C H A P T E R Informal Reports 11
Learning Objectives • Identify seven kinds of informal reports and four report formats. • Define a report project and gather data. • Organize report data using effective headings. • Present data objectively to gain credibility.
Learning Objectives • Write information and recommendation reports. • Write justification and progress reports. • Write formal and informal minutes of meetings. • Write summaries and to-file reports.
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
Kinds of Report Headings Talking or descriptive: Students Revolt Against New Tuition Fees Commission Proposes Three Remedies Job Fair Involves Community and Campus
Parts of a RecommendationReport • Introduction Analysis of Facts • Background Options • Problem Alternatives • Method of collecting data Limitations • Findings Conclusions • Presentation of facts Recommendations
Parts of a ProgressReport • Purpose and nature of project • Summary of work completed • Thorough description of work in progress • Forecast of future activities