Key verbs

There are certain words with which you must be familiar in minute-writing; we might call them the key verbs. And it is important that v know what they mean.

• received: this is the word used to indicate the formal receinr of document.

• considered: this is used to show that the committee discussed particular subject.

• noted: this should be used to list special points relevant to the matter under discussion.

• resolved/agreed: here you have a preference. It does not matter which you prefer, except that once you have made your choice _you should hold to it in your taking of minutes. This verb is used to show the conclusion or finding of the committee's discussion on the matter in question.

• recommended: use this verb for a matter resolved that has to be sent to another or higher committee.

Note: Because minutes constitute a permanent record, abbreviations should be kept to a minimum; if used, they should be commonly used.

Reports are guides to management and organisations. The purpose of a business report is to group together accurately, concisely and briefly important data showing the true position of affairs relating to a particular matter. Recommendations or suggestions may or may not be made depending on circumstances or set terms of reference.

A report should be characterised by clear expression and neat display. It should take the form of an argument, well reasoned and arranged, accurate in detail, and leading logically to conclusions and recommenda­tions, if any.

Here are some guidelines for report writing:

a) Follow the same rules as for writing business letters, namely clarity, accuracy, brevity.

b) Arrange the information or argument in logical order.

c) Use indirect speech unless, of course, a personal report has been specifically asked for.

d) Indicate the nature of the report by giving it a heading.

e) Plan the lay-out of your report carefully, paying special attention to headings, paragraphs, sub-paragraphs, listed points, etc.

f) Date and sign your report.

Take note of the following:

• if a report is to be useful it has to be fully understood.

• the use of headings and varied typefaces help towards its understanding.

• where possible, both sides of the paper should be used.

• for ease of handling and filing, the paper used should be of standard size (A4).

• as with minutes, in no way must you - the writer of the report - be other than objective.

Ordinary (routine) reports

These are normally presented at set intervals and pass on routine information, e.g. Chairperson's Report to the Annual General Meeting of shareholders; monthly progress reports; financial or sales reports. They generally contain a statement of facts. Each subject should have a separate paragraph with relevant reference or heading.

In business today much more use is being made of forms for routine report work.