Information Report - Letter Format

RECOMMENDATION REPORTS

Recommendation reports present information and analysis intended to solve a problem. Superiors usually write them in response to requests. Writers are expected to analyze, draw conclusions, and make recommendations. These reports may be arranged

inductively or deductively, depending on the problem audience, and purpose. To arrange a report deductively, place the conclusions and recommendations near the

beginning. For inductive arrangement, place them toward the end. In our sample recommendation report, the writer organized it inductively and arranged it

to follow logical thought processes. This report was internal; therefore, it used company memo stationery. The headings include Background, Problem, Conclusions,

Recommendations, and Limitations. Other possible headings for a recommendation report follow (Guffey, 1998):

Introduction Analysis of Facts Background Options

Problem Rejected Alternatives Method of Collecting Data Limitations Findings Conclusions

Presentation of Facts Recommendations

Recommendation Report –Memo Format

Includes signature

here rather than at

end.

Announces report

and establishes sources of data.

Presents facts that suggest

significance of

problem.

Provides details

that justify need

for change.

AdaptedfromGuffey,EllenMary,EssentialsofBusinessComminications,1998

Pyramid Industries Internal Memorandum

TO: Cristina Buluran, Director

Personnel Services

FROM: Evelyn Echaorre, Manager Ee

Information Services

DATE: January 24, 2003

SUBJECT: Developing Procedures for Using

Temporary Employees

At your request I am submitting this report detailing my

recommendations for improving the use of temporary employees in all

departments within Pyramid. My recommendations are based on my

own experience with hundreds of temporary employees in my

department and on my interviews with other department managers.

Background

Pyramid has increased its number of service accounts from 58 to 97

over past three years. During that same period the number of

permanent employees has increased only 12 percent. During the past

year Pyramid had to rely on the services of 189 temporary employees.

Carlos Garcia in Personnel reports that he does not expect the

employment picture to improve in the future. He feels that pyramid will

probably continue to hire large numbers of temporary employees for at

least the next two years.

Problem

Department managers who have little experience in acquiring temps,

planning their work, or supervising them, hire temporary employees.

As a result, the productivity of the temps is not always as great as it

could be.

Cristina Buluran page 2 January 24 2003 Moreover, we sometimes hire expensive, highly skilled individuals for routine tasks. These workers are bored with their tasks and dissatisfied with their experience at Pyramid.

Conclusions

Pyramid could improve productivity, effectiveness, and morale of its temporary employees by instituting changes in three areas: 1. instituting standardized procedures; 2. introducing techniques for department managers to follow; and 3. providing suggestions for adequate supervision.

Recommendations System for Requesting Temps. I recommend that personnel prepare a form that supervisors complete they need temporary employees The form will require department managers to indicate precisely what skills are required for the tasks to be completed. Procedures Introducing Temps to Workforce. When temps are hired, department managers can improve their productivity by following these suggestions: 1. Lay out and organize the work to be completed. 2. Simplify the tasks as much as possible. 3. Ensure those supplies/equipment are available. 4. Encourage the temp to ask questions clarifying tasks.

Follow-Up Supervision. The supervisors must spot-check the temp an hour after work is begun and at other intervals Limitations

The success of these recommendations is limited by two factors. First, the personnel Division must agree to assume the task of regulating the hiring of all temporary employees. Second, the department managers must be supportive of the new procedures.

Draws conclusions

from preceding

facts.

Itemizes specific actions to solve

problem.

Gains credibility

acknowledging

limitations of

recommendations

JUSTIFICATION REPORTS

Justification reports are unsolicited; that is, the idea originates with the writer. They include information, analysis, and recommendations. The writer may wish to purchase

equipment, change a procedure, or revise existing policy. Typically, the desired change will be obvious to the reader. Therefore, persuasion should not be a primary goal.

Start directly with the proposal or problem. Follow this with some or all of the following topics: Present System, Proposed System, Advantages, Cost and Savings, Methods or Procedures, Conclusion and Discussion (Guffey, 1998).

Presents main idea

(proposal)

immediately.

Describes problem,

emphasizing current

deficiency.

