REPORTS

A report may be defined as a written document in which specific and objective research based information upon which a course of action or decision is taken. It could also be defined as a comprehensive account of an executed job, a consideration of an investigation from a writer to an audience. It is also a document for communicating information from the writer to the audience. A report is written with a target intention of passing information that could assist in decision making. In a report there are 3 elements, namely:

• The writer
• The audience
• The subject matter or object of report

The types of report writing are dependent on the classification of the report; which it can be classified into 3 points of a view:

Formal and Informal Reports

Reports generally could be classified as either formal or informal

• Informal Report: Those are usually friendly letters and other forms of narration usually given in ordinary ways like informal discussions and other talks. An informal report may or may not contain recommendations, depending on the nature or purpose of the report. Informal reports are usually short and usually deal with a single issue. Most informal reports are often unsolicited, especially as they fall under routine reports and the writer is at liberty to plan the layout and the content as he chooses. One important feature of an informal report is that the writer is not restricted to any particular or fixed format. Examples of informal report include the following: Regular reports or routine reports; accident reports; internal memos; sales reports; minutes of meeting; eye witness accounts; etc.

The informal report has no particular format or standard, and as such the format will be at the discretion of the writer. However, informal reports sometimes have the following principal components: background/introduction findings and conclusion.

• Formal Report: These are usually the outcome of some special investigation or inquiry, but what actually distinguishes a formal report in relation to the transmission of business or technical information is the use of a rather fixed and schematic layout in presenting such a report. Formal reports are fairly standardized, depending on the nature of the report and the use to which it is put, for instance, the layout of the report of an administrative or scientific inquiry will be formal in nature. There are various forms of technical reports which are, no doubt, formal in nature in view of the standardized schematic forms which are adopted for such reports. Some of the layouts are often as specified by the respective organisations and professional groups. The structure of a formal report may take the form as outlined below.
• The title page
• The abstract
  • The table of contents
  • The introduction
  • The body
  • Conclusion, recommendation and appendix.

Technical Reports

These are types of reports written by professionals, strictly on professional issues. They are referred to as ‘technical reports’ because they require that their writers possess certain professional skills, which are peculiar to the profession being discussed. To write a meaningful technical report, a writer must have mastered the technical ‘jargon’ of the profession being discussed.  Examples of technical reports are as follows:

Schedule of dilapidations

This is the itemisation of the necessary repair to be carried out in a specified accommodation unit, usually prepared in order to notify either the lessee or lessor on the state of repairs of a property during or at the expiration of a lease. The usual arrangement under lease is that the responsibilities for repairs are shared between the lessor and the lessee. For instance, the lessor may expressly be made liable for external repairs and the lessee for internal repairs.

Schedule of dilapidation is expected to have the following features:

• Instruction from the client should be in writing and the purpose of the survey should be clearly stated.
• It must be accurate and concise.
• It must be written in a logical sequence
• It must be very easy to understand
• It should refer to a specific property.

Valuation reports

This could be described as the medium used to convey the market value of any real estate asset being subject to valuation processes. According to the International Valuation Standard Committee (IVSC, 2005), valuation report is a document that records the instructions for the assignment, the basis and purpose of the valuation and the result of the analysis that led to the opinion value. It should however be noted that the content of any valuation report is determined by the purpose for which the report is intended and the scope of the valuation assignment as may be agreed upon between the Estate Surveyor and Valuer and his client. The outline of a content of a valuation report is as follows:

Below are the highlights of valuation report:

• Addressee: The Report must be addressed to the client by personal or corporate name unless the circumstances dictate otherwise. The source of the instructions and the indemnity from the addressee should be given including the postal address for future reference.
• Instructions/terms of reference: This is any instruction given to the Estate Surveyor and Valuer; special or unusual assumptions must be stated.
• Purpose of valuation: The purpose of valuation as agreed or understood from the client must be stated clearly and unambiguously (e.g. for company account, loan, stock exchange prospectus, lending, etc.) or that the client did not wish to disclose the purpose of the valuation. In this latter event, the Estate Surveyor and Valuer is even more careful in setting out the criteria to adopt.
• Assumed date of inspection/valuation: This may be the same date as the date of the report, or an earlier date, but may not be a future date. If there has been a material change in market conditions or the circumstances of a property portfolio between the date of valuation and the date of the report, the Estate Surveyor and Valuer is expected to draw attention to this.

