In the workplace, forms and reports are used to document information so it can be referred to at a later time.

Forms are based on a 'template' format, which provides a fixed structure with standardised subheadings and questions.

Reports, on the other hand, are much more free-flowing. They allow you to express your opinions on matters instead of simply providing specific answers to set questions.

Let's look at some typical types of forms and reports.

Forms

Injury form

If you suffer a workplace injury, you'll probably be asked to record the details in an injury or incident form.

Generally the company's Safety Officer will help you, or even fill in the details for you.

Telephone message

Telephone messages are often recorded on a template-type pad bought from the local newsagent.

The advantage of using a template is that it gives you prompts so you can make sure you've written down the necessary details while the caller is still on the phone.

Toolbox minutes

One of the meetings you're likely to be involved in at work is a toolbox meeting.

Because they play an important role in the company's occupational health and safety system, the points raised at toolbox meetings need to be formally documented.

Reports

Sometimes reports are written into a document with a template layout.

These might include a customer complaint, accident report or quality inspection.

Other reports have no pre-formatted structure at all, particularly when they represent the writer's views on a subject.

The big difference between a report and a form is the amount of control you have over how you express yourself.

But with this increased level of freedom comes an equal increase in the care you have to take with the words you use.

Unlike talking, when you communicate your ideas in writing there is no way of checking on the spot that the message is being received the way you'd intended it.

So by the time you do get feedback on your report, the reader will have already formed an opinion on it, and may have also put plans into action on the basis of what they thought you were saying.

The best way to avoid misunderstandings when you're writing a report is to think about the topic from the reader's perspective.

Remember that they're unlikely to have the same amount of background information on the matter as you do, so you have to include any details that are important to their understanding of the issue.

Click on the link below for some hints on how to write a clear and concise report.