SHORT REPORT

A.  INFORMATIONAL REPORT

Good communication is essential in business. Usually there is more than one individual that is working on a goal, and good communication will allow an exchange of ideas and concerns. There can be no team effort without communication, as it is necessary to coordinate the efforts of everyone. Two team members could be working on the same aspect of a problem, so bad communication can waste valuable time and effort. If a team member discovers a short cut or solves a problem, that information needs to go out to every team member so they can benefit from it and reach their goal quicker.  

A business report is one of written  communication that  usually use in business. Business reports are mainly about statistics and specific information. Moreover, people who read such reports are busy personnel of high rank. They do not have time to go through each and every word. They look for particular information and if an organization follows a specific business report format, such personnel know exactly which part of the report to look, for specific information. This saves them a lot of time. Secondly, following a standard business format also allows one to organize his report effectively and logically. This is specially useful in case, the report has a lot of data. Also, one won't forget to cover information on particular area, if one refers to a sample business report. Hence, knowing how to write a business report is very important in the business world. Here, we want to explain about one of kind short business report, which in this report we can get information about our company, we usually call it with informational report. 

1.       Definition of Informational Report

Informational report is a written report that contain of explanation about new policy, issue or information.

2.       Characteristic of Informational Report

The characteristic of informational report are:

•      Informational report is similar with business letters, there are: clear, complete, true and brief.

•      Writing style on informational reports just same as writing memo there clear and to the point.

•      There are two kinds: periodic reports and organizing/personal activity reports.

3.       Kinds of Informational Report

Informational report belong two kind:

      Periodic Report

Periodic report is summary of events that presents essentially the same type of information updated at regular intervals such as every day, week, month, etc. Also called recurring report.

The purpose of periodic report is to report the task or job was finished on the time range periodic. When we write periodic report, the subject is always same.

When we writing periodic report we can use informational memo format.

      Organizing/personal activity report

•      Explain the routine responsibility

•      Write about special task

•      Planning activity for future.

•      To explain about activity personality.

•      To inform management about important information.

•      The activity such as: conference, meeting with supplier, attending an exhibition, etc.

4.       Informational Report Format

There is no set format for report writing. However, there are general sections that should be included and these will be explained. Here are the main sections of the report writing format:

·        Title Section - If the report is short, the front cover can include any information that you feel is necessary. The title page needs to contain the subject of the report, who is it written for, name of the person submitting the report and the submission date.

·        Summary - There needs to be a summary of the major points, conclusions, and recommendations. It needs to be short as it is a general overview of the report. Some people will read the summary and only skim the report, so make sure you include all the relevant information. It would be best to write this last so you will include everything that is necessary.

·        Introduction - The first page of the report need to have an introduction.  You will explain the problem and show the reader why the report is being made. You need to give terms of reference if you did not include these in the title section, and explain how the details of the following report are arranged.  

·        Body - This is the main section of the report. The previous sections needed to be written in plain English, but this section can include jargon from your industry. There needs to be several sections, with each having a subtitle.  Information is usually arranged in order of importance with the most important information coming first. If you wish, a “Discussion” section can be included to go over your findings and their significance. 

·        Conclusion - This is where everything comes together. Keep this section free of jargon as most people will read the Summary and Conclusion.       

·        Recommendations - This is what needs to be done. In plain English, explain your recommendations, putting them in order of priority.

·        Appendices - This includes information that the experts in the field will read.  It has all the technical details that support your conclusions.

5.       Guideline to Write Informational Report

Informational  report informs the reader about a specific subject to help her make a decision. Usually no longer than 5 pages, a informational report consists of facts. The information is arranged in a memo format with both first- and second-level headings. Readers of these reports expect the information to be written clearly, concisely and completely. There are some guideline to write informational report:

·       You need to specify and elucidate as to why the business report is being made and what purpose it will serve. It is recommended to mention this as early as possible in the report, so that you do not miss out on this important point later on. You obligatorily need to collect and keep all the required information ready, so that you can start off with making a reliable report. If necessary, get in touch with the people who have valuable information, or simply conduct a general survey or a research.

·       After gathering all pertinent information and data, sort it out properly. Ensure that you do not include unnecessary information in your business report as it will turn the intended focus away from the report. If the report's aim is to determine prospective new markets and businesses for your product, remain focused on that particular product and new market information.

·       Make a note of the targeted audience and readers who will be adverting to your business report for obtaining information. Define the tone, attitude, emphasis, and style that is meant for the readers. You need to be an expert in assessing and predicting what the reactions and views of the readers will be after studying your business report.

·       Draft the business report by including active and solid words which would serve as a motivation to the audience. Create bold and strong well-coiffured sentences. If you think that readers would only skim through the content in the report, arrange the content in bulleted points. Prepare the report in a manner which would be easy for the reader to understand. For such readers, you may even consider sufficient white spaces, attractive headlines and subtitles, and short paragraphs containing precise and relevant information.

·       After you have written the whole of the business report; you need to proofread, edit, revise, and eliminate all possible types of errors. Asking a colleague or any other person to go through it is the best way to check if the message is clear enough. Take some time and check for any more errors. When you are done with the check, finalize the report for distribution. When distributing the finished reports, make sure that all necessary attachments and documents are included, and that everyone gets them.

B.  SPECIAL MEMOS

      Special memos is one of written communication which usually use in business. Special memos is a kind of memos but it arrange not routine, ordinary, or common. Special Memos has some types, there are:

 Informational Memorandums

 Analytical Memorandums

 Recommendation Memorandums

 Report (Progress Report) Memorandums

In this section, we will discuss about Informational Memorandums which the type of memos has many similarities with informational report.

1.       Informational Memos

  Informational memorandums present facts or data on a single topic. Informational memorandums use a direct approach. Begin by telling the readers what your topic is. Then organize your ideas logically, and provide your readers with necessary details under each idea.

 All information needs to be speled out carefully in details for present reference and future referal. Informational memorandums such as set policy and govern action.

2.       Special Memo Format

 

           

Sample Memo Format / Template

C.      DIFFERENCE BETWEEN INFORMATIONAL REPORT AND SPECIAL MEMOS

                The differences between informational report and special memo (informational memos) are:

Informational Report	Special memos
Reports are documents which are focused, relevant content made for a certain audience.	Memo is a shortened word form memorandum is a document that aids the memory by making observations on a certain topic or recording events that are used in a business office.
Time efficiency. Because no more  than 5 pages to read this report more quickly	Tend to be longer more than 5 pages
Flexibility. The information easier to remember or make it.	Deal with more complex and more important issue.
Routine. Same type of information updated at regular intervals such as every day, week, month, etc.	Not routine.
Reports usually contain an introduction, subtitles, label and pictures, charts or diagrams to support the information given	Memo commonly starts with this format: Date, To, From, and Subject.

D.    SIMILARITIES BETWEEN INFORMATIONAL REPORT AND SPECIAL MEMO

                        There are some simmilarities betweeb informational report and special memos (especially informational memo). The simmilarities are:

1.     Informational Report and Special Memo are written communication.

2.     Informational Report and Special Memo are facts that are intended to be stored and communication info, or act as a recording. They are commonly known as documents. These documents usually focus on government and business administration.

3.     Informational Report and special memo are make easier internal communication.

4.     Informational report format, especially periodic report using informational memo. So, the format between informational memo and periodic report are same.

5.     Information report and informational memo are written to explanation about new policy, issue or information.