Reports
are accurate and objective descriptions or accounts of significant events which
could be political, social, and academic. A report is a form of written
communication produced after an investigation or a survey on a specific topic.
It is written for a specific purpose. Even though the report contains the
writer’s opinions and recommendation, it is essentially based on facts and
findings collected during the survey.
Language
of the report: The first person pronouns (I, my, me) should not be used in the
reports. Passive voice is preferred in describing the procedure and making
recommendations.
A Report has the
following organization/format:
Title:
Ø Title
of report
Ø Author
& author's title
Ø Person/organization
who requested the report
Ø Date
of report submission
I.
Introduction:
Ø Purpose
or aim of the report
Ø Who
authorized the action report
Ø Any
other background information
II.
The body of the report:
Ø Detailed
description of the incident, methods and plans is provided.
Ø A
detailed account of the facts and findings is furnished.
III.
Recommendations:
Ø Recommendations
must be listed.
Ø Impersonal
passive voice is generally used.
Ø Imperative
sentences should be avoided.
IV.
Conclusion:
Reporter’s concluding remarks or
evaluatory statements are to be presented in this part of the report.
Checklist
for guidance;
Ø
Have
I mentioned all the information relevant?
Ø
Has
all the necessary information been included?
Ø
Is
the information organized so that it clearly and effectively conveys the
message?
Ø
Are
the recommendations supported by the facts?
Ø
Is
the report free of spelling mistakes?
Ø
Have
I used research to support the analysis done?
Sample
Report and Cover letter:
Title Page:
A REPORT ON THE FIRE ACCIDENT IN
THE FACTORY
SUBMITTED TO
MR. K. SURESH KUMAR
Chairman
General
Motor Company Ltd, Chennai
SUBMITTED BY
MR. J. LENIN
Safety
Engineer
General
Motor Company Ltd, Chennai
SUBMITTED ON
December
4, 2008
A Report on the fire accident in
the factory
04.2.2016
MR.
J. LENIN
Safety
Engineer
The
Chairman
General
Motor Company Ltd.
Sir,
Sub: Report on the fire accident in
the factory – reg.
Ref: Your Memo dated 01.2.14.
With reference to your accident that
took place on 01.2.14 in our factory, the following report is submitted after
investigation. Suggestive measures are provided to avoid such mishaps in
future.
On 1st of February, a
fire broke out around 11.00 a.m. in the generator room due to power fluctuation
and burning of cables. It spread so quickly that it consumed fairly a large
number of tools and spare parts in the next room. Moreover, the electrician,
Mr. Senthil sustained burn injuries. Unfortunately, he was the only person who
was working at that time, as the other workers had gone for tea.
Under investigation, it was found
out that some spark hard occurred due to fluctuation and short circuit in the
main line. As Mr. Senthil had been working at that time, the fire was put off
after great struggle. This fire accident has resulted in a loss of about two
lakh rupees.
To avoid such mishaps in the future,
it is recommended that
i)
The cables should be checked at regular
intervals.
ii)
The worn out wiring should be replaced
with new ones.
iii)
Proper fuses should be installed.
iv)
Automatic fire extinguishing sprays can
be installed.
v)
Fire alarms can be installed.
If
all these measures are implemented, surely such accidents can be prevented in
future and thereby loss to human resources and property can be prevented.
Yours faithfully,
(Sd./-)
(MR. J. LENIN)
Safety Engineer
Safety Engineer
