NIGHTINGALE INSTITUTE OF

NURSING, NOIDA

ASSIGNMENT
ON
OFFICIAL LETTERS,
ENQUIRY REPORTS
(SUBJECT: NURSING MANAGEMENT)

SUBMITTED TO SUBMITTED BY
Ms. KAPEELTA DEVI Ms. DHAIRYA ARORA
ASSOCIATE PROFESSOR M. Sc.(N) 2nd YEAR
NIN, NOIDA NIN, NOIDA
REPORTS

Reports are oral or written exchanges of information shared between caregivers or workers in a
number of ways.

A report is the summary of the services of person or personnel and of the agency.

IMPORTANCE OF REPORTS

- Good reports save duplication of effort and eliminate the need for investigation to learn
the facts in a situation.
- Full reports often save embarrassment due to ignorance of situation.
- Patients receive better care when reports are through and give all pertinent data.
- Complete reports give a sense of security which comes from knowing all factors in the
situation.
- It helps in efficient management of the ward.

PURPOSES OF REPORTS

 To show the kind and quantity of services rendered over to a specific period.
 To show the progress in reaching goals.
 As an aid in studying health conditions.
 As an aid in planning.
 To interpret the services to the public and to other interested agencies.

CRITERIA FOR A GOOD REPORT

 Reports should be made promptly if they are to serve their purpose well.
 A good report is clear, complete concise.
 If it is written all pertinent, identifying data are include – the date and time, the people
concerned, the situation, the signature of the person making the report.
 It is clearly stated and well organized for easy understanding.
 No extraneous material is included.
 Good oral reports are clearly expressed and presented in an interesting manner. Important
points are emphasized.

TYPES OF REPORTS

Oral Reports – Oral reports are given when the information is for immediate use and not for
permanency. E.g. It is made by the nurse who is assigned to patient care, to another nurse who is
planning to relieve her.

Written Reports – Reports are to be written when the information to be used by several
personnel, which is more or less of permanent value, e.g. day and night reports, census,
interdepartmental reports, needed according to situation, events and condition.
OFFICIAL LETTER (Official Correspondence)

Correspondence is the return of communication between two persons; agencies or institutions or

departments. It can be personal or official.

It is any written or digital communication exchanged by two or more parties. It may be in the
form of letters, e-mails, text messages, post-cards etc.

Importance of official letters:

 It serves as a paper trail of events.
 It acts as a reference point for further communication.
 They create and maintain goodwill of employees and employers.
 It serves as evidences for legal purposes by keeping a record of all facts.

OFFICIAL LETTER

An official letter is one written in a formal and ceremonious language and follows a certain
stipulated format. Such letters are written for official purposes to authorities, dignitaries,
colleagues, seniors, etc and not to personal contacts.

An official letter should have the following:

Sender’s Address

The sender’s address is usually put on the top right-hand corner of the page. The address should
be complete and accurate in case the recipient of the letter wishes to get in touch with the sender
for further communication.

Date

The sender’s address is followed by the date just below it, i.e. on the right side of the page. This
is the date on which the letter is being written. It is important in formal letters as they are often
kept on record.

Receiver’s Address

After leaving some space we print the receiver’s address on the left side of the page. Whether to
write “To” above the address depends on the writer’s preference. Make sure you write the
official title/name/position etc of the receiver, as the first line of the address.

Greeting

This is where you greet the person you are addressing the letter to. Bear in mind that it is a
formal letter, so the greeting must be respectful and not too personal. The general greetings used
in formal letters are “Sir” or “Madam”. If you know the name of the person the salutation may
also be “Mr. XYZ” or “Ms. ABC”. But remember you cannot address them only by their first
name. It must be the full name or only their last name.

Subject

After the salutation/greeting comes the subject of the letter. In the centre of the line write
‘Subject” followed by a colon. Then we sum up the purpose of writing the letter in one line. This
helps the receiver focus on the subject of the letter in one glance.

Body of the Letter

This is the main content of the letter. It is either divided into three paras or two paras if the letter
is briefer. The purpose of the letter should be made clear in the first paragraph itself. The tone of
the content should be formal. Do not use any flowery language. Another point to keep in mind is
that the letter should be concise and to the point. And always be respectful and considerate in
your language, no matter the subject of your letter.

Closing the Letter

At the end of your letter, we write a complimentary losing. The words “Yours Faithfully” or
“Yours Sincerely” are printed on the right side of the paper. Generally, we use the later if the
writer knows the name of the person.

