\T0: Nancy Myers

From: S. Lowe
Date: 5/16/2021
Subject: APLED 121-Chapter Seventeen

Short, Informal Reports

Report Definition –
• Length and Scope – Short one is 1-5 pages with limited scope, and 5 – or more for more
in-depth coverage.
• Formality (tone) – The longer the message the more formal they get.
• Audience – Remember who is going to read this.
• Purpose – What are we trying to convey? Just data, just analyses, or are we present a
case. Does it get you there?
• Communication Channels – How is this going to get to who needs it? E-mail, Memo,
Letter, or Online one to all may be used.

Online Reports – In the form of programs or apps for mobile devices and computers.
Businesses, Organizations, and Governments are finding these cost effective and convenient.

Types of Reports –
❖ Criteria for Writing Reports –
o Organization – Five points for reports- 1) I.D. lines 2) Headings 3) Introduction 4)
discussion 5) conclusion.
o Development – Here we use the reporter’s questions – Who, When, Why, Where, and
What.
o Audience – Keep it concise, short, and to the point. Remember that any number of
people could end up reading this.
o Style – Use highlighting, graphics, and charts to help make things clearer.
❖ Incident Reports –
o Purpose and Examples – If a problem comes up. Be it an accident, malfunction, a crime,
or other troubles occur they will have to be recorded. An incident report is one way to
do this. (Though forms have replaced most of these.)
o Criteria –
1) Introduction statements of why this is being written. The who, what, and
why of the matter.
2) The body of the report, some organization is needed here to break things
down into useable parts, like headings and graphics. This is were we get all
the information down. Like the make/model of machine if needed, what
agencies where contacted (police, fire, health care) if any, who was there and
what they saw, and what was damaged or lost. Finally, what was done
abought it.
3) Concluding statements of what was thought to be the causes of the problem
and what could be done to avoid it in the future.
❖ Investigative Reports –
o Purpose and Examples – A critical examination of a incident or problem focusing more
on the whys leading up to the problem.
o Criteria –
1) Introduction, the purpose of the paper, where it happened, who was
involved, who was in charge of what.
2) This is the body of the report.
a. review of your findings, make sure to include everything (who, what,
when, where, why, and how)
b. a list of your contacts
c. what problems you encountered
d. the things and techniques you used
e. what tests followed
3) Conclusion, what was accomplished? What changes do you suggest?
❖ Trip Reports –
o Purpose and Examples – Sometimes we may have to travel to get things done. Be it for a
conference, workshop, or maybe you have sales calls. All these will require a record of
your expenses.
o Criteria – Introduction overview
1) Record the dates and destinations, why you are going, with whom, and who
authorized the trip/expenses.
2) Discus your activities, what you learned, contacts made, troubles
encountered.
3) Conclude the report with what was accomplished (what was learned,
contacts made, people met). Also, what suggestions you have for further
involvement with the class, conference, or whatever.
❖ Progress Reports –
o Purpose and Examples – this one is pretty strait forward, how are we doing? Where are
we in the process? What is left to do?
o Criteria –
1) Overview of objectives, the reasons why you’re on this project and the
problems that are being addressed. Also, what are the goals and who
authorized this. Who you’re working with and what has been accomplished
so far.
2) Discussion of progress, this is where we list and detail our most recent
progress, problems, and what work remains.
3) Conclusion, sum it up, give your opinions and recommendations.
❖ Lab Reports (also referred to as test reports) – (Scott? Yes, your test results have come back
and I’m sad to say it’s not good. You have a fatal case of blue collar-au. I am sorry to say you
will be working hard for the rest of your days. No rest for the wicked! Get back to work.)
o Purpose and Examples – This will be a summery of the tests and testing performed on
the job. The why, how, and what of the tests. Also, what follow-up may be required.
o Criteria –
1) Introduction and background information. This explains why the test/lab was
needed, what is hoped to be found out, and who gave the go-ahead on the
project.
2) Now for the body of the report. Now we dive into the procedures and
equipment used for the task. Logging all the steps and equipment used.
3) Conclusions and suggestions, listing what has been discovered, and lessons
learned.
❖ Feasibility/Recommendations Reports –
o Purpose and Examples – This is the corporate what if. The can we do this? And make
money? And still serve our customers? And sleep at night? Etc.
o Criteria –
1) Like all the others start with an introduction/overview of the subject. State the
purpose of the paper. Why we are looking into this? What problems are we
trying to solve? Who wanted this study? Who worked on this project?
2) The body of the proposal. This is where we sus out all the pros and cons of this
what if scenario. This section would benefit from charts and graphs.
3) Conclusion, sum up what you have found out. Also give your recommendations
for what course of action should be taken.

The Writing process at Work –

• Prewriting = Brainstorming
• Writing = Write your paper
• Rewriting = Proofread and edit
• Do it again = in my case keep repeating the rewriting step until it makes sense