informal reports, guidelines for writing informal reports

INFORMAL REPORTS

By M.E. GuffeyBusiness Communication

Chap 10

SEVEN KINDS OF INFORMAL REPORTS

1. Information reports

Collect and report and organize information

Records routine activities Do not analyze information

2. Recommendation Reports

They present information They offer analysis in addition to data Evaluates options and offer

recommendations solicited

3.Justification reports

Attempts to solve problems Unsolicited Observes a problem, analyzes

alternatives, and describes a potential solution

4. Progress Report

Monitors the headway of unusual or nonroutine activities.

A. Is the project on schedule? B. Are corrective measures needed? C. What Activities are next?

5. Minutes of Meetings

A record of proceedings of a meeting For clubs or committees

6. Summaries

Condense the primary ideas, conclusions, and recommendations of a longer report or publication.

7. To-file reports

Prepared to document an idea or action Provides a written record of

conversations, directives, and decisions

REPORT FORMATS

1. Letter format 2. memo format 3. Report format 4. Prepared forms

Guidelines for Writing Informal Reports

1. Defining the Project

ask yourself, “Am I writing this report to INFORM, to ANALYZE, to SOLVE A PROBLEM, or to PERSUADE?

Include a statement of purpose Analyze who will read the report.

2. Gathering Data

Company records Observations Surveys, Questionnaires, and Inventories Interviews Electronic and other Research

3. Determining Organization

Reports may be organized INDUCTIVELY or DEDUCTIVELY

A. Inductive approach

That means placement of the main ideas is delayed.

It mirrors our method of thinking: problem, facts, analysis, and recommendation.

It is useful when persuasion is necessary Commonly used in business reports

B. Deductive approach

It is more direct. Recommendations and conclusions are

presented first so that the readers have a frame of reference for the following discussion and analysis

4. USING EFFECTIVE HEADINGS

Serves as outline of the text Highlights major ideas and categories Act as guides for locating facts Provides resting points for the mind and

eyes, breaking up large chunks of text into manageable and inviting segments.

You may use either functional or talking heads.

a. Functional heads

Uses Introduction, Discussion of Findings , and Summary

Helps the writer outline a report

b. Talking heads

Such as Students Perplexed by Shortage of Parking or Short-term Parking

provide more information to the reader You can make headings both functional

and descriptive.

General tips on displaying headings effectively:

Use appropriate heading levels. Strive for parallel construction. For short reports use first- and second-

level headings Capitalize and underline carefully Keep headings short but clear. Don’t enclose headings in quotation

marks. Don’t use headings as antecedents for

pronouns.

5. Being Objective

Reports are convincing only when the facts are believable and the writer is credible.

Ways of building Credibility

Present both sides of an issue Separate fact from opinion Be sensitive and moderate in your choice

of language. Cite sources.

Tips for designing better documents

Analyze your audience Choose an appropriate type size Use a consistent type font. Generally, don’t justify right margins. Separate paragraphs and sentences

appropriately

Tips for designing better documents

Design readable headlines Strive for an attractive page layout. Use graphics and clip art with restraint. Avoid amateurish results. Develop expertise.

The end

Prepared by:

Professor Rodelito L. Sazon University of Mindanao Matina Gravahan, Davao City , Philippines