Designed for Florida Association of Code Enforcers, in association with the Florida Institute of Government, this material helps prepare participants for the Report Writing questions on the Code Enforcement certification exam. I have no control over the content of the handouts/workbook used for this training program, so the content is more dry and static than I would like.

1. (
Report Writing
Facilitated by Chris Friend
The John Scott Dailey Florida Institute of Government
)

2. ( Introductions
⊛ Name
)
⊛ What You Do/Did
⊛ Years of Service
⊛ Experience With
Reports

3. ( Today’s
Agenda
1. Reports: Purpose & Goals
)
2. Writing Style
3. Writing Process
4. Memos & Emails

4. ( Chapter 1
Reports: Purpose and Goals )

5. ( Purpose of This Seminar )
To teach Officers how to gather
information and organize, write, and
edit successful code enforcement
documents that are accurate,
complete, and understandable—
the first time they’re read!

6. ( Purpose of This Seminar )
To teach Officers how to gather
information and organize, write, and
edit successful code enforcement
documents that are accurate,
complete, and understandable—
the first time they’re read!

7. ( Purpose of This Seminar )
To teach Officers how to gather
information and organize, write, and
edit successful code enforcement
documents that are accurate,
complete, and understandable—
the first time they’re read!

8. ( Goals of
Reports
⊛ Record Evidence
)
⊛ Document violations &
corrections
⊛ Dates & Times
⊛ People, Places, & Events
⊛ Cite codes, ordinances,
& statutes

9. ( Your Goals
⊛ Be accurate.
)
⊛ Be logical.
(Check your inferences.)
⊛ Be objective.
⊛ Rely on verifiable evidence.
⊛ Remove personal feelings.

10. ( Types of
Documents
⊛ Initial Complaint/
)
Investigation
⊛ Activity/Follow-up
⊛ Case Docket or
Summary
⊛ Miscellaneous

11. ( Document
Uses
⊛ Permanent Record
)
⊛ Statistics & Reference
⊛ Informs Violator
⊛ Coordinates Follow-up
⊛ Helps Investigations
⊛ Officer Evaluations

12. ( Sources
⊛ Direct Observations
)
⊛ Public Reporting
⊛ Visits
⊛ Phone Calls & Emails
⊛ Interviews/Discussions
⊛ Other Reports &
Documents

13. ( Report
Readers
⊛ Other Officers
)
⊛ Supervisors
⊛ Attorneys
⊛ Judges, Enforcement
Boards, etc.
⊛ Gov’t Officials
⊛ Reporters
⊛ Citizens, incl. Violators

14. ( Benefits of
Standards
⊛ Uniform Writing
)
⊛ Consistency =
Accuracy
⊛ Better Completion
⊛ Consistent Training

15. ( Sources of
Standards
⊛ Florida Statutes
)
⊛ Administrative Rules
⊛ Dept./Agency SOPs
⊛ Pre-made Forms

16. ( Potential
Problems
⊛ Handwriting
)
⊛ Insufficient Info
⊛ Too Much Detail
⊛ Omitted Interactions
⊛ Omitted Agreements
⊛ Limiting Forms

17. ( Chapter 1
Reports: Purpose and Goals )

18. ( Chapter 2
Writing Style for Reports )

19. ( Plain
Language
⊛ Use everyday words.
)
⊛ Use strong, active verbs.
⊛ Consider using lists.
⊛ Keep sentences/¶s
short.
⊛ Use “you” and “we”.

20. ( Rules for
Code Docs
1. Include facts only.
)
2. Write clearly.
3. Be concise.
4. Be complete.
5. Write accurately.

21. ( Rules for
Code Docs
6. Check grammar and
)
punctuation.
7. Ensure mechanical
accuracy.
8. Write legibly.
9. Be on time.

22. ( Rules for
Sentences
1. Include everything
)
necessary.
2. Exclude everything
else.
3. Keep sentences short
(avg 17 words).

