I've not been writing for a long time and now I've to prepare a Daily Report to my immediate supervisor about the activities I've done for the day and for everyday.

I'd say it is not a very formal report, basically he just wanted to be informed of what his staffs are doing when he is away for business trip.

I have a few questions about the grammar and format used in a report:

1. What is the appropriate tense used in a report?

For example:

a). I checked with the Engineer from Hong Kong and have/had found a small machinery faulty in the second line production. This faulty has/had to be solved as soon as possible or it will/would affect the quality of the products.

b).To maintain the machine performance's efficiency, Mr. Ho suggested that monthly cleaning for the machine's head is/was necessary.

c) Recalibrated the control devive that controls the gas flow into the oven.

2. Is it more appropriate to use passive or active sentence in a report?

a) The old thermost being removed and being replaced with a new one.......Or I have/had removed the old thermost and replaced with a new one.

b) I was told by Mr. Ho that the cleansing of the machine's head has/had to be very be careful.......Or Mr. Ho told me that the cleansing of the machine's head has/had to be very careful.

Thanks in advance.
1. What is the appropriate tense used in a report? It depends.

For example: Highlighted a few glaring errors.

have/had found a small machinery faulty

. This faulty has/had to be solved as soon as possible

To maintain the machine performance's efficiency,

that monthly cleaning for the machine's head be necessary.

devive

thermost

I suggest you use active voice.
Thanks for your reply Julie.

I'm still a bit uncertain about the usage of the tenses in a sentence.

For example #1: I checked with the Engineer and have found...... . Why "have" and not "had" since I started the sentence in past tense?

Is example #1c grammatically correct?

What do you thing about the tenses used in example #2b? Which is more appropriate?

Thanks again for yor input.
Teachers: We supply a list of EFL job vacancies
Why can't you use past perfect? That's a tense question. This may help:

http://www.wm.edu/modlang/gasmit/grammar/verbsot/pastperf.htm
Thanks for the inputs.

But I'm afraid I still haven't found the exact answer to my questions. I'd appreciate any elaborated explaination on my post.Emotion: smile
Hi,

I'm still a bit uncertain about the usage of the tenses in a sentence.

For example #1: I checked with the Engineer and have found...... . Why "have" and not "had" since I started the sentence in past tense? Because you checked with him and then 'found' ie You found in the period from then until the time of writing. If you say I checked with the Engineer and had found......, it means that you found before you checked with him.

Is example #1c grammatically correct? [ c) Recalibrated the control devive that controls the gas flow into the oven. ] This is correct, but it is not a complete sentence because you have omitted the subject, ie you didn't say 'I found, Fred found, etc'. Such phrases are OK when you want to write in 'point form' rather than in complete sentences, as long as the reader knows what the subject is..

What do you thing about the tenses used in example #2b? Which is more appropriate?

b) I was told by Mr. Ho that the cleansing of the machine's head has/had to be very be careful.......Or Mr. Ho told me that the cleansing of the machine's head has/had to be very careful. All of these tenses are OK. 'Active voice ' (Mr. HO told me) is often considered better, as it is more 'dynamic'. 'Had' is OK, but 'has' is also OK if the fact is still true at the time of writing, which it probably is.

However, instead of 'the cleansing of the machine's head has/had to be very be careful......', you need to say 'the cleaning of the machine's head has/had to be done very carefully'.

Best wishes, Clive
Students: Are you brave enough to let our tutors analyse your pronunciation?
Thank you very much Clive:) Your answers are very clear and have clear my doubts:)