Basis of valuation and its definition:

• The basis of valuation should be defined. If for some special reason another basis, special assumptions or qualifying words are adopted, these must be given with adequate and careful explanation. Any assumptions that depart from the actual position must be stated.
• The definition of the basis of valuation must be provided in full. Should the Estate Surveyor and Valuer decide to quote the definition in a client’s standard report from this must be provide in full. Should the Estate Surveyor and Valuer decide to quote the definition in a client’s standard report from this must be provide the whole definition. Where basis of valuation adopted is market value a further statement that the interpretative commentary has been applied must also be made.
• Where it is considered that circumstances exist which justify the provision of an additional valuation, making special assumptions must be set out in full. An example would be the assumption of a sale to special purchaser.

Valuation limiting conditions: These would usually state in part or whole the following either as limiting conditions or in the body of the report.

• Assumptions as to title and encumbrances
• Assumption as to matters which would be revealed by a local search, replies to usual inquiries or by any statutory notice.
• That the inspection and report do not purport to be a building survey and any assumptions made regarding inaccessible parts and latent defects, including rot and inherently dangerous or unsuitable materials and techniques. If there are reports from other professional advisers on these subjects, a statement to this effect and reference to any significant matters must be made.
• Assumptions as to the presence or absence of deleterious or hazardous substances or about latent defects where no detailed investigations have been carried out by the Estate Surveyor and Valuer, or provided, a statement must be made accordingly.
• Assumption as to the period required for obtaining vacant possession of a property or that a certain piece of land could be acquired to complete a development site. If such assumptions do not accord with those likely to be made to prospective purchasers in the open market, they are ‘special assumption.’
• Whether the presence of contamination has been investigated or whether it is assumed not to be present.
• Assumptions as to the planning position, e. g. present lawful user planning permissions and adverse conditions therein, personal planning consent, possible presence of any adverse planning proposals, with a statement as to the extent of investigations made either oral or in writing.
• Where a calculation of worth is being provided, the derivation and pattern of change of benefits and cost, and the basis of discounting, must be stated and any criteria for the assessment which are derived from the client identified.
• The liability to which the report is being limited to the addressee.
• The conditions of a valid report limited to signature and sealing by the authorised persons
• The sources, responsibility for and nature of information relied upon, such as details of tenure, tenancies, planning consents, planning proposals, contravention of any statutory requirements, outstanding statutory notices and building and site areas. The Estate Surveyor and Valuer must clarify if the valuation has been carried out without the definition information normally available when carrying out a valuation.
• The Estate Surveyor and Valuer must indicate in the report if (where practicable) verifications of any information or assumptions on which the valuation is based, or if information considered to be material has not been provided to him/her. If any such information or assumption is material to the amount of the valuation, the Estate Surveyor and Valuer must make clear that this valuation should not be relied on pending verification.
• Plant and machinery (if any is present at the property) or any items which would normally be included, but which have been excluded, they should be stated. If no technical survey of condition of plant and machinery has been undertaken or commissioned, a statement to this effect identifying any items where physical inspection was impossible.
• The land’s registered number/s: Where the report relates to a number of properties, the Estate Surveyor and Valuer will probably find it convenient to show them, and that schedules may be appended to the report but whichever adoption, the property identity must be indicated in terms of the Land Register or Title Numbers.
• Situation: Concise description of the property’s geographical location with distances or compass directions from a notable landmark and administrative location and preferably accompanied by a survey map, deed plan, or any other acceptable site plan.

Title details:

• The tenure of each property indicates whether freehold or leasehold subsists and the term granted.
• Description of Owners and addressees.
• Any unusual rights, obligations, restrictions/covenants, caveats, cautions, inhibitions, charges or mortgages, etc.
• Area of the parcel stated in hectares or acres.
• Statutory taxes/levies: Each property may bear certain statutory taxes or charges whichever is appropriate. Leasehold properties may bear ground rent charges while freehold may not. However, both bear council rating charges. The Estate Surveyor and Valuer is expected to verify both.
• Detailed description of the property, be it land or building, topography, soils, etc, site works, construction, age, apparent state of repair, facilities, accommodation, services, building site areas, site plan, etc are needed.

