Language Studies and Academics
Semi-formal Reports
Differences and similarities with
informal and formal reports
CM1401
Language Studies and Academics
Informal Report

May not be requested or expected
Discussion of the topic is brief
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One to 3 pages
When the topic suits a direct, informal
presentation to the reader
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Correspondence format
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Letter
Memo
Email
Language Studies and Academics
Correspondence style reports
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Letter style
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Memorandum style
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Prepared by one organization for another
Good security/privacy
Communication between people within an
organization
Good security/privacy
Email style

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Internal or external communication
Only for brief reports
When security/privacy is not important
Language Studies and Academics
Formal Reports
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Six pages or more
Informational, Analytical, Persuasive
In response to a request for a detailed
report or when one is expected
When the topic is important to policy
and/or business processes and/or has
legal implications
Language Studies and Academics
Semi-formal Report

Four to 10 pages
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More detail than correspondence style
Informational, Analytical, Persuasive
Often prepared on request or is expected as
part of business, but may be volunteered
When the topic is important to policy and/or
business processes and/or has legal
implications
Language Studies and Academics
Parts of…
Formal Report
Transmittal letter included
Report does not use
letterhead or memo template
Title page
Executive Summary
Table of contents
List of illustrations
Introduction / Opening
Background
General discussion/analysis
1.
2.
3.
4.
5.
6.
7.
8.
9.
1.
1.
11.
12.
2.
3.
4.
5.
6.
7.
8.
9.
1.
1.
11.
12.
One or more sections
Outcomes
10.
May include recommendations
List of references (if sources
cited)
Appendix is optional
Transmittal letter is optional
Report does not use letterhead
or memo template
Title page is optional
No Summary
Table of contents is optional
List of illustrations not included
Introduction / Opening
Background is optional
Details / Analysis of data
1.
One or more sections
Conclusion
10.
Semi-formal Report
May include recommendations,
but not always
List of references is optional
Appendix is optional
Language Studies and Academics
Formatting
Formal Report
1.
2.
3.
4.
5.
6.
Three or more levels;
main headings always
begin new page
Top/bottom margins of 1st
page of sections are
different from other pages
Paragraphs not indented
Double line space
between paragraphs
Bullet/numbered lists
Headers usually included
Semi-formal Report
1.
2.
3.
4.
5.
6.
Not more than two levels;
main headings do not
begin new page
Top/bottom margins are
same on all pages of
each section
Paragraphs not indented
Double line space
between paragraphs
Bullet/numbered lists
Headers seldom included
Language Studies and Academics
Report Structure Guidelines

Action opening

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Refer to reader’s needs that relate to the topic
Summarize the report’s main message
Respond to reader’s previous communication
(letter, memo, email, phone call) on the topic
Language Studies and Academics
Report Structure Guidelines

Background

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Review circumstances leading up to the topic
of the report
Define important terms
Explain technical background
Review a related problem or an already
proposed solution
Language Studies and Academics
Report Structure Guidelines
Details



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

Who
What
When
Where
Why
How much?
Analysis of Data
Language Studies and Academics
Report Structure Guidelines

Action closing


Summation of the topic and identification of
main issues
Recommendations/suggestions

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
What should the reader or the reader’s organization
do next
What will the report writer do next
List of possible actions, without indicating who
should do them
Language Studies and Academics
Writing a short report efficiently
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Analyze the report’s purpose and audience
List the report’s content; evaluate and revise the
content
Develop a rough outline with headings
Compose the first draft
Revise the content of the draft
Edit the writing for clarity, conciseness and
coherence
Proofread the report for errors and correct them
Language Studies and Academics
Another way to think about
reports …
So far we have looked at reports in terms of:
1)
2)
3)
Organization – Pyramid / Inverted Pyramid
Intended Reader – Non-technical / Semi-technical /
and Highly-Technical
Document Form – Informal / Semi-formal
We should also know types reports based on function …
Language Studies and Academics
Six Types of Report by Function
1.
Information Report: (informal & semi-formal)
2.
Recommendation Report: (informal & semi-formal)
3.
Justification Report: (informal & semi-formal)
Presents information, but does not analyze it (eg. sales reports).
Often based on routine activities
Presents information AND analysis (eg. evaluating options,
making recommendations etc). Usually solicited (requested)
Similar to recommendation report (ie: suggests solutions),
but NOT solicited
Language Studies and Academics
Six Types of Report by Function
4.
Progress Report: (Semi-formal)
5.
Summary: (Semi-formal)
Used to monitor progress. Often used to track projects (Eg: Is it
on schedule? What happens next? Any problems to be solved?)
Condenses primary ideas, conclusions etc. of longer
reports or publications. Enables quick comprehension.
Report: (Informal & Semi-formal)
6. To-file
Developed ‘for the record’ – to keep a written account of
conversations, directions, decisions etc. Important to record
in case questions, problems, or liability issues arise.
Click here to view other report types and access a matching exercise:
http://elc.polyu.edu.hk/CILL/eiw/typesofreport.htm
Language Studies and Academics
Thanks for your attention!
That’s all for now!