Wow, Trudy, it has been a while since I've seen you "around"! Welcome back.
At the last theatre I was at, I got so tired of people not taking the time to open attachments, that I did write all my report straight into the email...thus avoiding any MAC/PC issues. One less click of a button for these folks seemed to work. Though if you really want to attach files, I think PDF is the only way to go.
I think what you're asking for is how the report looks in e-mail form, so....for performance reports...
Email Header/Subject Line: Name of Show Performance Report - Date (And if 2 shows in one day I tend to put both in same email.)
Day: Friday, March 24, 2006
Report #6
Cast: 1 (When I had alternating casts)
Preshow Announcement Begin (and if it changes, who it's done by): 7:33
Act One Begin 7:35, etc
Act One End:
Act Two Begin:
Act Two End
End of Bows:
Act One Run Time: X hr, X min
Intermission Length: X min
Act Two Run Time: X hr, X min
Total Run Time: X hrs, X min
WEATHER: Brief description.
HOUSE: Drop Count # (or House Count, depending how given to you). Then a description of general audience behaviour/attitude (did they clap at new moments, etc)
GENERAL NOTES:
1) Anything effecting the general show (late start time, including traffic, big sections of the script that were skipped by accident, etc)
2) Next show is *** (Date and Time)
PERSONNEL:
1) Anything that happened to cast or crew, including understudies going on.
SCENERY:
1) Any issues or "no notes."
LIGHTING:
1) Any issues or "no notes."
SOUND:
1) Any issues or "no notes."
PROPS:
1) Any issues or "no notes."
COSTUMES/HAIR:
1) Any issues or "no notes."
MISC.:
1) Any issues or "no notes" that just don't seem to fit in anywhere else!
Hope this makes sense. One big caveat is to NOT press the "tab" key at any point. That will definitely screw things up from email to email. And I don't copy and paste my reports from Word or anything, I have my computer in the booth with me and am typing straight into it as the show goes. Also saves formatting issues...not to mention time after the show. I still have a paper and pencil near me to jot quick notes that I don't have time to type right at that second, but most shows have breaks to write longer things during...
I do similar emails for rehearsal reports, with a general description of what was run that day and rough hours...I don't usually put in exact break times, but always have in my log book in case someone needs to know. And yes, it's technically improper (I think) to put a #1 of notes, but no #2. Oh well. And if anything affects 2 departments I put something like "Props Note #1: See Scenery, Note #3" and vice versa.
Erin