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Informal Reports
11
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Learning Objectives
Identify seven kinds of informal reports and
four report formats.
Define a report project and gather data.
Organize report data using effective
headings.
Present data objectively to gain credibility.
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Learning Objectives
Write information and recommendation
reports.
Write justification and progress reports.
Write formal and informal minutes of
meetings.
Write summaries and to-file reports.
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Seven Kinds of Informal
Reports
Information Report
Recommendation Report
Justification Report
Progress Report
Minutes of Meeting
Summary
To-file Report
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Report Formats
Letter format
Memo format
Report format
Prepared forms
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Letter Format
For reports that travel outside an
organization.
Uses inside address, salutation, and other
letter elements.
Divides information into groups with
headings.
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Memo Format
For reports that remain within an
organization.
Uses TO, FROM, DATE, and SUBJECT
headings.
Divides information into groups with
headings.
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Report Format
For longer, more formal reports.
Uses title and subheadings.
Is not arranged in letter or memo format.
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Prepared Forms
For reporting routine activities, such as
sales, figures, or merchandise inventories.
Uses standardized fill-in forms.
Produces uniform results.
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Guidelines for Writing Informal
Reports
Define the project.
Write a statement of purpose.
Consider primary and secondary readers.
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Guidelines for Writing Informal
Reports
Gather data from these sources:
Company records
Observation
Surveys, questionnaires, inventories
Interviews
Electronic and other research
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Guidelines for Writing Informal
Reports
Determine organization:
Inductive strategy
 Problem,
facts first.
 Conclusions,
recommendations last.
Deductive strategy
 Recommendations
 Facts,
first.
discussion last.
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Good Report Headings
Outline the text.
Highlight major ideas.
Identify facts.
Point way through text.
Provide visual resting points.
Are parallel in construction.
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Kinds of Report Headings
Functional:
Problem
Background
Summary
Discussion
Conclusions
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Kinds of Report Headings
Talking or descriptive:
Students Revolt Against New Tuition Fees
Commission Proposes Three Remedies
Job Fair Involves Community and Campus
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Parts of a Recommendation
Report
Introduction
Analysis of Facts
Background
Options
Problem
Alternatives
Method of collecting data
Limitations
Findings
Conclusions
Presentation of facts
Recommendations
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Parts of a Progress
Report
Purpose and nature of project
Summary of work completed
Thorough description of work in
progress
Forecast of future activities
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning