To: Nancy Myers

From: William Conklin

Date: May 12, 2021
Subject: APLED 121- Chapter 17 Summary

CHAPTER 17
SHORT, INFORMAL REPORTS

Report Definition-A report is written to convey information such as work accomplished, problems
encountered, reference information or to document problems, schedules, timelines, milestones, or
procedures. Reports can be short and informal or long and formal.

Online Reports-Online reports can provide the benefits of speed and convenience as well as
organization through predetermined fields and online help. Mobile apps are now used on such things as
police reports, sales reports and travel and expense reports.

Types of Reports-These include:

➢ Incident reports
➢ Investigative reports
➢ Trip reports
➢ Progress or status reports
➢ Lab or test reports
➢ Feasibility/recommendation reports
➢ Research reports
➢ proposals

Criteria for Writing Reports-Basic requirements for report writing.

• Organization-The five basic components for organizing reports are as follows:

o Identification Lines-This should include the date, the names of the people it is written
for and by whom, and the subject of the report.
o Headings and Talking Headings-Highlight content in a section of a document with
headings and talk headings such as, “Introduction”, “Conclusion” or “Human resources
Committee Reviews 2016 Benefits Packages”.
o Introduction-This provides an overview of the report including dates, personnel, and the
purpose. It is important to include an introduction because the reader my not be
familiar with what the report is written about or they may not remember later.
o Discussion-This is the largest section of the report and contains the detailed
development needed.
 o Conclusion/Recommendations-This is where you will suggest future actions or sum up
the report’s information.
• Development-Ask the reporter’s questions: who, when, why, where and what. You will also
provide specific details and avoid being vague.
• Audience-You must determine who will read your report. Your audience maybe low-tech, high-
tech, lay or a mix of all, so understanding that will help you set the appropriate tone.
• Style-Use highlighting techniques and conciseness in your report. The use of headings,
subheadings, graphics, and short concise phrases will help convey your content effectively.

Incident Report -This is a document of an unexpected problem occurring. Examples of this would be an
accident, malfunction, robbery, or injury.

• Purpose and Examples-If an incident happens at work you may have to file an accident report or
trouble report. Here are some examples:
▪ Hospitality management-An oven in your restaurant caught fire.
▪ Retail-One of your retail locations has experienced a burglary.
• Criteria-Introduce when and where the incident happened and who was involved. Discuss the
content of the report through subheadings or itemization of the problem and its effects.
Conclude the cause of the problem and provide recommendations for the future.

Investigative Reports-This report investigates the causes behind an incident.

• Purpose and Examples-What lead up to the event taking place and why did it occur. Some
examples follow:
o Engineering-A historic bridge is buckling. You are required to visit the site and
investigate why this is happening and report your findings.
o Security-Checks stollen from a student at a local university are being passed around
town. You must investigate the incident and report your findings.
• Criteria-Here is what you might find in an investigative report:
▪ Introduction-Include the purpose of the report, location where it occurred, the
personnel involved, and your authorization for the report.
▪ Discussion-This is the body of the report. This will include your findings, observations,
contacts, techniques, equipment, and test procedures.
▪ Conclusion-This is where you summarize your findings. What did you learn?
▪ Recommendation-How can the problem be fixed? What changes need to be made?

Trip Reports-A report of job-related travel.

• Purpose and Examples-This is not only a report of your travel expenses, like food and lodging,
but work-related activities. Here are some examples:
o Information technology-You might write a report on what you learned and
experienced at a conference for hardware and software technologies.
o Biomedical equipment sales-You may submit documentation of your job-
related travel when you are on the road to prove you are meeting quotas.
• Criteria-What you might put in a travel report:
▪ Introduction-An overview including your purpose, personnel, and authorization.
▪ Discussion-The body of the report showing your agenda.
 ▪ Conclusion-What did you accomplish?
▪ Recommendations-What you suggest next.

Progress Reports-The status of an activity documented with regards to its completion.

• Purpose and Examples-The purpose of these reports is to inform supervisors of the status of
your work or project. Examples:
o Project manager-Your offices are being renovated and you are writing a report
to show your supervisor what work has been done, what work is still needing to
be finished and a schedule of when it will be completed.
o Automotive technology-You are instituting new procedures to improve product
quality after a product failure. Your report is to your company CEO, updating
them on the progress of your changes.
• Criteria-An effective progress report will include:
▪ Introduction-You will include the objectives of your project, the personnel
involved and any previous activity on the project.
▪ Discussion-The body of your report showing work accomplished, problems
encountered, and remaining work.
▪ Conclusion-A summary of achievements in the reporting period and a target
completion date.
▪ Recommendations-Changes in scheduling, personnel, budget, or material that
will ensure your deadline is met.

Lab Report (also referred to as test reports)-The findings from a laboratory study, procedure, or
experiment.

• Purpose and Examples-To share your findings with colleagues or supervisors. Examples:
o Electronics-You are required to study and report findings from randomly
selected Global Positioning System (GPS) units. This is due to malfunctioning
receptors and electronic maps.
o Biomedical technology-You write a lab report to inform nurses and doctors of
you results from a pathology report of tissue or a blood draw.
• Criteria-Components of a lab report:
▪ Introduction-State what the problem was, what the report will prove, and who
authorized the study.
▪ Discussion-In the body of the report include the apparatus used in the study.
The procedures followed in the study should be reported as well.
▪ Conclusion-what have you discovered in your study? How did you interpret the
results and what are the implications?
▪ Recommendations-What action should be taken?

Feasibility/Recommendation Reports-These reports address how practical a proposed plan is and

recommend actions to be taken.
 • Purpose and examples-You need to determine if a proposed plan is viable. Will there be
enough money to complete the plan? Will it work? Examples:
o Accounting-Is the prospect of expanding your company into new markets
reasonable? Will there be tax rebates for your growth? Are interest rates in the
new area good? You will report your findings and give recommendations.
o Manufacturing-Your company wants to invest in new machinery and needs to
know if it capable of the tasks required, if it is the right size and if it is too
expensive. You will research and analyze the options and then give your
recommendation.
• Criteria-Components of an effective feasibility report:
▪ Introduction-Here you will state the objectives of the report. What is the
purpose of the report? What problem motivated the study? Who authorized
the study? List the personnel involved in the study.
▪ Discussion-In the body of the study state what the criteria is. Analyze your
findings by comparing them against the criteria you established.
▪ Conclusion-State the significance of your findings and draw a conclusion from
what you have found.
▪ Recommendations-Share your recommendations after you have stated your
conclusion. Make a suggestion of what your company should do next.

The Writing Process at Work

• Prewriting-Brainstorming

• Writing-Write an initial draft

• Rewriting-Edit and make revisions