20 Blank Street, London, S.W. The plan to be attached to the foregoing report is shown in Fig. 444. It will be seen from the foregoing that technicalities can largely be avoided in writing a report. Another point to be avoided is that of writing a report too much like a specification of the suggested work. The specification is a separate matter entirely, and, being intended for a builder or sanitary engineer, can be in technical language. It would also give much more detailed information as to sizes and materials. A formal report such as the foregoing would be accompanied by a letter acknowledging receipt of instructions, and stating that the survey has now been made, etc.
456 SANITARY SURVEYS AND REPORTS Beginning of Report in Informal Style. If the foregoing report had been written in accordance with the second method given, it might be somewhat as follows: 20 Blank Street, London, S.W., 15th September, 1954.
Dear Sir, In accordance with the instructions contained in your letter of the 10th inst., I inspected this property on the 12th inst., and now have pleasure in reporting to you thereon as follows: GENERALLY. The sanitation of the house, although of fairly recent date, is, generally speaking, in an unsound condition, and considerable remodelling and overhauling is necessary.
THE WATER SUPPLY. The water supply is derived from the mains of the Metropolitan Water Board, but there are no taps off the main except one in the Knife House. All the sanitary fittings are supplied from a large galvanised-iron cistern on the third floor. This cistern is in good order, etc., etc., ete.
I am, Dear Sir, Yours very truly, A Surveyor, F.R.I1.C.S. To C. Jones, Esq.
Beginning of Report in Tabulated Style. If, on the other hand, the third method be adopted for the report, a covering letter would be needed, and the report might read as follows: REPORT ON THE SANITARY CONDITION OF 116 AIREDALE GARDENS. London, S.W., ror C. Jones, Esq.
157TH SEPTEMBER, 1954. Item Report Recommendations Water Supply. |From mains of Metropolitan Water | The taps over all sinks Board. Large galvanised-iron cis- | at which water will be tern on third floor, in good order. | drawn for drinking and It supplies all sanitary fittings. No | cooking purposes should draw-off taps on main supply pipe | be supplied direct from except one in the Knife House. the main. Hot-water ete, ete. ete. ete.
service, (Signed) A Surveyor, F.R.I1.C.S. 20 Blank Street, London, S.W. SANITARY SURVEYS AND REPORTS 457 The importance of drawing up the report after the fullest consideration of all the circumstances, economic and otherwise, must always be borne in mind, the conditions under which sanitary surveys are made being so very diverse. As already pointed out, one is often justified in making very moderate recommendations, which will lead to the improvements being made, whereas counsels of perfection might lead to nothing being done at all.
<Callout type="important" title="Key Consideration">Reports should be clear and avoid technical jargon to ensure they are understood by non-experts.</Callout>
<Callout type="tip" title="Effective Communication">A report should clearly state the current condition of sanitation, necessary improvements, and recommendations without being overly detailed or prescriptive.</Callout>
Key Takeaways
- Write sanitary survey reports in a clear, non-technical manner.
- Separate the report from detailed specifications intended for builders or engineers.
- Recommendations should be moderate and achievable to ensure action is taken.
Practical Tips
- Use an informal style when writing reports to make them more accessible.
- Include a tabulated format if it helps in presenting information clearly and concisely.
Warnings & Risks
- Avoid overly technical language that may confuse the reader or detract from the report's clarity.
- Do not mix recommendations with detailed specifications, as this can lead to confusion.
Modern Application
While sanitation practices have advanced since 1920, the principles of clear and effective communication in sanitary reports remain relevant. Understanding how to write such reports ensures that modern readers can still apply these historical guidelines to improve public health conditions today.
Frequently Asked Questions
Q: What is the recommended style for writing a sanitary survey report?
The chapter suggests using an informal and clear style, avoiding technical jargon to ensure non-experts can understand the report.
Q: Why should recommendations in a sanitary report be moderate?
Moderate recommendations are more likely to lead to action being taken compared to overly ambitious suggestions that might seem unattainable.
Q: What is an example of how the tabulated style can improve clarity in reporting?
The tabulated format separates items, reports on their current state, and provides recommendations clearly, making it easier for readers to understand necessary improvements.