2.

3 Reports
In modern office, executives have to take various decisions which are based on logical thinking.
Logical thinking can be derived through factual and sound data. Management is not based on
intuition but on scientific methods which are derived from facts and figures. It is continuously
supplying all kinds of information to the executives through reports of different kinds. Such
information is required to be communicated in a written form to save time as well as to provide
record. Therefore, Reports as the source of communication has become the primary task of
modern office today.

The main purpose of a report is to provide information to the executive so that they may take
timely decisions and actions accordingly. The report may vary in length to meet the outcome.
Short reports may be produced in the form of memo format but longer reports will need to
follow definite structure.

I. Meaning of a Report
Report is a summary of information. It is a communication from someone who has information
to someone who wants to use that information. A report is a form of narrative or statement
which presents facts relating to an event or state of business affairs which are necessary for an
evaluation of progress and for decisions. It is a presentation of facts and findings about an
activity. It is objective, impartial presentation of facts. It may arise out of available factual data
or through enquiry, investigation, survey, interview, experiment etc. A mere expression of
opinion without supporting factual data is not a report.

Office reports may be regarded as the vehicles of communicating information to those who need
that information and will use it. They also provide valuable records. They serve as usual means
of developing public relation and goodwill.

II. Types of Reports

1. Feasibility Reports
Companies often have problems that can be solved through a variety of solutions, and they need
to pick the best approach. A feasibility report can help you evaluate the feasibility of different
solutions to help you choose the best one.

A feasibility report is a report that evaluates a set of proposed project paths or solutions to
determine if they are viable. The person who prepares a feasibility report evaluates the
feasibility of different solutions and then chooses their recommendation for the best solution.
They then present the feasibility report to their company and make their recommendation.

A feasibility report aims to determine the feasibility of solutions or project paths and choose the
best option. The feasibility report serves to break down different approaches to a problem or
project and help readers understand the feasibility of each approach. Based on the evaluation
outlined in the report, readers can decide whether to take the report's recommendation of the
best approach. This thorough analysis of different approaches can help companies make the best
possible decisions on projects and problems.

2. Investigative Report
An investigation report is a formal document that details the findings of a workplace inquiry. It
serves as a crucial record of the investigative process and its outcome. The report cleans up
everything gathered during the investigation, presenting it in a clear, concise way for relevant
decision-makers.
An investigation report is a document that provides details on the findings of your investigation
- be it a simple workplace one, or a more complex criminal case. In an investigative report, all
pertinent information about the case and any evidence that was gathered should be included.

The purpose of an investigation report is to present a factual account of an incident or

complaint, explain what happened, why it happened, and potentially who is responsible. It
includes details like the nature of the incident, the date and location, the people involved,
evidence collected (interviews, witness statements, documents, etc.), and the investigator’s
analysis of that evidence.

The report culminates in conclusions based on the evidence and may include recommendations
for corrective actions or preventive measures to avoid similar situations in the future.

3. Business Proposals
A business proposal is a document that’s designed to persuade an organisation to buy a product
or service. It’s typically used to secure funding from investors, sign contracts with prospective
customers, or obtain approval for a project from decision makers, such as project stakeholders
or a legal team.

Business proposals can also be used as a sales tool to present a clear idea to potential clients or
customers and convey your unique selling proposition. It can be sent digitally or can be
presented in person.

Business owners create a proposal when they sell products or services to other companies.
Unlike a business plan (which is predominantly for personal use), the goal of an effective
business proposal is to stand out from other vendors when selling, and outline the strategy to be
taken to solve the potential client’s problem.

A business proposal is important because it outlines the business’s goals, unique challenges, and
objectives of a project, and puts forth a plan of action to achieve those goals. It is an essential
document for any business owner or manager looking to establish a new venture or expand an
existing one.

A well-crafted business proposal can help secure customers, funding, and partnerships, and can
also evaluate a project’s feasibility.

