Report Writing Skills

Chapter 9
Informal Reports
(A)

Essentials of Business Communication, Asian Edition Ch. 9–1

 Informal Reports

• Informal reports are usually short (one to ten pages). Their

goal is to convey the message in an understandable
context, from a credible person, in clear, easy-to-read text.

• They do not have “formal elements” like title pages, table of

contents and other elements

Essentials of Business Communication, Asian Edition Ch. 9–2

 Functions of Reports

• Most reports fit into two broad categories:

Informative Reports and Analytical Reports
• Informative Reports
• Reports that present data without analysis or
recommendations are primarily informative.
• Although writers collect and organize facts, they are not
expected to analyze the facts for readers.
• Many reports that present information without analysis
involve routine operations, compliance with regulations, and
company policies and procedures.
Essentials of Business Communication, Asian Edition Ch. 9–3
 Functions of Reports

• Analytical Reports
• Reports that provide data, analyses, and conclusions are
analytical. If requested, writers also supply
recommendations.
• Analytical reports may intend to persuade readers to act or
to change their beliefs.
• Assume you’re writing a feasibility report that compares
several potential locations for a restaurant. After analyzing
and discussing alternatives, you might recommend one site,
thus attempting to persuade readers to accept this choice.
Essentials of Business Communication, Asian Edition Ch. 9–4
 Report Formats

• Letter Format
Letterhead stationery. Useful for informal
reports sent to outsiders.
• Memo Format
Memo style. Useful for informal reports
circulated within organizations.

Essentials of Business Communication, Asian Edition Ch. 9–5

Essentials of Business Communication, Asian Edition Ch. 9–6
Essentials of Business Communication, Asian Edition Ch. 9–7
 Tips for Memo Reports

• • Use memo format for most short (eight or fewer pages)

informal reports within an organization.
• • Leave side margins of 1 to 11/4 inches.
• • Sign your initials on the FROM line.
• • Use an informal, conversational style.
• • Include talking (descriptive) or functional side leadings
to organize a report into logical divisions.
• • For a receptive audience, put recommendations first.
• • For an unreceptive audience, put recommendations last.

Essentials of Business Communication, Asian Edition Ch. 9–8

 Report Formats

• Report Format
Plain paper, manuscript form. Useful for
longer, more formal reports.
• Prepared Forms
Standardized forms. Useful for routine
activities, such as expense reports.

Essentials of Business Communication, Asian Edition Ch. 9–9

 General Guidelines for
Writing Reports

• Define project.
• Gather data.
• Organize data.
• Write first draft.
• Edit and revise.

Essentials of Business Communication, Asian Edition Ch. 9–10

Essentials of Business Communication, Asian Edition Ch. 9–11
Where to Gather Data for Reports

• Look in company records.

• Make personal observations.
• Use surveys, questionnaires, and
inventories.
• Conduct interviews.
• Search databases and other electronic
resources.

Essentials of Business Communication, Asian Edition Ch. 9–12

 Organizing Report Data

• Indirect Strategy • Direct Strategy

• Problem • Problem
• Facts • Recommendations
• Discussion • Facts
• Recommendations • Discussion

Essentials of Business Communication, Asian Edition Ch. 9–13

Essentials of Business Communication, Asian Edition Ch. 9–14
 Thank You

Essentials of Business Communication, Asian Edition Ch. 9–15