OVERVIEW
Incident report
Investigative report
Progress Report
Field Report
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FORMAT AND STRUCTURE
- Terms Of Reference
- What is the reason for the report?
- Procedures
- How the information was found?
- Findings
- What information was found?
- Conclusion
- What are the key points or issues?
- Recommendations
- What could/should be done?
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INCIDENT REPORT
HOW TO WRITE A REPORT
|
Introduction |
Introduce yourself.State the time and place of the incident. State how you came to witness the incident. |
|
Main body |
Describe the people involved.Describe the vehicle involved. Describe the incident. |
|
Conclusion |
State what you did then. |
A. Employee (s) Details:
Name: Miss Agnes Mohandass
Sex: Female
Race: Indian
Age: 27 years
Department Attached: Purchasing Dept.
Designation: Purchasing Officer
Length of time on present job: – 2 years 6 months
B. Description of Incident:
Date: 11 Jan 2001
Time: 11.30 am
Location: Warehouse
Equipment involved: Forklift
Injury: Neck injury/lost consciousness
Details:
Upon the request of the Purchasing Manager, a stock-taking exercise was conducted in the company’s warehouse this morning.
While checking the supplies, a bale of cotton fell off a forklift and landed on the nape of Miss Agnes’ neck causing her to hit her head on the floor and to lose consciousness. Miss Agnes was immediately transferred to the company’s sickbay while an ambulance was called. As it was classified as a serious case (concussion), she was hospitalized for two days at University Hospital. The two witnesses to the incident are En. Ibrahim Ali and Mr. Lee See Heng.
A. Causes:
After an initial investigation, I discovered that safety awareness was lacking in the workplace. The forklift driver had not been given formal training on operating the forklift safely. He was also replacing somebody who called in sick that day. The forklift itself was also found to be faulty and had not been serviced for the past years.
B. Recommendations:
To prevent similar occurrences, I suggest the following:
1. The forklift should be sent for servicing every six months.
2. The forklift driver must be sent for re-training.
3. Only experienced drivers should be allowed to handle the forklift.
4. There must be a safety awareness campaign launched at the workplace immediately.
Reported by:
Yvonne Lee
(YVONNE LEE)
Chief Supervisor Personnel Department
22 January 2002
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INVESTIGATIVE REPORT
Interactive Inc.
Report on Complaints about the Quality of Food and Service Provided by the Staff Restaurant.
Terms Of Reference
Due to the increasing number of complaints from members of the staff about poor service and food provided by the staff restaurant, a working committee was set up by the Manager of the Personnel Department on 25 July 2003 to investigate the nature and quality of the service currently provided.
This report is based on findings of a survey conducted between 25 July 2003 and 30 July 2003. Recommendations have also been given on how to improve the quality of service of the staff restaurant.
Procedure
note: use past tense
1. An interview was held with Mrs. Cindy Lim, Restaurant Manageress on 26 July 2003.
2. Questionnaires were distributed to staff (200) who patronised the restaurant between
25 July 2003 to 30 July 2003.
Findings
Note: use numbered points and sub-headings
1. Interview with Restaurant Manageress
1.1 Staffing
Ms Alice Ng is Mrs. Lim’s full time assistant. She works from 8:00am to 5:00pm every week.
1.2 Equipment
A list of current equipment and their year of purchase is attached. Although no problems were reported, additional equipment would be useful.
1 rice cooker 1 slow cooker
1 microwave oven
2. Questionnaire for the staff
1.1 Questionnaires were distributed to 200 staff who patronised the restaurant between 25 July 2003 to 30 July 2003.
The table below shows the opinions of 200 staff who responded to the survey.
|
Opinion |
Excellent |
Good |
Satisfactory |
Poor | ||
| Price |
20 |
64 |
84 |
32 |
||
| Variety of food |
88 |
63 |
37 |
12 |
||
Quality of food |
5 |
20 |
25 |
150 |
||
| Service |
14 |
55 |
65 |
66 |
||
| Standard of Hygiene |
17 |
65 |
90 |
28 |
Conclusion
1. There are not enough assistants to cope with the preparation of food in the morning and during lunch.
2. The present kitchen equipment is insufficient.
3. Although the selection of food is sufficient, the quality of food is not up to the standard.
4. The waiting time for food to be served is too long.
Recommendations
- A flexi-time-hour system should be introduced so that staff from all departments need not go to the staff restaurant at the same time.
