Art of a Quality Report

From the inception of the initial assignment to your final billing, two of the most important aspects of producing an outstanding report begin and end with your ability to organize and communicate freely, effectively and effortlessly, or (F.E.E.), which by the way, is what you receive when you learn these skills!

Begin by creating a customized Assignment Sheet. When clients call, write down all the information and ask questions during this initial phase. Follow up with an Acknowledgement of Assignment letter that same day.

During your initial assignment request, communicate a clear understanding of reasonable expectations, cost and a time line. Repeat business results from good work, trust and dependability.

Failure to communicate properly with your client at this point in time can result in those infamous seven words: “I DIDN’T ASK YOU TO DO THAT!” Translation: "I'm not authorized to pay you for being the Lone Ranger".

Consider sending a brief Status Report approximately 7-10 days after the initial assignment, even if little has been accomplished on the case. A report in writing versus a telephone call will serve two purposes: The next time your client opens case # 130 out of 350 cases, they will see two documents from you; an Acknowledgement of Assignment letter and a Status Report. If your client is questioned about the status of case # 130, your two correspondences will be inside that file. Few will remember that you phoned in a status report several months ago, while standing there with an empty file folder in their hands.

Red Flag If you are working on the assumption that you are dazzling your clients by sending quarterly reports, your organizational skills are not your only dilemma. Your lack of communication skills will not go unnoticed either. No letters will arrive, announcing that your services are no longer needed.

Preparing your Preliminary Report: Utilize information from your notes, printouts, photos, video stills, videotape cassettes, computerized information, diagrams, surveillance notes, etc., in your Preliminary Report of Investigation. If you have taken recorded statements, enclose your marked cassettes inside their plastic cases, secure them in an envelope and attach it to your file folder.

Red Flag If you have the “files from down under” and you are writing investigation notes on bank deposit slips or the wrapper of your favorite take-out place, it is guaranteed that your investigation will take you twice as long to complete and I venture to say, your finished report will reflect your rather unusual method of investigation.

Writing Your Final Report and Invoice. What an opportunity final reports are! Begin at the beginning and in chronological order mention your Assignment date and your Acknowledgement letter that followed. Summarize previous Status Reports briefly. Your Preliminary Report summary information is next and the final outcome of your investigation. Include any recorded interview transcripts or summaries either built into your report format or under separate cover, as an enclosure. Make sure you have reported all of your investigation activity. Failing to mention work you did in a report, but remembering to invoice the client for it, upsets clients and naturally so. Double check yourself.

Offer your client additional avenues of investigation, leaving the choice open to them. You just may receive permission to continue the case AND receive additional assignments!

Remember, you are selling billable time. Your Billing Worksheet should always be visible in your file or computer when making telephone calls, preparing subpoenas, etc. You will be less likely to forget billing that 15 minute telephone call or those miscellaneous costs that add up to billable hours.

'JUST ASK SUSIE articles' are a contribution to the P.I. Industry from Susie Wright - Owner of Wright's Typing Company since 1978