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.