Signature

Here finally you sign your name. And then write your name in block letters beneath
the signature. This is how the recipient will know who is sending the letter.
 Example of an official letter

From,

Ms. X
Ward In charge
Medicine ward
HAHC hospital, JH

Date: 29th Feb, 2020

To,
The Assistant Nursing superintendent
HAHC Hospital
Jamia Hamdard
Delhi

Subject: For issue of new ECG machine for the male medicine ward.

Respected madam,

This is to bring it to your kind notice that the ECG machine of male medicine ward is not
working properly. It has been repaired several times but it tends to give same ECG report for all
patients. We have been using the ECG machine of pulmonary ward in times of need. There are
several patients in ward who require ECG monitoring 2 hourly. It is inconvenient for staff to get
the machine from pulmonary ward every time. Since both wards have sick patients, care cannot
be compromised. It is a vital instrument for the ward.

Kindly issue us a new ECG machine as soon as possible for effective patient care.

Thanking you

Yours sincerely

Ms. X

Ward in charge

Medicine ward
ENQUIRY REPORT
Clinical inquiry is the practice of asking questions about clinical practice. Throughout nursing
school, we learn many things. Once we move into clinical practice, we learn even more! Many
times we are learning from experienced nurses that are teaching us from their training and
experience. As knowledgeable as these nurses are, sometimes the things we're taught are not best
practice, although they may very well be common practice.
In an effort to continuously improve patient care, all nurses should consistently use clinical
inquiry to question why they are doing something the way they are doing it. Do they know why
it's done this way or is it just because we've always done it this way?
There are three areas that clinical inquiry can extend into. Quality improvement projects are used
to improve patient care. Research is done to generate new knowledge. And evidence-based
practice is the practice of the knowledge gleaned by research. Evidence-based practice takes
research and is implemented in patient care for the best outcomes.
Melissa is challenged to identify an area at work to practice her clinical inquiry.

EXAMPLE:
Enquiry report for the Oral enquiry and personal hearing conducted on 18.11.2002 at 10.00 A.M
by the Enquiry Officer Dr.T.P.Kalaniti, Additional Professor of Medicine, Government Mohan
Kumaramangalam Medical College, Salem on Thiru.P. Shanmuga sundaram, Male Nursing
Assistant at Government Mohan Kumaramangalam Medical College Hospital, Salem-1 at the
venue of Professor of Medicine’s chamber, Government Mohan Kumaramangalam Medical
College Hospital, Salem-1 for the disciplinary action initiated against him for serious allegations
of corruption, indiscipline and dereliction of duty.
Introduction:
I, Dr.T.P.Kalaniti, Additional Professor of Medicine, Government Mohan Kumaramangalam
Medical College, Salem had been appointed as the Inquiry Officer to enquire into the charges
framed against Thiru.P. Shanmugasundaram, Male Nursing Assistant at Government Mohan
Kumaramangalam Medical College Hospital, Salem-1, vide R.No.11057/E4/2002 dated
29.10.2002 of the Dean, Govt.Mohan Kumaramangalam Medical college, Salem.1.

I conducted the oral Inquiry and personal hearing on the said Male Nursing Assistant on
18.11.2002 at 10.00 A.M at the Professor of Medicine’s chamber, Government Mohan
Kumaramangalam Medical College Hospital, Salem-1 and submit my enquiry report as detailed
below –

Charges that were framed:-

Charge No. 1.

That Thiru.P. Shanmugasundaram, Male Nursing Assistant at Government Mohan

Kumaramangalam Medical College Hospital, Salem-1 was irregular in his duties, failed to dress
the wound and apply medicines in time to the patients and thus he was negligent in his duties.

Charge No. 2.

That Thiru.P. Shanmugasundaram, Male Nursing Assistant at Government Mohan

Kumaramangalam Medical College Hospital, Salem-1 used to smoke while on duty and even at
the time of dressing the wound of patients, in spite of their objections and thus he failed to follow
the discipline and decorum of a public servant.

Charge No. 3.

That Thiru.P. Shanmugasundaram, Male Nursing Assistant at Government Mohan

Kumaramangalam Medical College Hospital, Salem-1 had demanded and accepted money from
the patients to provide treatment to them and thus he indulged in corrupt activities, which is
unbecoming of a Government servant.

Charges which were admitted or dropped or not pressed, if any:-

All the three charges were admitted.

