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Informal Reports

Informal Reports

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Informal Reports

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  1. C H A P T E R Informal Reports 11

  2. 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.

  3. 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.

  4. Seven Kinds of Informal Reports • Information Report • Recommendation Report • Justification Report • Progress Report • Minutes of Meeting • Summary • To-file Report

  5. Report Formats • Letter format • Memo format • Report format • Prepared forms

  6. Letter Format • For reports that travel outside an organization. • Uses inside address, salutation, and other letter elements. • Divides information into groups with headings.

  7. Memo Format • For reports that remain within an organization. • Uses TO, FROM, DATE, and SUBJECT headings. • Divides information into groups with headings.

  8. Report Format • For longer, more formal reports. • Uses title and subheadings. • Is not arranged in letter or memo format.

  9. Prepared Forms • For reporting routine activities, such as sales, figures, or merchandise inventories. • Uses standardized fill-in forms. • Produces uniform results.

  10. Guidelines for Writing Informal Reports Define the project. • Write a statement of purpose. • Consider primary and secondary readers.

  11. Guidelines for Writing Informal Reports Gather data from these sources: • Company records • Observation • Surveys, questionnaires, inventories • Interviews • Electronic and other research

  12. Guidelines for Writing Informal Reports Determine organization: • Inductive strategy • Problem, facts first. • Conclusions, recommendations last. • Deductive strategy • Recommendations first. • Facts, discussion last.

  13. Good Report Headings • Outline the text. • Highlight major ideas. • Identify facts. • Point way through text. • Provide visual resting points. • Are parallel in construction.

  14. Kinds of Report Headings Functional: Problem Background Summary Discussion Conclusions

  15. Kinds of Report Headings Talking or descriptive: Students Revolt Against New Tuition Fees Commission Proposes Three Remedies Job Fair Involves Community and Campus

  16. Parts of a RecommendationReport • Introduction Analysis of Facts • Background Options • Problem Alternatives • Method of collecting data Limitations • Findings Conclusions • Presentation of facts Recommendations

  17. Parts of a ProgressReport • Purpose and nature of project • Summary of work completed • Thorough description of work in progress • Forecast of future activities