REPORT

This is a document providing a technical or legal analysis and basis for any decisions that have to be taken. The function of a report, therefore, is to furnish elements for taking an appropriate decision.

Format: DIN A4 (210 x 297 mm).

GENERAL DRAFTING CRITERIA

The contents of reports are extremely varied, so the way the information is set out in them also varies considerably from one to another. Nevertheless, there are certain rules that should be adhered to:

• Ensure order and clarity in setting out the facts or background giving rise to the report, the legal grounds and the conclusions. It is best to deal with each of the facts, legal grounds and conclusions in separate paragraphs and, for reasons of clarity, number the paragraphs containing facts and legal considerations with cardinal numbers, and those containing conclusions with ordinal numbers.
• Make sure the whole text is written concisely. Select the relevant information and express it concisely; there is no need to include details and other information regarding previous actions if they are already in the file.
• Employ as neutral and impersonal a tone as possible.
• When making a recommendation or a proposal, use the first person singular (I) if you are writing the report on your own, or the second person plural (we) or the third person singular if the report is written on behalf of a committee or other body: we propose, this committee proposes ..., etc.

1. Identification of the document
Whenever possible, you should include the following details in the top left-hand margin, beneath the heading:

- Case number. 
- Body requesting the report. 
- Reference: classification code for the issuing body. 
- Subject: brief description of the subject dealt with in the report, as though it were a title.

2. Exposition
In this section, the most important relevant facts or background are summarised in an orderly fashion. If necessary, the legal grounds, i.e. the provisions on which the report is based, may also be included here.

3. Conclusions
This part contains the conclusions to which the facts and arguments set out above lead. Depending on the type of report, the conclusions may take the form of a proposed decision or a summary of the most important aspects of the case. In certain instances, such as a descriptive report, there is no need to include this part.

4. Signature
This section must include the following items in the following order.

- The post held by the person signing the letter
- Signature 
- Name and surname(s)

5. Date
This must include:
- The place where the report was written. 
- Date: the day (in figures), the month (in letters) and the year (in figures and in full).

6. Additional information
Enclosures: if appropriate, the necessary documents are enclosed and numbered according to the points in the report where they are mentioned.

REPORT

Case number:    
Body requesting the report:     
Reference:     
Subject:           

RELEVANT FACTS:    
1. On 10 February 1994, Sr. Ripoll lodged an application        which ......................................................................................................................      
2. Subsequently, in the month of April, he received a letter informing him ....        

LEGAL GROUNDS:     
1. Pursuant to article 15 of the .... Act........, of 16 October, ........................................................................................................     
2. In view of the provisions of the Regulations .....................................................................................................

CONCLUSIONS:     
In accordance with all the foregoing, this Legal Counselling Service has reached the following conclusions:     
One. It is not appropriate to grant ..................................................................................      
Two. In fairness, el Sr. Ripoll is obliged to .............................................................      


Head of the Legal Counselling Service        


Julià Font i Llopart

Barcelona, 15 June 1994