Charges that were actually enquired into:-

All the three charges were enquired into.

Brief statement of the facts and documents which have been admitted:-
Thiru.P.Shanmugasundaram, M.N.A, Govt.Mohan Kumaramangalam Medical College Hospital,
Salem.1 was placed on duty in the ortho ward of the hospital.

While he was posted for duty in the above ward, he did not attend the ward duties in time. He
also did not dress the wounds of the patients in time. He used to attend the ward only at the fag
end of the day and attend some of the patients and leave others unattended

He was in the habit of smoking cigarettes, while attending his duties and even at the time of
dressing the wounds in spite of the objections of the patients.

He used to demand money from the patients for dressing their wounds and to take them to the
operation theatre and accepted illegal gratifications.

Written complaint dated 22.08.2002 by the patients in the Ortho ward.

Preliminary enquiry report dated 26.08.2002, conducted as per R.No. Spl/ E4/2002 dated
24.08.2002 of the Dean, Govt.Mohan Kumaramangalam Medical College hospital, Salem.1.

Charge Memo – R.No.11057/E4/2002 dated 24.09.2002 of the Dean, Govt.Mohan

Kumaramangalam Medical College Hospital, Salem.1.

Written statement of Defense of Thiru.P.Shanmugasundaram, M.N.A. dated 01.10.2002.

Brief statement of the case of the disciplinary authority in respect of the charges inquired in to:-

Charge No. 1 states that Thiru.P. Shanmugasundaram, Male Nursing Assistant at Government
Mohan Kumaramangalam Medical College Hospital, Salem-1 was irregular in his duties, failed
to dress the wound and apply medicines in time to the patients and thus he was negligent in his
duties.
Charge No. 2 states that Thiru.P. Shanmugasundaram, Male Nursing Assistant at Government
Mohan Kumaramangalam Medical College Hospital, Salem-1 used to smoke while on duty and
even at the time of dressing the wound of patients, in spite of their objections and thus he failed
to follow the discipline and decorum of a public servant.

Charge No. 3 states that Thiru.P. Shanmugasundaram, Male Nursing Assistant at Government
Mohan Kumaramangalam Medical College Hospital, Salem-1 had demanded and accepted
money from the patients to provide treatment to them and thus he indulged in corrupt activities,
which is unbecoming of a Government servant.

A wospital, Salem., Salem.1AAritten complaint dated 22.08.2002 was received from the patients
in the Orthopedics ward about Thiru.P.Shanmugasundaram, M.N.A, Govt.Mohan
Kumaramangalam Medical College Hospital, Salem.1 who was placed on duty in the
Orthopedics ward of the hospital. While he was posted for duty in the above ward, he did not
attend the ward duties in time. He also did not dress the wounds of the patients in time. He was
in the habit of smoking cigarettes, while attending his duties and even at the time of dressing the
wounds in spite of the objections of the patients. He used to attend the ward only at the fag end
of the day and attend some of the patients and leave others unattended. He used to demand
money from the patients for dressing their wounds and to take them to the operation theatre and
accepted illegal gratifications.

Preliminary enquiry was ordered as per R.No. Spl/ E4/2002 dated 24.08.2002 of the Dean,
Govt.Mohan Kumaramangalam Medical College hospital, Salem.1 and the preliminary enquiry
report dated 26.08.2002 established the charges prima facie, with the witnesses testifying to the
irregularities mentioned above.

Thus Thiru.P.Shanmugasundaram, M.N.A had committed corruption, indiscipline and dereliction

of duty as mentioned in the charges framed above.

Brief statement of the Defense:-

In reply to charge 1, the delinquent M.N.A has stated that he is serving very well with out any
default in wound dressing and drug distribution for the past 29 years. He has totally denied that
he was irregular in his duties, failed to dress the wound and apply medicines in time to the
patients; and thus he was not negligent in his duties.

In reply to charge 2, the M.N.A has stated that the allegation of smoking while on duty is not
correct. Since he is not in the habit of smoking within the hospital campus in order to respect his
superiors, this allegation is done to tarnish him.

In reply to charge 3, the M.N.A has stated that he is pained to note this allegation of corruption.
In fact, he had helped poor patients out of his own money. In such case, this allegation is not
correct.

He has also stated that he had a long posting in the Orthopedics ward of this hospital and he was
not allowing the visitors at their will and used to send the persons out of the ward, who are
instrumental in making the ward untidy. He has stated that he is of the opinion that someone who
is jealous of him might have made these allegations. He has also sought for personal enquiry of
the witnesses in his presence to prove his innocence.