- The waiting time could also be shortened by making use of microwave ovens in the kitchen.
- The number of waiters should be increased to five.
Reported by:
Lim C L
Lim Chee Li
Business Administration Officer
3 August 2003
Note:
Terms of reference
Who asked for the report?
What was requested?
When was it requested?
Procedures
List of steps taken to gather data/information
Findings
Present the findings clearly & logically
Note: use numbered points and sub-headings
Conclusion
State the logical implications (infer from findings)
Recommendations
Based on findings and conclusion, what action do you suggest
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PROGRESS REPORT
To : Amirah Akashah, Law Department
From : Siti Asmah Ali, Executive Secretary
Date : 8 July, 200-
Subject : Acquisition of AMDEC Co. Inc. : Progress Report
Introduction
As of 5th July, 200- the status of the acquisition of AMDEX Co. Inc. is as follows:
Work Completed (* Here, you can ask yourself : Is the project on
schedule?)
- Stock purchase and S & P agreement have been typed in final draft
- Copies of drafts have been faxed to En. Ahmad Kamal Zainuddin
- Hotel and plane reservation for Mr. R. L Renolds have been confirmed by Flamingo
Travel Agency for arrival in Subang on July 15 at 2.30 p.m.
Work In Progress (* Here, you can ask yourself: What else needs
to be done?)
- Documents for Mr. Tan Seng Hup and Mr. Annamalay are being prepared
- Purchasing negotiations with Encik Kamarul Ariffin: awaiting price confirmation
- Limousine has been requested for transfer of all parties to Hilton Hotel: awaiting
confirmation
Work Remaining (* Here, you can ask yourself:
What is the next step?)
- Meeting with Mr. R. L. Renolds and lawfirm to take place on July 16, 9.00 a.m.
- 3rd meeting with Encik Kamrul Ariffin on July 17, 9.00 a.m.
- Drafts of stock purchase and S & P agreement to be typed in final form for execution by
all parties
- File on acquisition to be completed, and all documents to be filed as previously
discussed
Appraisal
Although this acquisition was originally scheduled for a June 30 closing, all work is up to date. All parties have been notified of the delays, and all parties are scheduled for the July 18-19 closing. With the final execution of all documents, this acquisition will be concluded.
Prepared by,
Siti Ali
(Siti Ali)
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FIELD REPORT
Title of the report
Introduction
What is the report about? Where and when was the activity (i.e. visit, investigation, research etc.) held?
Present findings or observations clearly and logically.
Based on findings, state logical implications or suggestions.
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Field Report: Results Of Investigation into the Effectiveness of Smoothie Shampoo
Introduction
This report presents our findings after going to KLCC on the 27 November 2003 for the new “wash and try” promotion of Smoothie Shampoo. Specifically, we investigated the marketing and promotion strategies as well as the manner in which the public responded to the product. We talked with the shoppers, along with the shampoo promoters, trying to find strategies to improve the sales for the Smoothie Shampoo.
Marketing and Promotion Strategies
The best strategy employed in getting the public’s attention was through the use of loud popular songs in the complex. This was indeed a major attraction for many of the shoppers. In getting shoppers to try out the shampoo, the best way was probably to walk up to them and explain the product personally. Most people were eager to wash their hair using the shampoo because they found it to be a nice surprise. However, we found the method of chasing customers with a giant portable sink to get them to wash their hair proved to be a little intimidating for most shoppers.
Response towards the Product
Although almost 70% of consumers were satisfied with the product, we discovered that the rest complained about the results after washing their hair. Our claim that the shampoo would make all hair types smooth, shiny and healthy turned out to be quite the opposite. Most shoppers especially those with dry hair found their hair to be frizzy and tangled.
Conclusion
In conclusion, we found several interesting and successful strategies employed during the promotion in KLCC ranging from the use of popular songs as well as the idea of washing hair to try out the shampoo. However we recommend that a feasibility study be conducted to determine the effects of the shampoo on dry hair before our next promotion in Mid Valley Megamall on New Year’s Day.
Prepared by,
abc
(ABC)
Marketing Officer,
Smoothie Sdn. Bhd.
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Sources:
Module A4004, Politeknik Port Dickson & Politeknik Kota Kinabalu, Kementerian Pengajian Tinggi Malaysia
