INFORMAL

REPORTS

2

SPECIFIC

GUIDELINES

3

III. SPECIFIC GUIDELINESTYPES of INFORMAL REPORTS

A. Problem Analyses

B. Recommendation Reports

C. Equipment Evaluations

D. Progress and Periodic Reports

E. Lab Reports

4

PROBLEM

ANALYSES

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III. SPECIFIC GUIDELINESA) PROBLEM ANALYSES

detailed description of problems in personnel equipment products services …

internal or external

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III. SPECIFIC GUIDELINESA) PROBLEM ANALYSES

information/data = objective presented so the reader can make decisions

opinions = clearly separated from fact (duly noted) well-supported by facts

7

III. SPECIFIC GUIDELINESA) PROBLEM ANALYSES

ABC Format Abstract

purpose of writing summary of problems covered

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III. SPECIFIC GUIDELINESA) PROBLEM ANALYSES

ABC Format Body

background on source problems well-organized description of the problems observed data that support your observations consequences of the problems

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III. SPECIFIC GUIDELINESA) PROBLEM ANALYSES

ABC Format Conclusion

brief statement of main problems degree of urgency required to handle problems next step suggestions

10

RECOMMENDATION

REPORTS

11

III. SPECIFIC GUIDELINESB) RECOMMENDATION REPORTS

specific suggestions regarding personnel equipment procedures products services …

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III. SPECIFIC GUIDELINESB) RECOMMENDATION REPORTS

main purpose = to persuade

data = objective

audience = internal or external

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III. SPECIFIC GUIDELINESB) RECOMMENDATION REPORTS

ABC Format Abstract

purpose of writing brief reference to the problem to which the

recommendations respond summary of recommendations covered

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III. SPECIFIC GUIDELINESB) RECOMMENDATION REPORTS

ABC Format Body

description of the problems description of the recommendations data that support your recommendations main benefits of the recommendations any possible drawbacks or consequences

15

III. SPECIFIC GUIDELINESB) RECOMMENDATION REPORTS

ABC Format Conclusion

brief restatement of main recommendations the main benefit of the recommended change your offer to help with the next step

16

EQUIPMENT

EVALUATIONS

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III. SPECIFIC GUIDELINESC) EQUIPMENT EVALUATIONS

information/data = objective concerning how equipment has or has not functioned

well-documented review of the exact manner in which the equipment has performed

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III. SPECIFIC GUIDELINESC) EQUIPMENT EVALUATIONS

Topics = machinery tools vehicles office supplies computer hardware computer software

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III. SPECIFIC GUIDELINESC) EQUIPMENT EVALUATIONS

Focus = problems suggestions to solutions

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III. SPECIFIC GUIDELINESC) EQUIPMENT EVALUATIONS

ABC Format Abstract

purpose of writing summary of what the report says about the equipment

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III. SPECIFIC GUIDELINESC) EQUIPMENT EVALUATIONS

ABC Format Body

thorough description of the equipment well-organized critique

either analyzing the parts of one piece of equipment or contrasting several pieces of similar equipment

according to selected criteria

additional supporting data reference to any attachments

22

III. SPECIFIC GUIDELINESC) EQUIPMENT EVALUATIONS

ABC Format Conclusion

brief restatement of major findings conclusions recommendations

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PROGRESS or PERIODIC

REPORTS

24

III. SPECIFIC GUIDELINESD) PROGRESS REPORTS

details concerning the “progress” of work on a specific project

prearranged number of reports intervals of reports

25

III. SPECIFIC GUIDELINESD) PROGRESS REPORTS

internal or external

data = mostly objective can be persuasive, too

to present the best case for the work completed to sell this project (and future ones) to decision-makers

26

III. SPECIFIC GUIDELINESD) PERIODIC REPORTS

summarize your work on diverse tasks over a specific time period

internal

data = mostly objective

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III. SPECIFIC GUIDELINESD) PROGRESS or PERIODIC REPORTS

ABC Format Abstract

purpose of writing summary of main project(s) main progress to date or since last report

28

III. SPECIFIC GUIDELINESD) PROGRESS or PERIODIC REPORTS

ABC Format Body

description of work completed since last report organized by task, time, or both several smaller tasks completed –

organize Body sections by time few larger tasks completed –

organize Body sections by task

29

III. SPECIFIC GUIDELINESD) PROGRESS or PERIODIC REPORTS

ABC Format Body

clear reference to any dead ends that may have taken considerable time but yielded no results

explanation of delays or incomplete work description of work remaining on project(s)

organized by task, time, or both

reference to any attachments

30

III. SPECIFIC GUIDELINESD) PROGRESS or PERIODIC REPORTS

ABC Format Conclusion

brief restatement of work since last reporting period expression of confidence, or concern, about the overall

work on the project(s) indication of your willingness to make any adjustments

the reader may want to suggest

31

LAB

REPORTS

32

III. SPECIFIC GUIDELINESE) LAB REPORTS

School in such courses as science, engineering, psychology

Technical Communication in such organizations as hospitals, engineering firms,

computer companies

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III. SPECIFIC GUIDELINESE) LAB REPORTS

VARY in format from company to company from Tech. Comm. instructor to TC instructor perhaps more than any other type of Informal Report

* Check Your Organization’s Preferred Format! *

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III. SPECIFIC GUIDELINESE) LAB REPORTS

description of work done in the laboratory

internal or external

simple or complicated

35

III. SPECIFIC GUIDELINESE) LAB REPORTS

Topics = purpose of the work equipment problems results implications

36

III. SPECIFIC GUIDELINESE) LAB REPORTS

a Lab Report can be submitted as – its own free-standing report part of a larger report

that uses Lab Work as supporting detail

37

III. SPECIFIC GUIDELINESE) LAB REPORTS

ABC Format Abstract

purpose of writing summary of results

38

III. SPECIFIC GUIDELINESE) LAB REPORTS

ABC Format Body

purpose or hypothesis of lab work equipment needed

39

III. SPECIFIC GUIDELINESE) LAB REPORTS

ABC Format Body

procedures or methods used in lab test THUS writers rely heavily upon the Process-Analysis

pattern of organization

40

III. SPECIFIC GUIDELINESE) LAB REPORTS

ABC Format Body

unusual problems or occurrences results of the test

with reference to your expectations results may appear in the Conclusion, instead

41

III. SPECIFIC GUIDELINESE) LAB REPORTS

ABC Format Conclusion

statement or restatement of main results implications of lab test for further work