Chapter 21 Informal Reports The variety of short reports students will write on the job is far too broad to be covered in one course. Chapter 21 presents some of the most common types students will encounter: recommendation, justification, progress, periodic, peer review, trip, and feasibility reports, as well as meeting minutes. With the exception of meeting minutes, these informal reports most often take the form of a memorandum. A quick review of Chapter 14 would be beneficial. One problem in discussing short reports lies in their overlapping and often casual nomenclature. For instance, on the job, the designations “progress report,” “periodic report,” “activity report,” or “project report” might be used interchangeably. Students need to know that the concise, highly informative (and often persuasive) writing required in each type of reporting situation is far more important than the “name” of the report. In a basic course, you might spend a good deal of time on this chapter. Most of the reports here are relatively short and manageable units of discourse, but cover a range of rhetorical situations. Small-group workshops help emphasize the need for precision and for an impartial point of view in reporting. As always, try to do a follow-up, using the document camera to show superior examples. A brief review of summarizing techniques will help students achieve the conciseness needed for short reports (see Chapter 9).

Learning Objectives Understand the role and purposes of informal reports Differentiate between informal and formal reports Differentiate between informational and analytical reports Write informational reports Write analytical reports

Informal Reports The most common types of workplace reports are informal reports. Unlike long formal reports, most informal reports require no extended planning, are prepared quickly, contain little or no background information, and have no front or end matter. Informal reports most often take the form of memorandums, but are sometimes sent as email attachments or distributed in hard copy.

Information versus Analytical Reports In the professional world, decision makers rely on two types of informal reports: Informational reports answer basic questions and include progress reports, periodic activity reports, trip reports, and meeting minutes. Analytical reports include both information and analysis, and include feasibility reports, recommendation reports, justification reports, and peer review reports.

Progress Reports Progress reports monitor the progress of particular projects. They may be written either for internal personnel or outside clients and are usually written at regular intervals. Following these guidelines when writing progress reports: Choose an appropriate format. Provide a clear subject line. Present information efficiently. Use a timeline structure to answer the anticipated questions.

Periodic Activity Reports Periodic activity reports resemble progress reports in that they summarize activities over a specified period, but they focus on general accomplishments, not on a particular project. Follow these guidelines when writing periodic activity reports: Choose an appropriate format. Provide a clear subject line. Present information efficiently. Make sure your report answers the expected questions.

Trip Reports Trip reports focus on business-related travel during a given period. Follow these guidelines when writing trip reports: Take accurate notes. Begin with a clear subject line and purpose statement. Record the names of people and places. Account for times and locations. Use a format that is easy to navigate. Describe findings completely and objectively. Offer to follow up.

Meeting Minutes Meeting minutes are the records of company meetings and are distributed to all attendees and interested parties. Follow these guidelines when writing meeting minutes: Take good notes during the meeting. Complete the minutes immediately after the meeting. Include a clear title and the meeting date. List all attendees. Describe all agenda items. Record all decisions or conclusions.

Meeting Minutes (continued) Make the minutes easy to navigate. Make the minutes precise and clear. Keep personal commentary, humor, and “sidebar” comments out of meeting minutes. Proofread. Try to anticipate any unintended consequences.

Feasibility Reports Feasibility reports help decision makers assess whether an idea, plan, or course of action is realistic and practical. Follow these guidelines when writing feasibility reports: Make the subject line clear. Provide background if needed. Offer the recommendation early. Follow up with details, data, and criteria. Explain why your recommendation is the most feasible among all the choices. End with a call to action.

Recommendation Reports Recommendation reports shorten or even skip the feasibility analysis and gets right to the recommendation. Follow these guidelines when writing recommendation reports: Provide a clear subject line. Keep the background brief. Summarize the problem or situation prior to making recommendations. Use an authoritative tone. Use informative headings. End with a list of benefits for taking action.

Justification Reports Justification reports justify a writer’s position by answering the question “Why should we follow your recommendation?” Follow these guidelines when writing justification reports: State the problem and your recommended solution. Highlight the benefits of your plan before presenting the costs. If needed, explain how your plan can be implemented. Conclude by encouraging the reader to act.

Peer Review Reports Peer review reports provide a way for people (peers) to give each other constructive criticism and feedback. Follow these guidelines when writing peer review reports: Start with the positives. Organize by topic area. Always provide constructive criticism. Support your critique with examples and advice. Close positively.

Review Questions 1. How are informal reports different from formal reports? 2. What is the difference between an informational report and an analytical report? 3. What is the purpose of a progress report? 4. What is the purpose of a periodic activity report? 5. What is the purpose of a trip report? 6. What is the purpose of meeting minutes? Answers 1. Unlike long formal reports, most informal reports require no extended planning, are prepared quickly, contain little or no background information, and have no front or end matter. 2. Informational reports answer basic questions and include progress reports, periodic activity reports, trip reports, and meeting minutes. Analytical reports include both information and analysis, and include feasibility reports, recommendation reports, justification reports, and peer review reports. 3. Progress reports monitor the progress of particular projects. They may be written either for internal personnel or outside clients and are usually written at regular intervals. 4. Periodic activity reports resemble progress reports in that they summarize activities over a specified period, but they focus on general accomplishments, not on a particular project. 5. Trip reports focus on business-related travel during a given period. 6. Meeting minutes are the records of company meetings and are distributed to all attendees and interested parties.

Review Questions (continued) 7. What is the purpose of a feasibility report? 8. What is the purpose of a recommendation report? 9. What is the purpose of a justification report? 10. What is the purpose of a peer review report? Answers (continued) 7. Feasibility reports help decision makers assess whether an idea, plan, or course of action is realistic and practical. 8. Recommendation reports shorten or even skip the feasibility analysis and gets right to the recommendation. 9. Justification reports justify a writer’s position by answering the question “Why should we follow your recommendation?” 10. Peer review reports provide a way for people (peers) to give each other constructive criticism and feedback.