Professional Documents
Culture Documents
261 Informalreports All
261 Informalreports All
261 Informalreports All
REPORTS
DEFINITION
and
EXAMPLES
2
I. DEFINITION
Informal Reports
Length:
A document that contains 2-5 pages of text
not including attachments
Content:
More substantive than a simple Letter or Memo
But less substantive than a Formal report
Audience:
For an external or internal audience
Directed to readers within & outside the company
Internal = “Memo Report”
3 External = “Letter Report”
I. DEFINITION
MEMO REPORT LETTER REPORT
internal external
examples at McDuff examples at McDuff
need for testing equipment training
personnel problem recommendation
need for drafting tables Seafloor study
progress in hiring marketing study
minorities marketing report
report on training session asbestos project
environmental study
equipment design
4
project
I. DEFINITION
Informal Reports vs. Letters, Memos, Emails
Informal Reports =
more length (longer)
more substance
more organizational skills
5
I. DEFINITION
Purpose:
To inform
to clarify, explain
To persuade
to convince, sell
To inform AND persuade
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I. DEFINITION
Examples:
Problem Analysis
objective
Recommendation Reports
objective & subjective
facts & opinions
opinions = supported with facts
Equipment Evaluation
objective data
Progress Reports/Periodic Reports
summary of work
Lab Reports
procedure, problem, results, implications, …
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GENERAL
GUIDELINES
8
II. GENERAL GUIDELINES
(1) Plan well before writing
(2) Use Letter or Memo Format (but…)
(3) Make text visually appealing
(4) Use the ABC Format for organization
(5) Use an “Introductory Summary”
(6) Put important details in the Body
(7) Separate fact from opinion
(8) Focus attention on your Conclusion
(9) Use Attachments for less important details
(10) Edit carefully
9
II. GENERAL GUIDELINES
(1) PLAN well before Writing
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II. GENERAL GUIDELINES
(2) Use LETTER or MEMO Format (but…)
Letter Report = Letter Letter Report vs. Letter
produced on letterhead Greeting =
on all pages (except p.1) replaced by “Attention Line”
reader’s name when sending to multiple
date readers
page numbers “Report Title” =
immediately after the inside
address
spacing
between lines
1, 1.5, 2
depending on reader’s
preference
11
see p.280
II. GENERAL GUIDELINES
(2) Use LETTER or MEMO Format (but…)
Memo Report = Memo Memo Report vs. Memo
date/to/from/subject lines Memo Reports =
on all pages (except p.1) longer
reader’s name more headings
date spacing
page numbers between lines
Subject Line with 1.5 or 2
attention-grabber see p.282
glimpse at topic and
concise & specific writing
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II. GENERAL GUIDELINES
(3) Make Text VISUALLY APPEALING
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II. GENERAL GUIDELINES
(4) Use the ABC Format for Organization
ABSTRACT
encapsulated info for “decision-makers”
purpose + highlights
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II. GENERAL GUIDELINES
(4) Use the ABC Format for Organization
BODY
details, details, details
supporting evidence
for “technical readers”
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II. GENERAL GUIDELINES
(4) Use the ABC Format for Organization
CONCLUSION
description or list of
findings
conclusions
recommendations
for “decision-makers”
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II. GENERAL GUIDELINES
(5) Use an “INTRODUCTORY SUMMARY”
(Call the Abstract an Introductory Summary)
Length
1-2 pages
not long, not drawn out
Location
Letter Reports
I.S. comes immediately after the Title
Memo Reports
I.S. comes immediately after the Subject Line
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II. GENERAL GUIDELINES
(5) Use an “INTRODUCTORY SUMMARY”
1. Purpose Statement
purpose of the report
Why are you writing this report?