MEMORANDUM

TO: Emely Mateo, Vice President

Operations Div ision

FROM: Nida Lach ica,Office Manager

Accounting Department

DATE: January 11, 2003

SUBJECT: Installation of Flat, Undercarpet Wiring to

Update Current Electrical, Data Processing, and

Communicat ion System

Proposal

Because the Accounting Department of Mateo and Mateo Company

needs a flexib le, economical wiring system that can accommodate our

ever-changing electrical, communication, and data processing needs, I

propose that we install a flat, undercarpet wiring system.

Present System

At present our department has an outdated system of floor ducts and

power poles and a network of surface wiring that is overwhelmed by

the demands we are now p lacing on it.

The operation of 24 pieces of equipment, plus 34 telephones requires

extensive electrical circuits and cabling.

In addition, our overhead lighting, consisting of fluorescent fixtures in

a suspended egg-crate structure, contains excessive wiring above the

ceiling.

Since M&M’s goal is to have a computer terminal and modem at every

workstation, we must find a better way to service our power needs than

through conventional methods.

Show how new system

would solve problems.

Relates costs to

savings and benefits.

PROGRESS REPORTS

Progress reports describe the headway of unusual or unroutine projects. Most progress reports include these four parts:

1. the purpose and nature of the project; 2. a complete summary of the work already completed;

3. a thorough description of work currently in progress; and 4. a forecast of future activities in relation to the scheduled completion date.

Progress reports are written using either the Memo Format or the Latter Format.

Emely Mateo PAGE 2 January 11 2003

Advantages of Proposed System

Power, telephone, and data cables are now available in a flat form on ly

.043 inches thick. This flat, flexible cable can be installed underneath

existing carpeting, thus, preventing costly and disruptive renovation

necessary for installing additional round cable.

Undercarpet wiring would allow us to eliminate power poles. These

poles break up the office landscaping and create distracting shadows.

Cost and Savings

The AMP Products Corporation estimates that undercarpet wiring for

the Accounting Department would cost about P145, 000. If we were to

use conventional methods to install round wiring, we would have to

renovate our entire department costing over P500, 000. Undercarpet

wiring, then, saves M&M over P350,000. Equally important, however,

is the savings in terms of productivity and employee satisfaction, which

would deteriorate if renovation were required.

To: Evelyn Echaorre, President

From: Belen De Asis, Development Officer

Date: January 14 2008

Subject: Construction Progress of Parking Lot at Anda, Muralla,

Victoria, and Burgos Intramuros, Manila

In compliance with your instructions on November 14 2007, we

submit to you our first progress report on the Construction of Parking

Lot at Anda, Muralla, Victoria, and Burgos in Intramuros, Manila.

Past Progress

Work on this project began in November 15 2007, with the clearing of

the whole site. With 20 laborers on the job, the clearing work was

fin ished on December 22. On December 26, with two road rollers and

30 men, the leveling of the ground was started and finished on

December 4.

December 5, with 30 laborers and necessary equipment under an

efficient foreman, work was started on the laying out of parking

roadways and driveways.

Present Status

At the end of working hours today, January 14, the whole site is

completely leveled and laid out. At present, the plan is as follows:

1. Clearing of the site

2. Leveling of the ground

3. Laying out of parking roadways

Future Schedule

Starting tomorrow, January 15 2008, the construction of the reinforced

concrete slab on the south portion will begin as scheduled. The

schedule of work will include the following:

1. Construction of the concrete slab

2. Placement of rein forcing steel bars

3. Preparation of the forms

4. Pouring of concrete and related work.

Despite some time lost, we are substantially on target for the

complet ion of this project by May 16.

MINUTES OF MEETING

Minutes provide a summary of proceedings of meetings. Formal, traditional minutes are written for large groups and legislative bodies. The following items are usually included in the sequence shown:

Name of group, date, time, place, name of meeting

Names of people present, names of absentees

Disposition of previous minutes

Old business, new business, announcements, reports

Motions, votes, action taken Name and signature of individual recording minutes

Department of English and Foreign Languages and Linguistics Department of English & Foreign Languages & Linguistics Faculty

Association January 20, 2003 9:30 a.m.

Multi – Media Center S 411

Present: C. Ortanez, P. Romero, E. Echaorre, C. Buluran, V. Uy,

F. Roxas, S. Basilio, P. Juco, L. Nicolas, H. Publico, L. Dagdag, B. de Asis, V. Ferrer,

Z. Pia, P. Manalo, C. Garcia, N. Cads, R. Badilla, V. Seril.

Absent: E. Rimando, L. Labay, G. Bagaoisan

The meeting was called to order by Chair Thelma Brillantes at 9:20 a.m. Minutes from the

December 6 2002 meeting were read and approved.