 ‘description’ in this term applies in the case of valuation of plant and machinery, in respect of which the Estate Surveyor and Valuer must therefore consider whether it is appropriate to include inventories and schedules. The following information relative to each major item of plant and machinery, so far as the information is obtainable and relevant to the value taking into account the basis of valuation.

• Description
• Mode, serial number and maker’s name
• Clients own plant reference number
• Size of capacity
• Age and;
• Reference to any special foundations and service connections, etc.

                Exclusions from the valuation should be noted where appropriate.

• Tenancies: this may need to include a basic statement pertaining to the tenancies
• Observations/Recommendations/commentaries: The date and extent of the inspection, including reference to any part thereof, number of properties, is the subject of the valuation. A generalised statement of these aspects is acceptable provided that it is not misleading. The Estate Surveyor and Valuer must make it clear if the valuation has been made without the opportunity of carrying out adequate inspection, or experiences that may be of material consideration by the client.
• The opinion of value in words and figures: If the identification of individual properties and their values are consigned to a scheduled(s) appended to the report, a summary of values, divided into their individual categories must be included within the body of the report. Any aggregated presentation of valuation must always, for properties of different tenures and between more of the report that the opinion of value in words, as well as figure, is required. Occasionally an Estate Surveyor and Valuer is requested to provide separate figures for land. Cash crops, buildings, site-works, etc. In valuing a property, the Estate Surveyor and Valuer may adopt several valuation concepts to arrive at a recommended value which sometimes is professionally impossible to breakdown as indicated above. The value of a vacant site may not be the same as that of a neighbouring property at the same time. A vacant site has flexible usage while the latter is restricted to the building above it unless the building is demolished.
• The Valuer or his/her organisation and signature: The name, address and qualification of the Estate Surveyor and Valuer and/or his/her organisation should be indicated somewhere in the report. The report should be signed by, at least, a designated Valuer who is a full member of the NIESV as well as being a registered Valuer by the ESVARBON. All Full Members of the Institution should adopt officially title of ’Valuer’ abbreviated as
• Certification: In WordWeb Dictionary (2017), Certification is defined as Confirmation that some fact or statement is true through the use of documentary evidence; a document attesting to the truth of certain stated facts; Validating the authenticity of something or someone. This is also a confirmation from the client after the Estate Surveyor and Valuer has completed the valuation exercise and has written the report to the satisfaction of the client in accordance with the instruction given by him.
• Basis of Valuation: In WordWeb Dictionary (2017), the word Basis has been defined as A relation that provides the foundation for something; the fundamental assumptions from which something is begun or developed or calculated or explained; the most important or necessary part of something. Basis of Valuation therefore is the foundation or bedrock on which valuation exercise could be carried out. This is different from the purpose of valuation which is the reason behind the valuation exercise. Example of Basis of valuation includes Open Market Value (OMV), Fair Market Value (FMV), Forced Sale Value (FSV), and Auctioning, etc.
• Limiting Conditions: The word ‘Limiting’ has been defined by WordWeb Dictionary as a Restriction in the scope or freedom of action; Place limits on (extent or access). Word Web Dictionary puts the word ‘Condition’ as a statement of what is required as part of an agreement; an assumption on which rests the validity or effect of something else. Limiting Conditions is the restrictions being encountered in the process of valuation exercise. These conditions could make the valuation exercise to be difficult or impossible. The Limiting Conditions could include the following:
• Title and encumbrances: This includes any obstruction that impedes the valuation exercise as well as the type of ownership tenure subsisting on the subject property to be valued.
• Regarding inaccessible parts and latent defects: This includes situations or problems potentially existing but not presently realised. e.g. issues on land speculators, family etc.
• Presence or absence of deleterious or hazardous substances or about latent defects: This happens in a situation where the property is to be used for an agricultural or grazing purpose. Deleterious or hazardous substances could be present in the property which, in a way, might cause restriction to the valuation exercise.
• Planning position: This includes present lawful user planning permissions and adverse conditions therein, personal planning consent, possible presence of any adverse planning proposals, with a statement as to the extent of investigations made and either oral or in writing.
• Conditions of a valid report limited to signature and sealing by the authorised persons: Even when the valuation exercise has been completed, the signature on the valuation report must be that of the authorised person otherwise it renders the valuation exercise incomplete.
• Nature of information: The sources or responsibility for and nature of information relied upon such as details of tenure, tenancies, planning consents, planning proposals, contravention of any statutory requirements, outstanding statutory notices and building and site areas.
• Survey condition of asset: In a situation where the valuation exercise includes asset or plant and machinery, and when there is no technical survey of condition of such plants and machineries has been undertaken or commissioned; this will cause a restriction to the valuation exercise.