2. Scope Statement
the range of the data contained therein
the scope, the gist
3. Summary
of essential information
stress the crucial info the reader wants/needs to know
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II. GENERAL GUIDELINES
(6) Put Important Details in the BODY
Headings
at least 1 heading per page
new point = new heading
(or, new point = new subheading)
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II. GENERAL GUIDELINES
(6) Put Important Details in the BODY
Lead-In Passage
precedes subheadings (before the 1st subheading)
mention the subsections to follow
Microcosm = Macrocosm
Lead-In Passage = Abstract, Introductory Summary
sets the scene, acts like a road map
“This section covers the three phases of…”
Deduction
move from the General Specific
main idea comes 1st
1. Topic Sentence with the main idea
2. Supporting Details – evidence, proof, stats
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* (Rule of Firsts & Lasts: beginnings & endings)
II. GENERAL GUIDELINES
(7) Separate FACT from Opinion
Findings
facts you uncover
observations
primary evidence
opinion = NOT part of Findings
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II. GENERAL GUIDELINES
(7) Separate FACT from Opinion
Conclusions
ideas or beliefs you develop based on your Findings
opinion = part of Conclusions
Recommendations
suggestions or action items based on your Conclusions
opinions = almost exclusively make up these
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II. GENERAL GUIDELINES
(8) Focus Attention on Your CONCLUSION
Conclusions
“Conclusion” or “Conclusions” or “Closing”
“Recommendations” or “Conclusions and
Recommendations”
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II. GENERAL GUIDELINES
(8) Focus Attention on Your CONCLUSION
Conclusions
Rule of Firsts & Lasts, Beginnings & Endings,
major findings, conclusions, or recommendations
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II. GENERAL GUIDELINES
(9) Use ATTACHMENTS for less important Details
Attachments
tables & figures
costs
don’t bury these important figures
these attachments will be copied, circulated
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II. GENERAL GUIDELINES
(10) EDIT CAREFULLY
PROOFREAD!!
especially personal names
KISS:
short & simple sentences
Double-Check
figures
check Parallel Structure of Headings/Subheadings
have it reviewed by a colleague
26
II. GENERAL GUIDELINES
(1) Plan well before writing
(2) Use Letter or Memo Format (but…)
(3) Make text visually appealing
(4) Use the ABC Format for organization
(5) Use an “Introductory Summary”
(6) Put important details in the Body
(7) Separate fact from opinion
(8) Focus attention on your Conclusion
(9) Use Attachments for less important details
(10) Edit carefully
27
SPECIFIC
GUIDELINES
28
III. SPECIFIC GUIDELINES
TYPES of INFORMAL REPORTS
A. Problem Analyses
B. Recommendation Reports
C. Equipment Evaluations
D. Progress and Periodic Reports
E. Lab Reports
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PROBLEM
ANALYSES
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III. SPECIFIC GUIDELINES
A) PROBLEM ANALYSES
internal or external
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III. SPECIFIC GUIDELINES
A) PROBLEM ANALYSES
information/data =
objective
presented so the reader can make decisions
opinions =
clearly separated from fact (duly noted)
well-supported by facts
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III. SPECIFIC GUIDELINES
A) PROBLEM ANALYSES
ABC Format
Abstract
purpose of writing
summary of problems covered
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III. SPECIFIC GUIDELINES
A) 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 GUIDELINES
A) PROBLEM ANALYSES
ABC Format
Conclusion
brief statement of main problems
degree of urgency required to handle problems
next step suggestions
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RECOMMENDATION
REPORTS
36
III. SPECIFIC GUIDELINES
B) RECOMMENDATION REPORTS
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III. SPECIFIC GUIDELINES
B) RECOMMENDATION REPORTS
main purpose =
to persuade
data =
objective
audience =
internal or external
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III. SPECIFIC GUIDELINES
B) 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 GUIDELINES
B) RECOMMENDATION REPORTS
ABC Format
Body
Organization
1) Problem – Recommendation
2) brief discussion of the problems and then a detailed list
of recommendations
recommendations in the same order as the problems
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III. SPECIFIC GUIDELINES
B) RECOMMENDATION REPORTS
ABC Format
Body
Focus
* Keep the focus on the recommendations *
Discuss the problems, absolutely, but be concise.
Do not go into too much detail with the problems.
Do not repeat what you have already done in the
Problem Analysis Report.
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III. SPECIFIC GUIDELINES
B) RECOMMENDATION REPORTS
ABC Format
Body
description of the problems (concise)
description of the recommendations (detailed)
What should be done?
Change or upgrade from what to what?
Be specific.
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III. SPECIFIC GUIDELINES
B) RECOMMENDATION REPORTS
ABC Format
Body
data that support your recommendations
main benefits of the recommendations (heading)
any possible drawbacks or consequences (heading)
Be specific, esp. with costs.
