles, FAQs,
contests etc. Elicit responses to build customer database.
Flyers - Brief text, large graphics draw attention. Address needs in
headline. Highlight distinguishing benefits. Establish credibility. Close with
strong call to action.
Posters - Eye-catching text plus graphics in public spaces. Convey
information briefly. Instructions can be illustrated. Slogans and pictures
used for exhorting.
Websites - Allow wide information access anytime, anywhere. Easy to
update details, prices, maps etc. Meet customer expectations. Organize
logically with navigation points. Enable limited interactivity.
Press Releases - Announce news value events to media. Write brief,
factual inverted pyramid style. Lead with main news point. Follow with
significance, details. Include quote. Write short paragraphs. Provide
contact information.