Technical proposal reports

These could be written by an individual, corporate organisation, government or its agencies / parastatals or by an Estate Surveyor and Valuer with a view to getting a contract, based on the roles he performs. It is essentially the presentation of professional initiatives for the conception, identification or promotion of an investment undertaking. It is also the equivalent of a tender to render professional/services.  Technical proposal reports could be written when specifically requested for by the client or to introduce to a potential client the nature and scope of professional services that could be rendered. The content of a typical technical proposal may include the following:

• Identifying the project.
• Define the project scale/scope
• State the modalities for carrying out such job or project
• The financial overtone
• The company profile
• General areas of practice
• Specific services covered by the proposal (that is the one related to the service of the estate surveyor is writing for)
• Human resources (i.e. human force employed in the company)
• Other resources (i.e. affiliated/contractual workforce)
• Past experience / jobs done in the past.
• How charging of fee is made (this is based on a professional scale of charges)

Feasibility and viability report

A feasibility report is based on a particular problem or opportunity and aims at recommending the best strategies, solutions to solving the said problems and proffering solutions based on the recommendations. The report is usually based on supporting data provided. The feasibility and viability report of a proposed project seeks to know whether the project is viable or not. In doing this, the appraiser needs to carry out some analysis after receiving instruction from his client. The report aims at recommending the best strategies or solutions based on the recommendation given. The content of feasibility and viability report – outline format is as follows:

• Brief: Purpose of the action. How you received the brief from your client

Body of report:

• Describe the location 
• Nature of the development
• Cost of building     
• Repayment period     
• Profit margin
• Prospect

Detailed information of development

• Location in terms of size, soil texture, topography.
• Quality of location.

Construction details

• Type of foundation
• Description of wall structure, Flooring
• Type of window, Doors, ceiling/roof
• Electricity, water, plumbing systems, etc.

Accommodation details

• Services to be provided in the buildings, for example generator, telephone. etc.

Tenure                                      

• Title of ownership to the site intended to be used for the proposed development should be clearly stated.

Financial analysis          

• Building construction work
• Preliminary work                  
• Contingencies
• Professional fees
• Cost of land
• Cost of development

 Progress reports

The WordWeb Dictionary defines progress report as “work accomplished during a specified time period”.  In estate management parlance, progress report is a document containing concise and up- to- date information about an on – going construction work. Progress reports are regularly prepared by the Estate Surveyor and Valuer for his client especially when he (the Valuer) acts as a project manager. Progress reports are usually prepared at any stage when an appraisal of the construction work calls for an appropriate appraisal on what has been done to date. This report also provides the platform on which professional’s advice could be offered to the client.

A Progress report is a document containing concise and up-to-date information about an on-going construction work. It could be presented in the form of a simple letter, memorandum or in a full scale report format depending on the purpose and the required scope of the report. It is prepared in phases/stages of construction works of buildings which is on-going.  The content of a progress report may include the following:

• The name and address of the client.
• Brief description about the project.
• The locational description of the project and the development site.
• The clear description of the nature of development and construction details.
• The insight on the outlook of the project on completion.
• The extent of work already accomplished as may have been reported in the previous report.
• The nature of work that is currently being executed on site.
• The outstanding work and any associated constraints that may be retarding the progress of work on site.
• The essential recommendations that will facilitate the work and ensure its prompt completion.

The importance of a progress report is as follows:

• The report effectively serves as a medium through which the client could monitor or be kept abreast of activities on site.
• The report effectively documents the project history. It states the plan of work, what has been done before the current activities on site and what remains to be done.
• It may facilitate the preparation of a price schedule of outstanding work.

Schedule of repairs

This is type of professional report written by an Estate Surveyor and Valuer when a managed property is vacated, or on properties that have just been contracted to him for management or when he is called upon to identify on repairs for regaining their values and outlooks of properties.  The report usually focuses on the present state of the building, the recommended maintenance required, the cost implications (if this piece of information is required by the client) and remarks.