4. Notices
Writing notices is a way to communicate that delivers crucial information in a simple manner.
Notices function as written announcements that give readers important information about
upcoming events, updates, or guidelines.

This type of textual communication is widely used in a variety of contexts, including community
organizations, businesses, and classrooms. Ensuring that the intended target group receives
important information in a timely and thorough manner is the main objective.

This type of communication emphasizes the value of structure in message delivery by adhering
to a set format that includes a well-written title, date, salutation, structured content, and
concluding signature.

A notice is a means of formal communication that targets a particular group of individuals.

Notices find applications in a diverse range of professional settings and may help organisations
in conveying important information to the employees. You may get the responsibility of writing
or preparing a notice as part of your job role, and in such a situation, it becomes very important
for you to know the basic format for writing a proper professional notice to create it effectively.
It can be displayed at a public place, where it is going to be accessible to a larger number of
people. If the notice needs more attention, it van also be published on the company website or in
a newspaper.

Notices play a vital role in maintaining order and discipline by disseminating crucial information
promptly and comprehensively. In educational settings, they keep students and staff informed
about academic schedules, events, and administrative updates.

In the workplace, notices act as formal communication tools, conveying policy changes, meeting
schedules, and other essential announcements. Additionally, within residential communities,
notices foster a sense of belonging by sharing information about local events, maintenance, or
community initiatives.

5. Agenda
The agenda is the version of the meeting plan shared with meeting attendees. Sharing a
meeting's agenda in advance helps attendees come prepared. During the meeting, an agenda can
be used to help keep the conversation moving forward and on time.

The simplest agendas are formatted as a short bulleted list. More complicated agendas may
include detailed descriptions, including the expected outcomes for each item, and reference
material such as reports and proposals for review prior to the meeting. Formal agendas will also
include timing and presenter information for each agenda item.

Meeting designers and facilitators often create a more detailed meeting plans that include extra
details such as process notes, activity descriptions, and timing prompts.

In business meetings of a deliberative assembly, the items on the agenda are also known as the
orders of the day. Optimally, the agenda is distributed to a meeting's participants prior to the
meeting, so that they will be aware of the subjects to be discussed, and are able to prepare for
the meeting accordingly.

In a workshop, the sequence of agenda items is important, as later agenda steps may be
dependent upon information derived from or completion of earlier steps in the agenda.
Frequently in standard meetings, agenda items may be "time boxed" or fixed so as not to exceed
a predetermined amount of time. In workshops, time boxing may not be effective because
completion of each agenda step may be critical to beginning the next step.

6. Resolutions
A resolution in business refers to a proposal made during a meeting of the company's
shareholders or directors. It is discussed, and its approval represents an official confirmation of
an action of any kind that will be taken by the company.

An example of a resolution in business is a company board's decision to reduce wages for its
executives as a result of a long period of decreased profits, with the purpose of minimising the
company's overall expenses. A smaller scale business resolution would be a manager's decision
to fire an employee due to bad performance.

The “resolution” is a plan sent to the meeting for discussion and approval. If the motion is
approved by the members present at the meeting unanimously, it is referred to as a resolution.
Two forms of resolutions are available: ordinary resolution and special resolution.

a. Ordinary Resolution: An ordinary resolution is a resolution where the votes cast “for”
exceed the votes cast “against” it. This is a resolution affirmed by more than half the
 motion, present or delegate at the general assembly, confirmed that they had
attended. The vote casting, in favour of the resolution, should be passed by one of the
following modes, i.e. hand display, polling or electronically.

b. Special Resolution: Special Resolution is a Resolution that needs three times as many
votes cast in support of the proposal as votes cast against it. A minimum of 75% of
members should demonstrate a strong favour for the motion. Many things can only
be achieved by the organisation if a special resolution is approved at the
well-established general meeting. The members should be duly notified to the
general meeting and the communication should contain the intention of making a
resolution as SR specially mentioned.