INFORMAL

REPORTS
 DEFINITION
and

EXAMPLES

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 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
  Seafloor study
need for drafting tables
  marketing study
progress in hiring
minorities  marketing report
 report on training session  asbestos project
 environmental study
 equipment design
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project
 I. DEFINITION
Informal Reports vs. Letters, Memos, Emails

 Informal Reports =
 more length (longer)
 more substance
 more organizational skills

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 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

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 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
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 II. GENERAL GUIDELINES
(1) PLAN well before Writing

 Complete the Planning Form

 Purpose
 Reader Analysis:
 who they are, their roles, their needs
 Outline of main points

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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
 reader’s name Line”
 date  when sending to multiple
 page numbers readers
 “Report Title” =
 immediately after the inside
address
 spacing
 between lines
 1, 1.5, 2
 depending on reader’s
preference
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 II. GENERAL GUIDELINES
(2) Use LETTER or MEMO Format (but…)
Memo Report = Memo Memo Report vs. Memo
 date/to/from/subject lines  Memo Reports =
 longer
 on all pages (except p.1)
  more headings
reader’s name
 date  spacing
 page numbers  between lines
 1.5 or 2
 Subject Line with
 attention-grabber  see p.282
 glimpse at topic and
 concise & specific writing

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 II. GENERAL GUIDELINES
(3) Make Text VISUALLY APPEALING

 frequent use of Headings & Subheadings

 Bullets for short lists
 Numbers for long lists

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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

a. restate briefly if made in the Body

b. go into detail if led up to this section

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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
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 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
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 SPECIFIC
GUIDELINES

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 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

 detailed description of problems in

 personnel
 equipment
 products
 services …

 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

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 III. SPECIFIC GUIDELINES
B) RECOMMENDATION REPORTS

 specific suggestions regarding

 personnel
 equipment
 procedures
 products
 services …

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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

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 III. SPECIFIC GUIDELINES
C) EQUIPMENT EVALUATIONS

 information/data =
 objective
 concerning how equipment has or has not functioned

 well-documented review of the exact manner in

which the equipment has performed

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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
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 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

 data = mostly objective

 can be persuasive, too
 to present the best case for the work completed
 to sell this project (and future ones) to decision-makers

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 III. SPECIFIC GUIDELINES
D) PERIODIC REPORTS

 summarize your work

 on diverse tasks
 over a specific time period

 internal

 data = mostly objective

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 III. SPECIFIC GUIDELINES
D) PROGRESS or PERIODIC REPORTS

 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

 organized by task, time, or both

 several smaller tasks completed –

organize Body sections by time
 few larger tasks completed –

organize Body sections by task
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 III. SPECIFIC GUIDELINES
D) PROGRESS or PERIODIC REPORTS

 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
Seven Kinds of Informal
Reports
 Information Report
 Recommendation Report
 Justification Report
 Progress Report
 Minutes of Meeting
 Summary
 To-file Report
Report Formats
 Letter format
 Memo format
 Report format
 Prepared forms
Letter Format
 For reports that travel outside an
organization.
 Uses inside address, salutation, and
other letter elements.
 Divides information into groups with
headings.
Memo Format
 For reports that remain within an
organization.
 Uses TO, FROM, DATE, and SUBJECT
headings.
 Divides information into groups with
headings.
Report Format
 For longer, more formal reports.
 Uses title and subheadings.
 Is not arranged in letter or memo format.
Prepared Forms
 For reporting routine activities, such as
sales, figures, or merchandise inventories.
 Uses standardized fill-in forms.
 Produces uniform results.
Guidelines for Writing
Informal Reports
Define the project.
 Write a statement of purpose.
 Consider primary and secondary readers.
Guidelines for Writing
Informal Reports
Gather data from these sources:
 Company records
 Observation
 Surveys, questionnaires, inventories
 Interviews
 Electronic and other research
Guidelines for Writing
Informal Reports
Determine organization:
 Inductive strategy
 Problem, facts first.
 Conclusions, recommendations last.
 Deductive strategy
 Recommendations first.
 Facts, discussion last.
Good Report Headings
 Outline the text.
 Highlight major ideas.
 Identify facts.
 Point way through text.
 Provide visual resting points.
 Are parallel in construction.
Kinds of Report Headings
Functional:
Problem
Background
Summary
Discussion
Conclusions
 Parts of a Recommendation
Report
 Introduction Analysis of Facts
 Background Options
 Problem Alternatives
 Method of collecting data Limitations
 Findings Conclusions
 Presentation of facts Recommendations
Parts of a Progress
Report
 Purpose and nature of project
 Summary of work completed
 Thorough description of work in
progress
 Forecast of future activities