Report style letters typically go to people outside the organization. For the introductory and closing elements of your letter, most translation services in Washington suggest that translators follow a standard letter format. The two format additions in a letter report are (I) a “subject” heading, placed two lines below the salutation, and (2) other headings, as needed, to segment your letter into specific areas. Be sure your letter report keeps the personal, “you” perspective.
The report style letter serves a variety of purposes. Here we show letter reports designed for two common purposes: to inform and to recommend.
The Informational Report Letter
The informational letter report typically provides readers with information about a firm’s products, services, or operations.
The following informational report is a letter report to Houston’s Texas Occupational Safety and Health Administration Inspector. While inspecting Churchill’s plant, the marshal found its Spanish, French and Portuguese procedures to be outdated and missing significant portions of information. The inspector gave Churchill one month to update their standard operating procedures and job safety procedures and have a certified translation company translate them. The writer numbers items and underlines job titles to delineate clearly everyone’s responsibilities. The Texas Occupational Safety and Health Administration thus can see at a glance who is responsible for various procedures.
Employees receiving the same report (in memo form) can quickly determine their responsibilities and see, at a glance, where they should exit the building.
1110 Main Street
Houston, Texas 77002
Mr. Jack Pine August 23, 2012
Texas Occupational Safety and Health Administration
32 Allumette Lane
Houston, VT 05363
Dear Mr. Pine:
SUBJECT: CHURCHILL’S JOB SAFETY AND STANDARD OPERATING PROCEDURES
Here is the report you requested on our job safety and operating procedures. We have followed your suggestions by clearly delineating responsibilities for all personnel in plant safety. This report, the attached diagrams (not included here to save space) and manuals are available at each station and have been circulated to all employees and are also posted on all department bulletin boards. As instructed, we hired a Houston Translation Services company to translate all of our manuals into the languages spoken on the plan floor. We are currently developing a plan to ensure regular updates are made to the manuals.
Specific procedures are as follows:
l. The Packaging Manager will stand in front of his department near the packaging equipment and minders to observe employees operating the equipment and working near the machinery. He will direct employees out the employee entrance or through the main office, depending on the location of the fire.
2. The Assembly Manager will be responsible for the proper shutdown of all equipment before shifts leave end. Press operators and injection operators will perform shutdown of ovens and extruders.
3. The Production Supervisor will go to the junction at the per-assembly and finishing cells to ensure work areas are clutter free, proper attire is worn and safety equipment is working prior to the startup
4. During the first shift, the Quality Control Manager will direct traffic at the entrance of the cafeteria hallway to control running and keep employees from going to the locker rooms.
On the second and third shifts, the Shift Manager will cover the area.
5. In the supplies room, the forklift operator on each shift will inspect the forklift for any visible damage.
6 . In the shipping area, the Shift Supervisor will ensure employees are directed out of the building through the east hallway.
We hope these procedures are satisfactory since we seek the utmost safety for our employees. Should you have any questions or further suggestions, please call me at 832-999-9999, ext. 201. We look forward to your next inspection in October.