© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-1 Chapter 9 Informal Reports.

© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-1

Chapter 9Chapter 9

Informal Reports


Report FunctionsReport FunctionsReport FunctionsReport Functions

Information – present data without analysis or recommendations

Analytical – provide analysis and conclusions as well as data


Report Formats and Report Formats and OrganizationOrganization

Report Formats and Report Formats and OrganizationOrganization

Letter formatE-mail and Memo formatManuscript formatPrepared forms or templates


Direct PatternDirect PatternDirect PatternDirect Pattern

Most common organization pattern.

i. Introductionii. Factsiii. Summary


Indirect PatternIndirect PatternIndirect PatternIndirect Pattern

Never used for information reports, but might be used for analytical reports.

i. Introductionii. Facts and Findingsiii. Analysis and Discussioniv. Conclusions and Recommendations


10 Tips for Designing Better 10 Tips for Designing Better DocumentsDocuments

10 Tips for Designing Better 10 Tips for Designing Better DocumentsDocuments

1. Analyze your audience.

2. Choose an appropriate type size.

3. Use a consistent type font.

4. Don’t justify right margins.

5. Separate paragraphs and sentences

appropriately.


10 Tips for Designing Better 10 Tips for Designing Better Documents (cont.)Documents (cont.)

10 Tips for Designing Better 10 Tips for Designing Better Documents (cont.)Documents (cont.)

6. Design readable headlines.

7. Strive for an attractive layout.

8. Use graphics and clip art with restraint.

9. Avoid amateurish results.

10.Become comfortable with templates.


Informal Report GuidelinesInformal Report GuidelinesInformal Report GuidelinesInformal Report Guidelines

Define the Project

Ask the question: “Am I writing this report to inform, to analyze, to solve a problem, or to persuade?”



Gather DataGood reports are based on solid, accurate, verifiable facts. Gather data from:

• Company records• Observation• Surveys, questionnaires, inventories• Interviews• Electronic and Other Research



Use Headings Effectively• Consistency.• Strive for parallel construction.• Use only short first- and second-level headings.• Capitalize and underline carefully.• Keep headings short but clear.• Don’t enclose headings in quotation marks.• Don’t use heading as antecedents.



Be objective.

• Present both sides of an issue.• Separate fact from opinion.• Be sensitive and moderate in your language choice.• Cite sources.


Six Kinds of Informal ReportsSix Kinds of Informal ReportsSix Kinds of Informal ReportsSix Kinds of Informal Reports

Information Reports

Progress Reports

Justification / Recommendation Reports

Feasibility Reports

Summary Reports

Minutes of Meetings


Information ReportsInformation Reports

Introduction • Explain why you are writing.

• Establish credibility of data methods and sources.

• Provide background.

• Identify report purpose.

• Offer a preview of the findings.



Findings

• Organize chronologically, alphabetically,

topically, or by importance.

• Group similar topics together.

• Use appropriate headings.



Summary• May include or omit summary.• If included, present objective and impartial

review of findings.


Progress ReportsProgress ReportsProgress ReportsProgress Reports

Describe the headway of an unusual or non-routine project.• Purpose and nature of project• Complete summary of work completed• Work in progress (personnel, methods, obstacles, solutions)• Forecast of future activities including recommendations and requests


Justification / Justification / Recommendation ReportsRecommendation Reports


Present information and analysis to solve a problem.

Non-sensitive topics and recommendations should be organized using the direct pattern.




Introduction:identifies the problem or need briefly

Announce the recommendations:use action verbs and be brief

Discuss the pros, cons and costs:explain the benefits or steps taken to solve the problem more fully

Conclude with a summary:specify the recommendation or actions to be taken


Feasibility ReportsFeasibility ReportsFeasibility ReportsFeasibility Reports

Examine the practicality and advisability of following a

course of action.• Announce decision immediately.• Describe background and problem.• Discuss benefits of proposal.• Describe problems.• Calculate costs.• Show time frame of implementation.


Summary ReportsSummary Reports

Compress data from a longer publication, such as a business report, a magazine article, or a book chapter.

Provide a quick overview. Highlight primary ideas, conclusions, and

recommendations.


Summary ReportsSummary Reports

Usually omit examples, illustrations, and references.

Often include headings and bulleted or enumerated lists.


Four steps to writing an Four steps to writing an effective summaryeffective summary

Four steps to writing an Four steps to writing an effective summaryeffective summary

1.Read the material carefully for understanding.

2.Lay out the structure of your summary.

3.Write a first draft.

4.Proofread and revise.


Minutes of MeetingsMinutes of MeetingsMinutes of MeetingsMinutes of Meetings

Provide a summary of the proceedings of meetings.

Create a concise, permanent record for future reference.


Minutes of MeetingsMinutes of MeetingsMinutes of MeetingsMinutes of Meetings

Write minutes that include:• the name of the group, the date, time and place of

meeting• names of attendees and absentees• describe disposition of previous minutes• record old business, new business, announcements,

and reports• include precise wording of motions; record vote and

action taken• conclude with name and signature of person recording

minutes


End

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