Old Business

Chair Thelma Brillantes and Prof. Vangie Seril welcomed the group with a short talk. They

reviewed information distributed at the last meeting about the current projects of the scholarship

program. The treasurer, Professor Roxas said that DEFLLFA has a cu rrent account of P85,000

deposited with Banco Filipino (care of Rosanna Roces). Prof. P. Manalo moved that we hold a

general meeting at the Multi-Media Center, Dr. P. Romero seconded the motion. The motion

passed 15-4

New Business

The chair announced possible projects for fund raising. Proceeds will go to the sch olarship

program of the department. Three funds shall be raised for the support of more scholars. It was

unanimously agreed that a benefit show in February (Valentine’s Day, Cll Founding Anniversary),

and ballroom dancing would be feasible means of generating funds. The target amount is

P150,000 – P220,000. The chair appointed committees to take charge of the aforementioned

events as follows:

Overall Chairman: Virginia Uy

Members: L. Nicolas, C. Buluran, E. Echaorre, and

H. Publico, Flor Roxas will make arrangements with Balagtas Hall for the

benefit show and PUP Gym for the ball.

SUMMARIES A summary compresses essential information from a longer publication. Employees are

sometimes asked to write summaries that condense technical reports, periodical articles, or books so that their staffs or superiors may grasp the main ideas quickly.

Students are often asked to write summaries of articles, chapters, or books to sharpen their writing skills and to confirm their knowledge of reading assignments. A summary includes primary ideas, conclusions, and recommendations. It usually omits examples,

illustrations, and references. Organized for readability, a summary often includes headings and bulleted or enumerated lists. It may include the reactions of the reader.

Reports

Rustico Badilla reported on exhibits and his desire to involve more students and faculty. Discussion

followed regarding how this will happen. Chair T. Brillantes moved that R. Badilla with the help of

F. Rapsing develop a list of possible exhibitors. E. Seril seconded the motion. It passed 19-0.

Chair T. Brillantes adjourned the meeting at 12:05.

Respectfully submitted:

Edelyn Mariano

Secretary, DEFLLFA

SUMMARY REPORT

TO: Dr. Rosario Battung

FROM: Josephine Merdegia, BC 2-5

DATE: September 13, 2008

SUBJECT: Analysis of the Novel A Walk to Remember

Greetings!

In connection with your requirement in EN 110 (English Communication Skills P-1), here is

the analysis of the novel A Walk to Remember.

T T he Story

Jamie Sullivan was the daughter of towns Baptist minister. Jamie was serious and conservative,

she was far from cool as she could possibly be, and didn’t care. Jamie was not afraid of letting

people know that her faith was most important part of her life, even if it would cost her some

friends.

Landon Carter was an aimless, reckless guy breezed through school on looks. He had no

future, no plans, and no faith in himself.

One day, Landon and Jamie participated in the Drama Club’s spring play.

It happened to throw him close contact with Jamie. Landon found himself falling in love with

this outwardly plain girl who had possessed passion for life. He never imagined it possible and

it wasn’t easy. For her own reasons, Jamie did everything she could to run away from romance

until it became impossible to deny.

Jamie had cancer and she had no idea of how long she would live. The patience, the care, and

the love of Landon…until the death of Jamie never changed.

Characters . Jamie Sullivan is the opposite from cool. She is serious, relig ious,

conservative, and outwardly plain girl who possesses passion. She’s the daughter of a

preacher, carries her Bib le almost everywhere she goes, and volunteers to do stuff like

tutoring kids every weekend. Landon Carter is an aimless, moody reckless guy who

breezed through his school on looks and bravado. He had no plans, no future, and no faith

in himself. He is also a bad boy who only needs the love of a good woman to realize his

potential. Reverend Su llivan is Jamie’s father. He is hard but fair. A stern father, a town

preacher who guards a tragic family secret. Cynthia Sullivan is Landon’s mother. She is a

complex character herself, very conservative in some ways but still somewhat a h ippie and

a bohemian underneath. For all honest effort and love, she’s never really sure that she’s

been raising Landon right, especially without a father figure. Dean is Landon’s friend.

