1. INFORMATIONAL REPORTS 1. TO EDUCATE THE READER 2.INFORMATION ALONE IS THE FOCUS ANALYTICAL REPORTS 1.TO PERSUADE READERS TO ACCEPT SOME CONCLUSION OR RECOMMENDATION 2.END IS EITHER A DECISION OR AN ACTION 3.ANALYTICAL REPORTS ARE WRITTEN TO RESPOND TO SPECIAL CIRCUMSTANCES

2.  Reports for monitoring and controlling operations  Reports on statements of policies and procedures  Most Compliance reports  Most Personal Activity Reports  Some Justification Reports  Some Reports on Client work  Some Proposals EXAMPLES O INFORMATIONAL REPORTS

3. In Informational Reports main focus is  Reader Comprehension not the Reader Reaction because to simple informational reports readers will normally respond unemotionally So the information can be presented in direct fashion But the information should be provided logically and accurately  to make the reader understand  to make the reader use the information in practical way READER COMPREHENSION IN INFORMATIONAL REPORT

4. Topical Organization Can be Based on  Order of Importance  Chronological order  Location  Spatial Relationship  Categories etc. Logical Organization Can be Based on Arrangement around the Logic you developed STRUCTURING IDEAS IN A REPORT

5.  For monthly Status Reports of an organization the Organizational Structure can serve as dividing framework For Example Mr Milton VP of an agricultural company  Summarizes results for his group as a whole  And then for each of the six departments under his supervision For reports describing working of a Machine  Each machine component can correspond to a part of the report DETAILED EXAMPLES OF SUBDIVIDING THE INFORMATIONAL REPORTS

6. For reports describing an event  The report can be organized chronologically For reports describing how to do something  The report can be organized by steps in procedure For Some Informational Reports specially the Compliance Reports  The report can be organized by the instructions supplied by the person who requested the Information DETAILED EXAMPLES OF SUBDIVIDING THE INFORMATIONAL REPORTS

7. Periodic Report A monitor/control report that describes what has happened in a department or division during a particular period. These are floated after a regular interval of time. Purpose  To Keep the corporate mangers up-to-date So that  A corrective action can be taken if required TWO EXAMPLES OF INFORMATIONAL REPORTS(PERIODIC REPORTS,PERSONAL ACTIVITY REPORTS )

8.  Usually written in memo format  Do not need much introduction ; subject line on memo is enough  Should follow the same general format and organization from time to time FORMAT OF PERIODIC REPORTS

9.  Overview of the routine responsibilities and discussion of special projects i) Brief discussion of writers routine responsibilities ii) In some the overview focuses on statistical or financial results iii)Otherwise is written in paragraph form. iv)Brief description of any new projects, activities during the said period can also be given  Plan for Coming Period Schedule of the activities planned in nest reporting period SEQUENCE OF THE PERIODIC REPORT MOST OF THE TIME

10.  Analysis of the Problem Discusses the possible causes and solutions of any problem If the problem requires high-level attention This analysis can be set off as a separate section SEQUENCE OF THE PERIODIC REPORT MOST OF THE TIME

11.  In Periodic Reports  Be honest about problems as well as accomplishments  Bad news more important than a good news Because an immediate action and corrective measure is required in case of a problem whereas good news often does not. IMPORTANT THING TO REMEMBER IN PERIODIC REPORTS

12.  Prepared by: Liz Rockwell, Director of campus recruiting for the Lowa office of an accounting firm. Rockwell has this to say about her report “Campus recruiting is a big deal for our firm because we hire most of our staff right out of college. Between January and April we visit eight or ten campuses and screen about 500 candidates in an effort to hire roughly 20 people. During the recruiting season I prepare a memo twice a month to let my boss know where we stand. The rest of the year I submit my report on monthly basis.” EXAMPLE OF A PERIODIC REPORT