Useful guidelines that could be followed when writing a professional report include the following:

• Plan your writing: Before you start to write, put some thought into what you’re going to write. First, determine your purpose and your primary audience. Decide what information you need to give your audience — and what information you do not have to give. Figure out the best way to convey your message. Focus on being objective and convincing so that your message appeals to both the receptive and resistant members of your audience.
• Research the topic: Research your topic so that you are not just relying on opinion and this could be done by collecting and analyzing data. Incorporate visual aids (charts, graphs, tables, photos, etc.) when appropriate.
• Write drafts: Do not expect perfection in the beginning. In fact, your final product will be much better if you start by cranking out a crappy first draft. As writer Anne Lamott observed, “All good writers write them. This is how they end up with good second drafts and terrific third drafts.” Concentrate on the content of the writing, and be sure — above all — that it is accurate.
• Revise for style, correct grammar, and spelling: This step is very important to follow as it drops down the credibility of the writers who fail at this step with their readers. The use of good grammar handbook and dictionary will help whenever there is an uncertainty about punctuation and spelling. Also when in doubt, a call on a trusted colleague to look over the work could be useful.
• Choose effective wording: This involves the use of language that is concise and familiar rather than verbose and academic. For example, Use, not utilize; shortage, not Avoid clichés, slang, and buzzwords.
• Watch out for commonly confused words and phrases: Many words are easily mixed up, such as: accept/except
• advice/advise
• affect/effect
• its/it’s
• lay/lie
• passed/past
• personal/personnel
• moral/morale
• sit/set
• real/really
• your/you’re
• their/they’re
• theirs/there’s

Learn to use these words correctly and double-check to make sure the wrong form does not get by you.

• Be precise: This involves the use of specific and concrete words. For example, instead of using words like “Several”, “Three”, “Two” or “One” could be used; boat or car should be used in place of vehicle. Words such as recently, substantial, a few, and a lot should be avoided. It is very essential to be more exact and give the reader a specific mental picture of what is meant by the chosen words.
• Write concisely: This involves keeping the reports, memos, and other business documents as brief and clear as possible.
• Avoid redundancy: This involves repetition of saying so as to reduce errors. Hence, many repetitive phrases can be tightened into one word. For example, History, not past history; plan, not plan ahead; sum or total, not sum total, to, not in order to
• Vary your sentence structure: This involves the Mixing up of simple, compound, and complex sentences. It also involves the use of both short and long sentences to keep the report writing interesting.
• Use active voice: Active voice makes a professional report writing more powerful and direct. In an active voice construction, the subject of a sentence acts or does something rather than being acted upon or done to. For example, Sam Grey audited the books last month. Not The books were audited by Sam Grey last month. However, passive voice may be permissible if the receiver of the action is more important than the doer of the action. For example, Transportation to the other buildings on campus will be provided.
• Avoid sentence fragments: A sentence fragment can be the result of poor grammar or a careless mixture of sentences and phrases. For example, Couple of things. First, make sure you disconnect the power supply.
• Avoid run-on sentences: A run-on sentence contains two independent clauses that are incorrectly separated by only a comma. Instead, they should be connected by a semicolon, or a period, or by both a comma and a conjunction. This does not relate to the length of a sentence, just the improper connection between the clauses.

Comprehensive information on REPORTS is available in the book titled,

A HANDBOOK OF REPORT WRITING by KUYE OLUSEGUN.

References

Ayeni, J.O. (1986). Principle of estimating and tendering. Builders magazine limited. Page 14- 26.

Brook, M. (1993). Estimating and tendering for construction work. Linarcre, Oxford: Butterworth Heinemann Ltd.

Hornby, J.S. (2003). Oxford advance learner English dictionary (11th edition). London: Oxford Press.

Olusegun, K. (2011). Estate office practice. Lagos: Adro Dadar Heritage Company Ltd.

Olusegun, K. (2011). A handbook of report writing. Adro Dadar Heritage Company Ltd.

Onifade, K. & Olayide, S. (2007). Professional practice of estate management in Nigeria. Ado-Ekiti: Adetayo Printing (Nig) Ltd.

Ramus, J. W. (1981). Contract practice for Quantity Surveyors. London: Williams Heinemann Ltd

WordWeb Dictionary (2011)