Belinda is Landon’s former girlfriend.

TO-FILE REPORTS

To-fi le reports document oral decisions, directives, and discussions. They create a concise, permanent record that may be important for future reference. Because

individuals may forget, alter, or retract oral commitments, a written record should often be established. However, to-file reports should not be made for minor events.

To-fi le reports typically include the names and titles of involved individuals, along with the summary of decision. A copy of the report is sent to involved individuals so that

corrections or amendments may be made before a report is filed.

Setting. The story happened in the coastal little town of Beaufort, North Carolina where the

wind smells of pine and salt, where Landon Carter remembers his senior year at Beaufort

High School and Jamie Sullivan, the girl who changed his life.

Plot. Their principal caught a guy who used to make trouble. He asked help from Jamie who

taught him about their play. Landon fell in love with Jamie. Jamie told him that she had

leukemia. Jamie died and Landon totally changed.

Strengths and Weaknesses

The strength of the story lies on characters. The reader, young or old, can easily adapt in the story.

They can easily relate in the story especially the teenage boys and girls.

The story had two weaknesses. First the author did not tell how Jamie died of her illness. Second,

It did not tell us what happened to the friends and his mother as well as Jamie’s father.

Provides record of

conversation.

Repeats major ideas.

Request correction if

necessary.

Rey and Rey, Inc.

Internal Memorandum

TO: Cristina Rey

Chief Counsel

FROM: Lilian Labay

Business Manager

DATE: February 4, 2003

SUBJECT: DISPOSITION OF UNORDERED EQUIPMENT

This confirms our telephone conversation today in which you advised me

regarding the disposition of unordered equipment sent to my office by

Padilla and Sons. It is my understanding that I am under no obligation to

return that equipment since their delivery was unauthorized. I further

understand that after reasonable time has elapsed, we may use these

equipment or dispose of them as we see fit.

Please let me hear from you by February 10 if this record of our

conversation is inaccurate.

CHAPTER REVIEW

I. Discussion

I. How are the reports that you write for your courses similar to those

presented here? How are they different?

2. What is the purpose of to-file reports?

3. What one factor distinguishes reports developed inductively from those

developed deductively?

4. Information reports generally contain that three parts?

5. What three questions do progress reports typically addressed?

6. List seven kinds of informal reports. Describe each.

7. From the lists that you made above, select a report category and appropriate

format for each of the following situations.

a. Your supervisor asks you to read a long technical report and tell him or

her the important points.

b. You want to tell management about an idea you have for improving a procedure that you think will increase productivity.

c. You just completed a telephone conversation with a union representative

detailing your rights in a disagreement you had with your supervisor.

d. You are asked to record the proceedings of a meeting of your school’s student organization.

e. As Engineering Department Office Manager, you have been asked to describe your highly regarded computer system for another department.

f. As a police officer, you are writing a report of an arrest.

g. At a mail - order catalog company, your boss asks you to investigate ways to reduce the time that customers are kept waiting for service

representatives to take their telephone orders. He wants your report to examine the problem and offer solutions.

8. If you were about to write the following reports, where would you gather

Information? Be prepared to discuss the specifics of each choice.

a. You are a student representative on a curriculum committee, you are asked to study the course requirements in your major and make recommendations.

b. As department manager, you must write job descriptions for several new

positions you wish to establish in your department.

c. You are proposing to management the replacement of a copier in your

department. d. You must document the progress of a twelve-month campaign to alter the

image of Levi-Strauss jeans.

II. Activities and Cases

1. An employer for whom you worked last year regarded you highly. Although you

are no longer employed there, this individual called to ask your candid opinion on

how to retain employees. He is concerned about the high rate of turnover. What advice can you offer? How do similar businesses recruit and retain their

employees? Using actual experiences, write a letter report responding to this request.

2. In your classroom, laboratory, simulation room, computer room, etc.,

Identify equipment that need to be purchased or replaced (computer, printer, modem, VCR, copier, camera, etc.). Write a justification report comparing two or more brands.

Searching the Internet: Reporting on Codes of Ethics.

Your professor wants to know what other companies are doing to develop codes of ethics. She asks you to search the Internet to locate at least two

good examples of company code of ethics. Compare and contrast the two codes. Summarize your findings in an information report to your professor (Guffey, 1998).