Sometimes translation workers are asked by clients to create a message to suggest and justify changes in policy procedures. Often these reports overlap with proposals but typically require less persuasion, since the “justification” should be obvious. Houston Translation services workers describe these types of reports as being in a unique class of letters because they are frequently initiated by the writer rather than authorized or requested by the readers. Such reports therefore typically begin with recommendations, rather than ending with them as proposals typically do. This sort of report provides excellent chance for managers in one country to show their initiative and be recognized by their superiors in the home office in another country. They answer this key question for readers: Why should we?
According to Washington D.C. Translation Services workers, justification reports should include specific benefits such as savings in time, increased productivity, better performance, or increased profits. The benefits need not always be tangible. They could include such intangibles as customer goodwill or improved employee morale.
A number of certified translation workers recommend that these types of justification reports should follow a version of this format:
1. Statement of Purpose or Problem: In one or two sentences, make your recommendation and state the possible benefits.
2. Cost and Savings (or Advantages): Don’t explain savings or advantages here; just state what the firm will gain. Save the explanation for the discussion section.
3. Methods or Procedures: Briefly explain how your suggestion can be implemented. For instance, if people need release time for training work-shops, state how many people are involved, how much release time is required, and how long the sessions will last.
4. Conclusion: List your conclusions here, but save the details for your discussion.
5. Discussion: Provide details, explanations, and the means used to arrive at your conclusions.
The format is flexible, so alter it when necessary to meet the goals of your report.