REPORT ON PROBLEM SPRINGING FROM ROAD NETWORK IN YOUR CITY

To

The Project Manager,

Gammons Construction Company,

City A.B.C   

Subject: A report on the problems emerging from road network of the City A.B.C.  

INTRODUCTION: With the mushroom growth of population, need for better road network has become exigent. In compliance to your directive No. 97, I surveyed different parts of the city in the month of July 2011. I also consulted the traffic police authorities this regard.

TEXT AND CONCLUSION: Throughout the city, the number of vehicles is increasing rapidly. This is in proportion with the increase in population. Out flux of public from rural to the urban areas is also a burning issue. Imbalanced car leasing through banks has also added to the traffic problem. The roads are old, worn out and shabby. At the most Cantonment Board repairs the roads which cannot solve the problem. The roads are not wide enough to assure easy flow of traffic. The barrowers, vendors and hawkers encroach upon the roads on either side. This renders the already narrow roads still narrower. Traffic jam is a rule of the day especially on rush hours. The situation is worse in the down town where there are old streets built on per-partition construction plans. From 1947 to 2014, tremendous changes have taken place everywhere except in our systems. The business activities and lifestyle of the people have changed. People park their vehicles disregarding traffic bylaws. Factually, there is almost no option open to them. There is no proper parking area in the vicinity of this hub of commercial activities. The result is horrible. Emergency cases are nearly too hard to handle. If fire breaks out, fire brigade department finds it next to impossible to access the spot. The situation is precarious and precautionary measures are inevitable.

DATA AT A GLANCE:

Location: Commercial Market

Population: 1.5 Lac.

Type of traffic: HTV+LTV.

Sewerage problem: Gutter covers are broken and drains are blocked.

SUGGESTIONS: In the light of my findings, i suggest that:

Encroachment of the roads both by the hawkers and shopkeepers may be checked.

Parking areas may be allocated.

Offenders may be dealt with an iron hand.

More traffic staff may be appointed.

By pass roads are exigent.

Parking plazas are badly needed.

Loader vehicles may be given night schedule for delivering goods to the market.

Yours truly,

X.Y.Z

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REPORT WRITING

WHAT IS A REPORT? 

A report is an orderly, objective message used to convey information from one organizational area to another from one institution to another or from one person to another in order to assist in decision- making or problem solving.

HOW TO WRITE QUALITY REPORT?

To write a perfect and good report, consider the following points of worth importance:

       1. Be comprehensive, to the point and precise.

       2. Avoid unnecessary details and repetition of ideas or words.       

       3. Try to convince the reader of your own view point.

       4. Your view point should be factual, natural and constructive.

       5. Do not use difficult or elaborate expressions.
       6. An unconvincing report wastes time both of the writer and reader.
       7. Neither be sensational nor casual but rational.
       8. Give certain suggestions and recommendations as well. 10. The suggestions should be logical, practicable and feasible.

TYPES OF REPORT:
There are many types of report but we shall discuss here only "INVESTIGATIVE" type of report.

1. INTRODUCTION: It includes the following 4 points: 

• Purpose of writing the report.

• Members of the investigation team (called personnel)

• Period covered in the report.

• Procedure adopted in compiling the report.

 2. DISCUSSION/ TEXT: It give detailed information about the topic.

 3. CONCLUSION: It sums up the discussion.

4. SUGGESTIONS/RECOMMENDATIONS: This is a vital part of a report. 

5. SIGNATURE: Reports written as a subordinate may-be ended with signature as:

• Yours truly,

•  Yours faithfully,

•  Yours obediently,

 

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SKETCH FOR INVESTIGATIVE REPORT

To,

The Editor,

The News,

(City): A.B.C.

From:____________________________.

Subject: _______________________________________________________.

Introduction: 

                  This report has been prepared in compliance with your directive- No. 786, dated X.Y.Z, along with two personnel, has probed into the factors responsible for the problem of _____ and suggested some solution.

Text: 

      In fact, the issue of has now become very serious. In the light of the information given in the report, it will be easier to identify the problem and its solution.

Conclusion:

                The issue of has been long neglected. This has only aggravated and made the situation more complex.  __________________________________________________________

Data at a Glance:
                                  _______________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_____________________.

Suggestions: 

In the light of the facts stated above, it is suggested that:

1. The officials responsible for the problem may be taken to task.
2. The officials responsible for the problem may ask to give written explanation of the issue

3. An inquiry committee may be formulated to probe into the hidden facts.

Yours truly,

X.Y.Z.

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REPORT TO THE EDITOR OF A NEWSPAPER ON THE WORKERS OF CANTONMENT BOARD RESPONSIBLE FOR THE POOR SEWERAGE SYSTEM IN THE CITY

                                                                                                           May 20, 2014

To,

The Director,

The News,

City A.B.C.

From: Anas Aleem, a freelance writer

Subject: A report on the workers of Cantonment Board.

INTRODUCTION: The residents of A.B.C. city are facing severe sewerage problems in different parts of the city. This report is based on a survey conducted by a team of 10 personnel, all graduates, who studied the case for 3 weeks, interviewed residents and contacted the concerned authorities.

TEXT & CONCLUSIONS: The problem of keeping the cities clean is becoming more and more complex. The rainy season being round the corner, it is time that we focused on the problems that crop up subsequent to rains. Being out-dated and neglected the sewerage system of the city is on its last legs. Drains are not cleaned regularly and sufficiently. When the rains fall, they are choked and water flows over. The concerned department has failed to make the workers fulfill their responsibilities efficiently. The workers fearlessly exploit their corrupt officers to the ceaseless frustration and discomfort of the masses. Our sewerage system poses a great threat to the public health. It has been observed that congested down town areas are the worst victims of the problem. Different diseases like cholera, dysentery, influenza and various skin diseases break out. Hospitals are unable to cope with the patients. The masses pay taxes and in return must be given the facilities. If immediate measures are not taken now, the problem will grow out of control.

DATA AT A GLANCE:

Location: Rajabazar.

Population: 1.7 lac.

Drainage: Old and unpleasant system.

Problem: Drains not cleaned out for months and sweepers charge people for official work. 

Suggestions: It is suggested that:

1. The concerned department may be directed to prepare area-wise lists of the workers and their respective heads.

2. This information may be displayed in the community along with contact numbers for toll free complaint calls.

3. Officers who enjoy good repute may be assigned important tasks.

4.  Those who have shown better performance may also be awarded cash prizes.

5. Regular survey reports may also be confirmed by physical checking.

Yours truly,

X.Y.Z

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