Points for determination:-

1. Thiru.P. Shanmugasundaram, Male Nursing Assistant was irregular in his duties, failed to
dress the wound and apply medicines in time to the patients and thus he was negligent in his
duties.

2. Thiru.P. Shanmugasundaram, Male Nursing Assistant used to smoke while on duty and even
at the time of dressing the wound of patients, in spite of their objections and thus he failed to
follow the discipline and decorum of a public servant.

3. Thiru.P. Shanmugasundaram, Male Nursing Assistant had demanded and accepted money
from the patients to provide treatment to them and thus he indulged in corrupt activities, which is
unbecoming of a Government servant.

Assessment of evidence in respect of each point set out for determination and the Findings on
each articles of charge:-
As per the facts and documents examined during the course of the inquiry, I hereby conclude that
charge 1 framed against the M.N.A stands proved.

The charges 2 and 3 are not proved beyond doubt, as the persons who turned up for enquiry had
denied these allegations as far as they were concerned. The other persons did not turn up for
enquiry, even though the same persons have testified the allegations in writing as correct at the
time of preliminary enquiry.
GENERAL INFORMATION
 Documentation is the foundation of good nursing practice
 There are multiple types of charting methods utilized
 All methods are based on the nursing process.

- Assessment: observation for signs of actual or potential problems

- Planning: determining a plan of care targeting identified issues
- Implementation: the actions required for resolution of the problem
- Evaluation: reviewing the plan of care for effectiveness

 Several principles apply to all charting methods. "If it isn't charted, it's not done".
 Timeliness is important: chart as care is provided, do not wait until the end of shift to
record the days work.
 Charts are legal documents and should be accurate, concise, and complete.
 Never chart prior to actually performing care (i.e. don't chart medications given until the
patient actually takes them).
 Use straightforward language: provide accurate measures ("ate 90% of dinner" not "ate
well").
 Provide objective information; avoid subjective observations and assumptions.
 Avoid use of personal comments or judgments.
 Refer to each institution's policies and procedures for specific information.
 JCAHO has established a list of non-allowed medical abbreviations which will be
included in an institution's policies.
 Write "unit", not "U"
 Write "international unit", not "IU"
 Use "daily", not QD
 Use "every other day", not QOD
 Never write a zero after a decimal point
 Always write a zero before a decimal point
 Write "Morphine Sulfate", not MS
 Write" Magnesium Sulfate", not MSO4
 Write "Magnesium Sulfate", not MgSO4
 Use caution to not just repeat what was checked previously.

NURSES RESPONSIBILITY FOR RECORD KEEPING AND REPORTING

 The patient has a right to inspect and copy the record after being discharged.
 Failure to record significant patient information on the medical record makes a nurse
guilty of negligence.
 Medical record must be accurate to provide a sound basis for care planning.
 Errors in nursing charting must be corrected promptly in a manner that leaves no doubts
about the facts.
 In reporting information about criminal acts obtained during patient care, the nurse must
reveal such information only to the police, because it is considered a privileged
communication.
 FACT – Information about client and their care must be functional. A record should
contain descriptive, objective information about what a nurse sees, hears, feels and
smells.
 ACCURACY – A client record must be reliable. Information must be accurate so that
health team members have confidence in it.
 COMPLETENESS – The information within a recorded entry or a report should be
complete, containing concise and thorough information about a client care or any event or
happening taking place in the jurisdiction of manager.
 CURRENTNESS – Delays in recording or reporting can result in serious omissions and
untimely delays for medical care or action legally, a late entry in a chart may be
interpreted on negligence.
 ORGANIZATION – The nurse or nurse manager communicates information in a logical
format or order. Health team members understand information better when it is taken in
the order in which it is occurred.
 CONFIDENTIALITY – Nurses are legally and ethically obligated to keen information
about client’s illnesses and treatments confidential.
BIBLIOGRAPHY

 Basavanthappa BT, (2009), Nursing Education, New Delhi, Jaypee Brothers

medical publishers.
 Vati, Joginder. Principles and Practice of Nursing Management and
Administration. 1st edition, 2013, Jaypee Brothers Medical Publishers. 647-
657
 CV guide – Massachusetts Institute of Technology – Global Education &
Career Development, United States
 Cover Letter guide – Massachusetts Institute of Technology – Global
Education & Career Development, United State