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Student Guidelines for Written Recommendations
Updated August 22, 1999
Modified and converted to HTML May 12, 1998 JM Gay
Keep the report short, direct and concise.
The shorter it is, the more likely it is to be read. The best
arrangement depends upon the client's needs. Usually, a single page cover letter followed
by a formal report is best. In the report, place the most important information (the
action items) first and place the supporting information behind. Appropriate graphs are
worth a 1,000 words. Include plots of production or other measures smoothed over time
between groups if changes and differences support the investigation conclusions. Your
primary role is to provide concise, critically evaluated information on which the client
can base their decisions.
Describe the purpose of the investigation and the letter in
the opening paragraph.
There may be several major problems in the herd; these may or may not
be related, and the owner’s perception of the problem scope may be different than
yours. Thus, you must define explicitly the problem to which the letter is directed. To
provide a benchmark for future comparison, briefly describe the major indicators of the
problem. This will also help ensure that you receive proper credit if your recommendations
are successful as success tends to have many fathers.
Provide a prioritized action list:
Include only those items that are necessary to control the
problem at hand.
The fewer the items, the more likely they will get done. Even though
many management defects may be involved, a short prioritized list of 4 items has much more
likelihood of getting action than, say, 15 items. You, rather than the client, are in the
best position to choose the short list most likely to succeed. Consider the management
capacity of the operator. Does the individual appear to be capable of incorporating the
recommendations, particularly if the changes increase management intensity? Strive to
incorporate the concepts of Total Quality Management.
Provide sufficient, specific technical detail of exactly
"What, Where and When".
For example: "Give every calf a 2 ml BoSe intramuscular injection
. . .." rather than "Give calves selenium injections." You will have to
judge how much detail a particular client needs. Any misunderstandings due to lack of
detail are your responsibility and failures due to such will be blamed on you.
Adapt action statements to the specific herd management
situation.
For example: "Give every calf a 2 ml BoSe intramuscular injection
when it is moved from the maternity pen." rather than "Give every calf a 2 ml
BoSe intramuscular injection." Does your recommendation fit into the herd management
scheme and can it be done with available resources? If it doesn't, it won't get done.
Do not include extraneous explanatory remarks in this list.
Cover the justification for these action items (the "Why") in
the discussion of the epidemiologic diagnosis.
Focus on the epidemiologic diagnosis.
Provide a brief summary of the problem biology if relevant. The
discussions of disease biology, laboratory analyses and management evaluation should
augment the client’s understanding and acceptance of the epidemiologic diagnosis and
should provide a basis upon which the client can make their decisions. Resolving important
conflicts between information sources is your role. If available, include literature and
on-line references that directly support your conclusions. If you think the client will
benefit from the information, place copies of particularly important materials in an
appendix.
Summarize laboratory results in brief tables; attach actual
reports as an appendix.
Do not give exhaustive verbal descriptions. Refer to the hypothesis or
question to which the sampling was directed and bring attention to those results that
support or refute the epidemiologic diagnosis and the action items.
Summarize the management evaluation.
What aspects of the management program need to be strengthened to
prevent future problems? On large operations, employee involvement and training are
important components that must be included. Limit the summary of the evaluation to a brief
discussion of management defects that are central to the disease problem at hand (i.e.,
part of the epidemiologic diagnosis). Don't provide an item-by-item recapitulation of the
entire management program. Compliment the aspects of the management program that are
deemed exceptionally good (i.e., as encouragement), do this in the summation, keep it
short, and don’t be disingenuous. Excesses will reduce your credibility and will
offend the producer.
Provide information on follow-up and what to expect from the
changes.
How quickly will the problem likely resolve if the changes are made?
What should be monitored in the near term and when should you be called if these
benchmarks aren't met? (see 10e). Briefly describe other possibilities that could be
investigated if this doesn't appear to be working? If you think it is necessary to
encourage action, briefly describe the probable outcome if the recommended steps are not
taken.
If applicable, provide specific details on a monitoring
program.
What can the producer most effectively and economically monitor to
prevent recurrence of the problem? For example, should periodic tests be run on selected,
high risk animals to monitor for the occurrence of subclinical disease? Developing an
effective, efficient monitoring program is often an important part of problem resolution.
Provide essential background information but only if it is
needed.
If the lack of understanding or an incorrect understanding of the
disease process by management was a component of the problem, provide a concise summary of
this essential information. What crucial but missing information that, if the producer
had, would have prevented this problem? On the other hand, if the producer understands the
essential information well, I recommend not including this section.
Protect yourself in future litigation.
Do not include any statements that you are not willing to
defend in a lawsuit, whether a party or an expert witness. Include all information that
you would want present in your report if it were to become part of a lawsuit.
This is particularly true if errors by outside parties are involved in
the problem and are likely to lead to legal action.
Clearly state and meet all the requirements of the AMDUCA
regulations if your recommendations involve off-label drug use.
Clearly state any risks of your recommendations.
For example, were for some reason you to recommend that an injection of
gentamicin be given to all calves showing signs of a particular problem, clearly state
that gentamicin is not an approved drug for cattle, that an extended (e.g., 18 months)
withdrawal time prior to slaughter is absolutely necessary to avoid tissue residue
violations and the potential consequences of a violative residue being detected.
Clearly describe any public health risks.
For example, making recommendations for resolving a Listeria abortion
problem in sheep or salmonellosis in calves without mentioning the human health risks may
haunt you later.
Avoid creating overly optimistic expectations.
Refer to historical experience in other herds (not by name!). For
example "In herds where the above milking time hygiene steps were successfully
implemented, within three months there has been a marked reduction in contagious pathogen
spread as indicated by a fall in the number of new clinical cases, . . . ."
In letters that result from invited consultations, reinforce
the relationship between the client, the private veterinary practitioner and other
involved professionals.
Extend professional courtesy to the other professionals and individuals
that have been involved with the problem. With the client's permission, the earlier you
contact these professionals the better for your investigation. Note any recommendations
that the practitioner or other professionals have made that are similar to the ones made
in this letter. For example, "As Dr. __ has recommended ..." If laboratory
results are extensive and may lead to client questions, include a statement to the effect
that "You may wish to discuss these laboratory results with Dr. __." In the
summation, include a sentence such as "We recommend that you discuss the details
involved in implementing these recommendations with Dr. __." Any disagreements with
other professionals should be resolved in private elsewhere. They may know something about
the operator, the premises and the problem that you do not.
CC: the letter to the private practitioner and the other professionals,
such as nutritionists and extension personnel, that have been involved with the problem.
Above all else, recognize that with time the faintest
pen is stronger than the strongest mind. What isn't written down is at risk of being
forgotten or, worse, misconstrued.
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