informal reports. 2 definition and examples 3 i. definition informal reports length: a document...
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I. DEFINITIONInformal 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” External = “Letter Report”
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I. DEFINITIONMEMO REPORT
internal examples at McDuff
need for testing equipment personnel problem need for drafting tables progress in hiring
minorities report on training session
LETTER REPORT external examples at McDuff
training recommendation
Seafloor study marketing study marketing report asbestos project environmental study equipment design
project
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I. DEFINITIONInformal 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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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
Letter Report = Letter produced on letterhead on all pages (except p.1)
reader’s name date page numbers
Letter Report vs. Letter Greeting =
replaced by “Attention Line” when sending to multiple
readers “Report Title” =
immediately after the inside address
spacing between lines 1, 1.5, 2 depending on reader’s
preference see p.280
(2) Use LETTER or MEMO Format (but…)
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II. GENERAL GUIDELINES
Memo Report = Memo date/to/from/subject lines on all pages (except p.1)
reader’s name date page numbers
Subject Line with attention-grabber glimpse at topic and concise & specific writing
Memo Report vs. Memo Memo Reports =
longer more headings
spacing between lines 1.5 or 2
see p.282
(2) Use LETTER or MEMO Format (but…)
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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 idea2. Supporting Details – evidence, proof, stats
* (Rule of Firsts & Lasts: beginnings & endings)
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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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