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III. SPECIFIC GUIDELINES
B) 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
(as always, further contact)
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EQUIPMENT
EVALUATIONS
45
III. SPECIFIC GUIDELINES
C) EQUIPMENT EVALUATIONS
information/data =
objective
concerning how equipment has or has not functioned
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III. SPECIFIC GUIDELINES
C) EQUIPMENT EVALUATIONS
Topics =
machinery
tools
vehicles
office supplies
computer hardware
computer software
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III. SPECIFIC GUIDELINES
C) EQUIPMENT EVALUATIONS
Focus =
Equipment
problems, suggestions to solutions
* Evaluate the equipment, not the problems *
Don’t repeat the Problem Analysis Report
Arrange your analysis according to its parts; then mention
the problems as they relate to the parts
Keep your focus on the equipment.
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III. SPECIFIC GUIDELINES
C) EQUIPMENT EVALUATIONS
ABC Format
Abstract
purpose of writing
summary of what the report says about the equipment
(Why are you writing AND What’s ahead?)
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III. SPECIFIC GUIDELINES
C) EQUIPMENT EVALUATIONS
ABC Format
Body
thorough description of the equipment
well-organized critique
top-bottom, left-right, inside-out,… (coherence)
analysis of the parts of one piece of equipment
according to selected criteria
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III. SPECIFIC GUIDELINES
C) EQUIPMENT EVALUATIONS
ABC Format
Body
Evaluation Criteria (some, not all)
physical design
specifications
ease of use
quality of instructions
maintenance (frequency & cost)
availability of software
warranty coverage
51 service
III. SPECIFIC GUIDELINES
C) EQUIPMENT EVALUATIONS
ABC Format
Body
additional supporting data
reference to any attachments
end with a Comparison/Contrast (table)
between this evaluated piece of equipment
and your #1 recommendation from the R.R.
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III. SPECIFIC GUIDELINES
C) EQUIPMENT EVALUATIONS
ABC Format
Conclusion
“Conclusions and Recommendations”
brief restatement of major -
findings
conclusions
recommendations
(as always, further contact)
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III. SPECIFIC GUIDELINES
C) EQUIPMENT EVALUATIONS
ABC Format
Conclusion
o Remember, your job here is merely to present the
Decision-Maker with as much information she/he
needs to make an informed decision.
o In the end, that person, not you, will make the
decision.
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III. SPECIFIC GUIDELINES
C) EQUIPMENT EVALUATIONS
ABC Format
Grammar
POV = third person, general (“students” or “one” rather than
“you”)
Hyphens: for 17-inch, 5-year warranty, cost-effective, log-in
Numbers: for plural model numbers, do not use apostrophes
(Model SUX 770s, not 770’s)
Transitions: use transitions to enumerate parts/problems or to
note changes in direction
Capitalization: Web and Internet are capitalized, Building 7
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PROGRESS or PERIODIC
REPORTS
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III. SPECIFIC GUIDELINES
D) PROGRESS REPORTS
details concerning
the “progress” of work
on a specific project
prearranged
number of reports
intervals of reports
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III. SPECIFIC GUIDELINES
D) PROGRESS REPORTS
internal or external
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III. SPECIFIC GUIDELINES
D) PERIODIC REPORTS
internal
ABC Format
Abstract
purpose of writing
summary of main project(s)
main progress to date or since last report
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III. SPECIFIC GUIDELINES
D) PROGRESS or PERIODIC REPORTS
ABC Format
Body
description of work completed since last report
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
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reference to any attachments
III. SPECIFIC GUIDELINES
D) 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
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LAB
REPORTS
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III. SPECIFIC GUIDELINES
E) 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 GUIDELINES
E) 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
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III. SPECIFIC GUIDELINES
E) LAB REPORTS
internal or external
simple or complicated
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III. SPECIFIC GUIDELINES
E) LAB REPORTS
Topics =
purpose of the work
equipment
problems
results
implications
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III. SPECIFIC GUIDELINES
E) LAB REPORTS
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III. SPECIFIC GUIDELINES
E) LAB REPORTS
ABC Format
Abstract
purpose of writing
summary of results
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III. SPECIFIC GUIDELINES
E) LAB REPORTS
ABC Format
Body
purpose or hypothesis of lab work
equipment needed
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III. SPECIFIC GUIDELINES
E) LAB REPORTS
ABC Format
Body
procedures or methods used in lab test
THUS writers rely heavily upon the Process-Analysis
pattern of organization
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III. SPECIFIC GUIDELINES
E) 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
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III. SPECIFIC GUIDELINES
E) LAB REPORTS
ABC Format
Conclusion
statement or restatement of main results
implications of lab test for further work
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