23. ( Rules for
Sentences
4. Keep nouns close to
)
verbs.
5. Prefer active voice.
6. Eliminate misplaced
modifiers.
7. Eliminate redundancy.

24. ( Rules for
Paragraphs
1. Keep them on one
)
topic and in order.
2. Keep them short. (75
words, or 5 sentences,
works well.)
3. Keep them positive.

25. ( Chapter 2
Writing Style for Reports )

26. ( Chapter 3
Code-Enforcement Documents )

27. ( Writing
Process
⊛ Determine Purpose
)
⊛ Identify Reader
⊛ Gather Info
⊛ Organize the Document
⊛ Write

28. ( Written
Communication )
Pu
er
ad
r po
Re
Effective
se
Writing
Message

29. ( Purpose
⊛ Record Violations &
)
Resolutions
⊛ Initiation
⊛ Initial Complaint or
Investigation
⊛ Activity (Follow-up)
⊛ Case Dockets/Summaries

30. ( Reader
Analysis
⊛ Primary vs. Secondary
)
⊛ Education Level
(sentence/word length)
⊛ Language Type
⊛ Common
⊛ Professional
⊛ Specialized
⊛ Geographic

31. ( Gathering
Information
⊛ 6 Question Words
)
⊛ Take Notes!
⊛ Be prompt.
⊛ Use ink.
⊛ Keep organized.
⊛ Take Photos.

32. ( Outlining
⊛ Why outline?
)
⊛ Organization
⊛ Thoroughness
⊛ Directness
⊛ Simplicity

33. ( Outlining
⊛ How to Organize?
)
⊛ Chronologically
⊛ Formally
⊛ Likely Dept. Standard
⊛ Summary
⊛ Purpose
⊛ Report
⊛ Conclusion/Recommendation

34. ( Initial Complaint
• Full narrative sentences
)
Notification or • Chronological order
Observation
• Use appropriate form to make
sure you get all needed info
Staff Creates
Complaint Form
YES Make Notice
Officer Visits Site Violation? of Violation
NO
Close the
Complaint

35. ( Initial
Complaint
⊛ Cover the 6 question words.
)
⊛ Use complete sentences.
⊛ Use the first (not third)
person.
⊛ Use chronological order.
⊛ Be neat.

36. ( Follow-up
Document
⊛ Use forms, if available.
)
⊛ Use chronological order.
⊛ Use mixed case.
⊛ Skip lines between ¶s.
⊛ Type, don’t write.

37. ( Case
Docket )
⊛ Board Name & Docket Title
⊛ Purpose
⊛ Description
⊛ Past Hearing/Order
⊛ Case History
⊛ Summary of Notices
⊛ Recommendation (Opt.)

38. ( Chapter 3
Code-Enforcement Documents )

39. ( Chapter 4
Memo & Email Update )

40. ( Memos &
Emails Use
⊛ Simple, Standardized
)
Format
⊛ Jargon (If Reader
Understands)
⊛ Headings & Lists

41. ( Memos &
Emails Omit
⊛ Salutation
)
⊛ Complimentary Close
⊛ Name/Title/Signature
⊛ Titles (Mr., Mrs., etc.)

42. ( Memo &
Email To-Dos
1. Use Signposts
)
2. Use Simple Style
3. Number Questions
4. Know Your Reader

43. ( Memo &
Email To-Dos
5. Be Conversational
)
6. Use Plain Language
7. Be Polite
8. Attach Wisely

44. ( Memo &
Email Don’ts
9. Don’t be emotional or
)
confidential. (No anger
or gossip.)
10. Don’t be rude or
careless. (Think
patience and privacy.)

45. ( Fixing Long
Emails
⊛ Summary
)
⊛ Background
⊛ Action

46. ( Email
Warning
⊛ Never send something
)
via email that you
wouldn’t want to see
in the newspaper.
⊛ Forwarding
⊛ Sunshine Laws

47. ( Thank You. )
Facilitated by Chris Friend
The John Scott Dailey Florida Institute of Government