What is Significance of Analysis Report Quality?
The quality of an analysis report reflects the professionalism of a laboratory’s services, since its presentation, layout, and completeness carry as much weight with customers as the promptness with which results are delivered.
Quality of analysis report reflects the professionalism of your laboratory services. It is a document which speaks volumes on the quality of services that your laboratory offers to its customers. Reporting of results within the committed timeframes is no doubt important but your report quality also carries significant weight.
Your laboratory may have invaluable assets in terms of:
- Trained and experienced manpower
- Impressive laboratory layout
- Modern analytical facilities
- High degree of automation resulting in timely completion of projects and tasks in hand
- Well documented procedures and quality management systems
The benefits gained by such considerations can remain insignificant if your analysis reports are substandard both in terms of quality and content.
Quality of Reports
- Use best quality paper – superior quality paper costs money but it leaves a lasting impression on the customer
- Colour plan – use only light colour combinations as it helps read the printed content without much difficulty
- Data layout – commercial data, sample details and analysis data should not be mixed up and should appear in separate areas
- Printing of results – all data should be legibly printed in respective columns. Manual entries leave a poor impression and an element of doubt
- Signatures – the report should bear a single signature of the person authorized to sign reports. At best there can be two signatures. Too many signatures, some even along margins leave a poor impression.
Essential features of reports
- Company name and logo – it is important to clearly mention company name, address and print logo. Consistency of printing shades is important as any variations can cast aspersions on authenticity of the reports.
- It is a good practice to print laboratory recognitions and accreditations on report because these can serve as advertisement and also boost customer confidence.
- Physical tests and observations should be mentioned separate from chemical reporting
- Do not fail to enter the acceptable lower limit and upper limit alongwith the observed values. This helps customers evaluate the quality of products on receipt of your report
- Sample details should include as much information as possible, such as, sample name, manufactured by, supplied by, batch number, batch size, expiry date, quantity received, received on date, reported on date, etc.
- Terms and conditions – in case space is limited on front side relevant terms and conditions which constitute analysis agreement can be printed on the reverse side
- Report should carry your verdict on sample based on the analysis conducted in your laboratory.
It goes without saying that if you have taken care of the points mentioned in the article and have made timely delivery of you are bound to retain your existing customers and through word of mouth quality of your services will spread far and wide.
Please do share your views and offer comments on the article.
Why does the quality of an analysis report matter for a laboratory?
The quality of an analysis report reflects the professionalism of a laboratory's services and speaks volumes about the standard of work it offers, even when results are delivered within the committed timeframe.
What formatting choices improve the readability and impression of a report?
Reports should use superior quality paper, light colour combinations for easy reading, and legibly printed (not manually entered) data organized so commercial details, sample details, and analysis data appear in separate areas.
How many signatures should an analysis report carry?
A report should ideally bear a single signature from the person authorized to sign, or at most two; too many signatures, especially scattered along the margins, create a poor impression.
Why is it important to include acceptable lower and upper limits with observed values?
Entering the acceptable lower and upper limits alongside observed values helps customers evaluate the quality of the product themselves upon receiving the report.
What sample details should a laboratory include on its reports?
Reports should include sample name, manufacturer, supplier, batch number, batch size, expiry date, quantity received, date received, and date reported, along with as much other relevant information as possible.
What essential features should every laboratory report carry?
Reports should clearly show the company name, address, and logo with consistent printing shades, list laboratory recognitions and accreditations, separate physical observations from chemical reporting, and end with the laboratory's verdict on the sample.