Page 275 - Effective Communication Soft Skills Strategies For Success by Nitin Bhatnagar, Mamta Bhatnagar

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Communication: Written English | 263

Structuring Annual Reports
School/college annual reports need not be very content-rich. They are more
a quantitative statement with a warm note to give their clientele, that is, the
students and their parents, a feel-good effect.
Essentially, the tone is friendlier and warmer. The facts are kept to a
minimum and are presented in a tabular format and a very colourful way
designed for easy access.
As a read-it-and-throw-it-away presentation, such reports hove a glossy
newspaper like feel. Often reports provide many snaps.
While structuring them you have to pay more attention to the visual
presentation. Give the minimum matter through bullet points. All the finan-
cial details should be presented in a tabular format. Use simple and easily
accessible English.

Reviewing a Project

This kind of written communication in a project differs from a report in two
ways:

i. It includes a report but it goes beyond it through comments
ii. It is very formal in nature. So the vocabulary and tone, unlike an
annual report, reflect this aspect.
You can visualize it in the following way:

Table 10.10 Reviewing a Project
Sender’s address
Date
For the attention of:
Sub: Review of.………
Contents: i. the report
ii. critical comments
iii. recommendations
Signature and designation of the sender

Please remember that your reader is not going to have too much time on
hand. So ‘embolden’ the important points.

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