Chapter 9: Informal Reports

LEARNING OBJECTIVES

 Define
styles.
informational and analytical report functions, strategies, and writing

 Describe typical report formats and effective report headings.

 Explain the report writing process starting with defining the problem and
collecting data.
 Write short information reports that describe routine tasks
 Compose short analytical reports that solve business problems.
Report Functions
Present data without
Informational analysis or
recommendations

Present data or
findings, analyses,
Analytical conclusions, and
recommendations
Report Patterns
The Direct Strategy

If readers If readers If readers are

are informed are supportive eager to have
results first

Direct Strategy
 Direct Strategy

Informational Report Analytical Report

Introduction/Background
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
Facts/Findings _________________
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
Summary ______________________
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
Introduction/Problem
__________________________________
__________________________________
__________________________________
__________________________________
CONCLUSIONS/
RECOMMENDATIONS
__________________________________
__________________________________
__________________________________
Facts/Findings
__________________________________
__________________________________
__________________________________
Discussion/Analysis ____________
__________________________________
__________________________________
__________________________________
Report Patterns
The Indirect Strategy
If readers If readers need If readers may
need to be to be persuaded be disappointed
educated or hostile

Indirect Strategy
 Indirect Strategy

Analytical Report
Introduction/Problem
__________________________________
__________________________________
__________________________________
__________________________________

Facts/Findings _________________
__________________________________
__________________________________
__________________________________
Discussion/Analysis
__________________________________
__________________________________
__________________________________
CONCLUSIONS/
RECOMMENDATIONS____________
__________________________________
__________________________________
__________________________________
Report Formats
Letter For informal reports sent to outsiders

For informal reports sent within

Memo/E-Mail
organizations

Manuscript For longer, more formal reports.

Preprinted For routine activities, such as expense

forms reports.
Useful for collaboration and for posting
Digital
online
Developing Informal Reports

 Determine problem
and purpose.
 Gather data.
 Organize data.
 Write first draft.
 Edit and revise.
Gathering Data for Reports
• Company records
• Printed materials (books, newspapers,
and periodicals)
• Electronic resources (Web, electronic databases,
online resources)
• Personal observation and
experience
• Surveys, questionnaires,
and inventories
• Interviews
Typical Informal Reports

 Information reports
 Progress reports
 Justification/recommendation
reports
 Feasibility reports
 Minutes of meetings
 Summaries
Information Reports

What do they do?

• Collect and organize information
• Provide findings without analysis
or persuasion
Progress Reports

What do they do?

• Explain the progress of continuing
projects
• May be internal or external
Justification/Recommendation Reports

What do they do?

Justify or recommend something
(buying equipment, changing a
procedure, hiring an employee, etc.)
Feasibility Reports

What do they do?

• Examine the practicality and
advisability of a course of action
• Ask: Will this plan or proposal work?
Informal Report Writing Style
Uses Characteristics
 Short, routine reports aimed  Use of first-person pronouns (I,
at familiar audiences we, us)
 Noncontroversial reports  Use of contractions (can’t, don’t,
 Most reports to company I’ll)
insiders  Emphasis on active-voice verbs (I
conducted the study)
 Shorter sentences, familiar words
Effect  Occasional use of humor,
metaphors
Feeling of warmth, personal
 Acceptance of author’s opinions,
involvement, closeness
ideas
Formal Report Writing Style
Uses Characteristics
 Theses  Absence of first-person
 Research studies pronouns; use of third person
 Controversial and complex (the researcher, the writer)
reports, especially to outsiders  Absence of contractions
(cannot, do not)
 Use of passive-voice verbs (the
Effect study was conducted)
 Impression of objectivity,  Complex sentences, long words
accuracy, professionalism,  Absence of humor, colorful
fairness adjectives, adverbs

 Distance created between writer Elimination of author’s
and reader “editorializing”
Being Objective in Writing Reports

• Present both sides of an

issue.
• Separate fact from
opinion.
• Be sensitive and
moderate in language.
• Cite sources carefully.
Report Headings
Benefits
• Serve as an outline of the report
• Highlight major ideas and categories
• Act as guides for locating information
• Provide resting points for the
mind and the eye
• Organize data into meaningful
blocks
Report Headings
• Functional headings
describe functions or general topics
Background, Findings, Benefits, Costs

• Talking headings
describe content and provide more information
Benefits of Offering a Wellness Program
Effective Report Headings

• Use appropriate heading levels.

• Strive for parallel construction within levels.
• Use first- and second-level headings for short reports.
• Capitalize and underline carefully.
• Keep headings short but clear.
• Include at least one heading per report page.