Note taking and report writing

UNIT 6
In this unit you will find
A. Note taking and report writing
A1. Note taking
Here are some brief notes made by a store detective, one of whose duties is to potect the store from shoplifters. Read them carefully. As you read, thing about the question in the margin. Note how to save time and space, part of speech are omitted.
May 18th – 5PM-4th Floor
(Pronouns?) Saw nervous young man, kept him under observation. He approached leather jackets (Articles?). Tried on brown one, placed it on chair near exit, crossed to raincoats (Sequencing phrases?). Tried on several, returned to jacket left on chair (Connection?). Put in on (Part of verb ?). Followed him downstairs. He left by the main door stopped him outside,. First denied, then admitted he had not paid. Police called, incident reported.
In a report or when making an official statement, it is important to indicated the logical sequences of event. This can be done by using connectors such as First-Subsequently-Finally.
In the following extract from detective’s statement to the police, the connectors have been left out. Choose the appropriate ones from the list to fill in the gaps.
A while later later
To begin with previously due course
Subsequently after which finally
Initially first after
A word that underline it’s the answer
I decided to keep him under observation. First he approached a rain full of leather jackets. After a while he tried on a brown one, later he placed it on a chair near the exit. A few moments later he crossed over to another display of coats. He previously tried an several due course he returned to the jacket which he had subsequently left chair. He put the jacket on. In after which i followed him downstairs. He left by the main entrance. I challenged him outside the store. In the initially instance he denied that he had taken anything, but to begin with the admitted that he had not paid for the jacket he was wearing . After persuasion, he reluctantly agreed to return to the store. The police were called and finally Mr. Anthony Mitchell was charged with shoplifting.

A2 A report
A report may only be a brief paragraph or many pages long. It maybe formal or informal. Here as some extracts taken from a formal report written by family counselor is a person who advice someone who is in trouble. For example, at some schools and universities teachers and lecturers also act as counselors, advising on non-educational matters. Do don’t confuse ‘counselor’ with ‘counsel’( a barrister) or ‘counoillor’ (a member of a council).
This report was prepared for the court before Anthony’s case was heard. Note the framework on which any reports is built.

HEADING
Re : subject
Introduction
Reason for report
Sub-heading
The body of the report
Conclusion and recommendation
Name
Date

As you read the following extract from this formal report, consider the question in the margin.

Counselor’s Confidential Report
Re : Mr and Mrs William Mitchell
(When did her husband hit her ?) Prior to Mr and Mrs Mitchell’s visit to the counselor, Mrs Mitchell had been assaulted by her husband. (What caused the argument?) this had occurred during a violent argument which had originally begun when their son requested permission to barrow their car. (What happened before he was changed?) The attack was witnessed by the son, Anthony. Later that day, Anthony was charged with a Shoplifting offence.

Now the reason for this report is given.

(What fact?, Taken into consideration by whom?) It is hoped that following fact will be taken into consideration when Mr. Anthony Mitchell comes before the court.

The main body of the report follows.

Here is an extract from a paragraph subhead Family Background.


How did Anthony suffer ?
In this marriage there were frequent violent arguments involving physical violence as a consequences of which Anthony suffered greatly both mentally and physically during his adolescence.

These comments were made about Mr William Mitchell
Does ‘on the surface’ imply that Mr. Mitchell has psychological problems?
On the surface he is very sociable, successful businessman, but he is now faced with early retirement, he is short of money and…..



A3.Expanding notes

Note how the counselor draws attention to a difficult situation.
‘W.M. need alcohol more and more.’
‘Mr. Mitchell is increasing dependent on alcohol.’

Now change the following notes in the same way.

‘W.M. might lose job.’
‘Mr. Mitchell is…in danger of loosing….’
‘Friends have strong influences over M.W.’

Note : dependent of, in danger of, influenced by.

An Informal Letter of Congratulation

Dear Dave
I heard from my friends about your new factory and rumors i heard too it's very large. i don't know how large your factory so i plan to go to your factory to see it next month and with this letter i want to say congratulation my old friend i know you will be success and i hope we can meet if i visit your factory maybe we can talking about cooperation if you want. anyway see you next month

your very sincerely


Rush

Asking For an extension of credit

Dear Mr. John,

Ref: your letter 30.11. JH/Cb

Thank you for your letter of January 11th. We fully appreciate your concern, and would like to assure you that we shall make every effort to settle our account with you in the immediate future. we wish to prpose the following:

Invoice 888/C, 999/G and 910/G- an immediate part payment of $5000, the balance to be paid by a bill of exchange third party guarantee to August 2nd.

Invoice 0101/C - We would like a six month extension of credit , on which we will pay interest.

As you know, there have been a serious problem with our production, but now has been resolved.for a moment and i hope absolutely resolve. We are now gradually increase our production. We have recently negotiated a substantial contract for a series of goods to be held throughout the next year. We have also been given special price with our product and also increase our quality of product.

In view of all these prospect we are confident that we shall be able to clear any outstanding debts.

Thank you for your assistance and patience, also your excellent services has given for us in the past.

your sincerely

han

Describe the following a location

Describe the following a location

Our new Japanese Steel Factory is in Nagoya. it is situated in an area whisch is scheduled for heavy industry, one hundred eighty km East of Osaka and two hundred km West of Tokyo

A Spanish Art Gallery in Cordoba is situated in an area which sceduled for tourism, two hundred kilometers north of Malaga and one hundred fifty kilometers east of Seville

Letter of refuse

Dear Mr Rush
Proposed for a bank loan

Thank you for your letter of may the 20th after we read your term to loan few amount of money at our bank, we very pleased we regret that. We are unable to loan you some money because you had insufficient collateral. However, if you really want loan at our bank you must follow our rules. you can see our rules on next paper of this letter. we would very happy to help you if you follow our rules that can make us easy to loan some money to you. I manager of bank loan thank you again for your letter before and if you agree please follow us to gain money easy with no problem in the future

your sincerely


Enzan

B.Inggris Bisnis 1 (Tugas)

West java, october 7 2009

Dear Mr. Ioannou

With refering to you telex that I recived from you Mr.Ioannou. I can understand your permit. As far as I can see on the developt of the company with your requested the company will be taken over.

At present there is no need for concern, im sure if the family maintain control that the company will be have a good progres with step-by-step to be better.

I can assure you even this company was taken over, I’m not move short of the capital, just for in case if there any problem when taking happen.

If I hear anything to the contrary I will contact you later.

Sincerelly

Nitia

Secretary Mr.albani