PROOFREADING IS VITAL BUT IS A SPECIALIST SKILL
The need for proofreading cannot be underestimated. If a report is presented to a client with spelling and punctuation errors the document will be viewed far less favourably. In fact, it might be dismissed instantly out of hand. Accuracy with spelling, grammar and punctuation really matters. Before you click print or send the email with attachment, you must ensure your report has been proofread for errors as well as technical inaccuracies.
If proofreading is not a skill you possess then look for someone in your network who can help or employ a professional proofreader to check it over. You may not spot your own mistakes, but they will. Yes, it costs some money but could
save you a great deal in the long run and your reputation too. There is plenty of online proofreading software and a Google search will reveal what’s available.
PRESENT AND SUPPLY YOUR REPORT PROFESSIONALLY
If supplied in hard copy spiral bind your report. Tempting though it may be, do not staple and do use a front and back cover.
Use normal type fonts and not fancy, hard to read ones. Popular serif fonts to be recommended are Times New Roman, Palatino, Georgia, Courier, Bookman and Garamond. There are others. A small font size makes reading hard. A minimum font size of 10 is suggested with a maximum of 12 point (depending on the typeface).
Emailed reports should be in locked pdf format only and not in word format. And if you do it well it will be the best and cheapest form of advertising you do, probably resulting in repeat business.
WHAT IF IT ALL GOES WRONG?
Normal, popular serif type fonts
• The boat was constructed of wood (Times New Roman)
• The boat was constructed of wood (Palatino Linotype) • The boat was constructed of wood (Georgia) • The boat was constructed of wood (Bookman)
Fancy, hard to read type fonts
• The boat was constructed of wood (Blackadder) • The boat was constructed of wood (French Script) • The boat was constructed of wood (Kunstler Script)
• The boat was constructed of wood (Rage Italic) The Report • March 2020 • Issue 91 | 67
If your client is unhappy with the report - (and they have up to 6 years to bring a claim in the UK) - don’t ignore the problem because rarely does it go away. You should plan to resolve the matter quickly before a complaint reaches IIMS, or even worse, the wounded client takes to social media to publicly criticise the surveyor, leaving his or her reputation in tatters. And yes, there is evidence of this happening. It is mandatory to contact your broker and/or insurer immediately to notify them of a potential claim and to seek advice. Talk to the client and consider mediation to come to an amicable conclusion. Remember, good ‘customer service’ goes a long way at this point. Effective and open communication coupled with politeness and professionalism is key to resolving issues.
Finally, hard though it may be to do, returning your fee is always a better, more palatable and cheaper option than facing lawyers and an angry client in court!
Article written by Mike Schwarz
The next Report Writing Online Seminar is Thursday, 18/06/2020
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