A contact report is referred to as the document which contains records of conferences, meetings, and even daily conversations. Such a report is used to comment on particular issues that are important to two or more interested parties. Despite various forms of communication, contact records are known as witnesses to interactions. One of the main purposes of the report is to help explain any misinterpretations or questions regarding which parties have exchanged what details. An agency contact report is issued by a particular agency.
10+ Agency Contact Report Templates in PDF | DOC
1. New Agency Contact Report
2. Employee Agency Contact Report
3. Lead Agency Contact Report
4. Public Official Agency Contact Report
5. Agency Investigation Contact Report
6. Agency Project Contact Report
7. Agency Identification Contact Report
8. Provider Information Agency Contact Report
9. Agency Public Document Contact Report
10. Water Agency Contact Sheet Report
11. Client Agency Contact Report
Elements of a Good Contact Report
In order to write the perfect contact report, the main that you have to do is answer five questions: what, why, when, who, and how;
The first question that you need to answer is ‘what’. In order to write a contact report, you first need to know what exactly is a contact report. In general terms, a contact report can be compared to minutes of the meeting which is used to provide a summary of what happened in a particular meeting. It lists all of the topics of discussion during meetings, telephone calls, and conference calls.
The next question to answer is ‘why’. The answer to this question serves to provide the purpose of the report. In other words, it defines why the report is being written. You might think that if the matter is already being discussed, it does not need to be documented. However, generally, if the issue is considered important enough to be discussed, it is also important to be recorded in writing. This is because normal human memory is creative and tries to provide its own biased views on an issue. This is why, for important information, neither you, your staff, nor your customers and clients can rely solely on memory. You can refer to your contact reports when in doubt, reducing misunderstandings and needless conflicts.
There is a time for everything. Similarly, there a specific time to write the contact report. Since such reports contain necessary info on the topics that have been discussed, the perfect time to write a contact report is right after the conference, meeting, and/or discussion has ended. You can even jot down notes for the same during the event or during intervals. After the event, the person sending the contact report must strive to submit it immediately, within 24 hours. In several cases, it is advised that you write the critical points of the contact report for advance, acting as the perfect itinerary during the event. You will have the option of changing the report accordingly throughout the meeting, by adding new information or deleting previous ones, inserting action items and quotes, etc.
The question of ‘who’ defines the person who will write the report or the person who has been assigned to write the report. This generally depends on the people attending the meeting or the conference. For example, if it is an office meeting, the supervisor or the team leader generally assigns one of the other members to write the report. It needs to be kept in mind though that there are some people who cannot write the report. This includes the client in a client meeting and the supervisor, manager or any other senior person present at the meeting.
The ‘how’ defines the methods you will use to write the contact report and there are several ways to choose from. While choosing one, you need to keep the purpose of writing the report in mind. The purpose of the report will define the method that should be used to make the report. However, you should also keep in mind that the report is a basic summary of what transpired in the event. So do not provide more data than what is required.
Steps on How to Write the Perfect Contact Report
Step 1: Do the Homework
Before the club meeting is to take place, do your homework. Read about the topics to be discussed at the meeting and take down notes if necessary. This includes going through the agenda of the meeting thoroughly and discussing it with the other members if there is any problem.
Step 2: Take Records
When the meeting is in session, that’s when you have to take records of all the happenings. You can write down the pieces of information required or use a recorder of some sort to record the meeting. This is easier because it is not possible to write everything down.
Step 3: Write Down the Minutes
After the meeting has concluded, it is time for you to write down the minutes. Sort through the information you gathered during the meeting and select only those pieces that are required. Do not put down everything word by word. Also include the date, time and location of the meeting and the names of the attendees as well as absentees.
Step 4: Share the Minutes
When you are done writing the minutes, you need to disseminate the information. If required, first get it approved by a higher authority and then proceed to share it. Usually, it is easier to share the minutes online rather than handing it out to the concerned people one by one.
Step 5: Store the Minutes
Finally, it is advised that you store the minutes for further future reference. This is done only after any corrections required are done by the concerned person. This process is convenient if you store the minutes digitally on a hard drive or online such as in Google Drive.