10
Informal Reports
Introduction
• Report Writing
• Informal Reports
• Informational Reports
• Analytical Reports
Introduction to Report Writing
• Why write reports?
o Inform managers and co-workers
o Assist with planning and decision-making
o Keep a record of company activity
Introduction to Report Writing,
cont’d
• Accurate
o Use facts, not opinions
• Complete
o Include details and evidence
• Objective
o Cover the issue from all sides
Report Content
• Why is the report being written?
• How will it be used?
• What background do readers need?
• What information is important?
• How can you make the information easy to
understand?
Report Clarity
• Write simple sentences • Cite sources
• Delete extra material
• Include visuals
• Guide the reader
• Use consistent
evaluation criteria
Report Skimmability
• Readable font
• Logical headings and sub-headings
• White space
Informal Reports
• Routine, internal, short reports
o May use a letter or memo format
o May include personal pronouns and contractions
o May contain visual aids
Formal Reports
• Long reports for external audiences:
o Based on extensive research or study
o May include graphs and diagrams
o Use formal language
 No personal pronouns or contractions
o Traditional structure
 Title page, transmittal letter, table of contents, summary
Short Reports
• Purpose
o Informational
o Analytical
o Recommendation
• Frequency of submission
o Periodic
o One time (specific issue or project)
Short Report Formats
• Memo
• Prepared form
• Letter
• Formal
Direct Approach
• For routine, non-sensitive information
• When readers will agree with conclusions
Direct Informational Reports
• Purpose/introduction/background
• Facts and findings
• Summary
Direct Analytical Reports
• Purpose/introduction/background
• Conclusions or recommendations
• Facts and findings
• Discussion and analysis
Indirect Approach
• Use when you anticipate resistance
• Explain first to persuade or educate the reader
• Build up to conclusion or recommendations
Indirect Analytical Reports
• Purpose/introduction/background
• Facts and findings
• Discussion and analysis
• Conclusions or recommendations
Writing Style for Short Reports
• Adjust writing for your audience and organization
• Project objectivity and professionalism
• Maintain accuracy
• Use evidence and explanations to back up views
and opinions
Headings
• Short and clear
• Parallel
• Ranked
Types of Headings
• Functional headings
o e.g., Introduction, Findings, Summary
• Descriptive or “talking heads”
o e.g., New Policy on E-mail
Formatting Headings
• Avoid starting a new section at the bottom of a
page
• Only use subheadings if you have more than
one subsection
• Use bold or capitals
o Avoid quotation marks
• Don’t assume the reader has seen the heading
Steps in the Report Writing
Process
1. Planning:
o Scope?
o Resources?
o Responsibilities?
Steps in the Report Writing
Process, cont’d
2. Researching/analyzing data and information:
o Brainstorm
o Find data that is current, valid, reliable, and accurate
o Record and cite/reference sources of information
Steps in the Report Writing
Process, cont’d
3. Composing and revising:
o Create an outline
o Complete multiple drafts/revisions
o Take a break before proofreading
o Show changes to contributors for approval
Elements of Informal Reports
1. Introductory statement
o Describes why the report has been written
o Previews key points
o Outlines data collection methods
Elements of Informal Reports,
cont’d
2. Findings:
o Organizes the data by subheadings
 Chronological/alphabetical
 Comparisons
 Component parts/evaluative criteria
o Discussion/analysis:
 Interprets findings
Elements of Informal Reports,
cont’d
3. Summary/conclusions/recommendations:
o Restates main points
o Conclusions:
 Objective analysis of findings
o Recommendations:
 Suggests actions to solve problem
Using Graphics and Visuals
• Replace words
• Make numerical information easy to understand
• Clarify and simplify data
Using Graphics and Visuals,
cont’d
• Make sure there is a good reason to include the
information
• Place visuals where they make sense
• Ensure visuals are
o clearly titled and labelled
o uncluttered and easy to understand
o accurate and ethical
Simple Table
Complex Table
Matrix
Pie Chart
Vertical Bar Chart
Picture Graph
Line Graph
Gantt Chart
Flow Chart
Organizational Chart
Informational Reports
• Periodic
• Situational
o Trip
o Progress
• Incident
• Investigative
o Compliance
Trip/Conference Reports
• Internal report:
o Share information gained on trip
o Present highlights
o Be selective
 Organize by topic, not chronologically
o Justify expenses
Activity/Progress Reports
• Summarize accomplishments
o What have we done?
• Discuss problems and suggest solutions
o What needs to be looked after?
• Describe plans and current/future needs
o What next?
Progress Report Structure
• Summary
• Work Completed
• Work in Progress
• Work to be Completed
• Forecast
Incident/Accident Reports
• Include names of witnesses
• Write an objective description of what happened
• Document any injury or damage
• Assess the causes of the accident
• Make recommendations to prevent it from
happening again
Problem-Investigation Reports
• Respond to information requests
• Document how a problem has been resolved
• Describe the issue clearly
• May include possible solutions
Summary Reports
• Collect sources and summarize the relevant
points
• Include author and title to make it easy to find
the original
• Do not introduce your own ideas
Analytical Reports
• Types of analytical reports
o Recommendation
o Justification
o Feasibility
o Comparison/yardstick
Starting an Analytical Report
• What is the main issue or question you need to
address? How serious is it? How urgent?
o Develop a problem statement or question
• What is the scope of the investigation?
• Are there any limitations (time, budget, etc.)?
Recommendation Reports
• Internal, persuasive documents
• Direct or indirect approach
• Use evidence to build a case for the
recommended solution
• Include possible alternatives
o Explain why these options don’t work
Feasibility Reports
• Examine the risks associated with a new project
• Use a direct approach
o Announce whether the project is workable at the
beginning
o Present the rationale to back up the decision
Comparison/Yardstick Reports
• Compare two or more options
• Identify specific evaluative criteria
• Rank the options if possible
• Recommend the option that fits the criteria best