INFORMAL REPORTS Chapter 9

“You can have brilliant ideas, but if you can’t get them across, your ideas won’t get you anywhere.” Lee Lacocca Pg. 238

OBJECTIVES Describe business report basics, including functions, organizational patterns, formats, and delivery methods. Follow guide lines for developing informal reports, including determining the problem and purpose, gathering data, using an appropriate writing style, composing effective headings, and being objective. Describe six kinds of informal reports. Write information and progress reports. Write justification/recommendation reports. Write feasibility reports. Write minutes of meetings and summaries. Pg. 238

UNDERSTANDING REPORT BASICS Business reports are difficult to define. Business reports may range in size or content. They can be represented by presenting them orally or by sending them through a email. Business reports can be created as memos, letters, numerical data, information, or make recommendations. They all have one thing in common and that is too answer questions and solve problems. Pg. 239

FUNCTIONS OF REPORTS There are two categories of reports, Informative Reports and Analytical Reports. Informative Reports present data without analysis or recommendations. Analytical Reports provide data, analyses, conclusions, and if requested recommendations. Pg. 239

ORGANIZATIONAL PATTERNS Reports may be organized directly or indirectly. Direct Pattern has the purpose of the writing close to the beginning. Direct Pattern begins with an introduction, then facts, then a summary, and a complimentary close. Indirect Pattern has the conclusions and recommendations, if requested, appear at the end of the report. Indirect Pattern begins with an introduction, then followed by facts, and ends with a conclusion or recommendation. Most people prefer the Indirect Pattern because it follows the normal thought process. Pgs. 239-240

FORMATS Letter Format is used for short (usually eight or fewer pages) informal reports addressed outside an organization. Memo Format is used for short reports that stay within organizations. Manuscript Format are for longer, more formal reports. Pgs. 240-242

REPORT DELIVERY Reports can be delivered: In person By Mail By Fax By E-Mail Online Pgs. 242-243

GUIDELINES FOR DEVELOPING INFORMAL REPORTS The first step in writing a report is understanding the problem or assignment clearly. This includes coming up with a statement of purpose. You then have to gather the data. Some examples are; Company Records Observation Surveys, Questionnaires, and Inventories Interviews Printed Material Electronic Resources Pgs. 243-248

GUIDELINES FOR DEVELOPING INFORMAL REPORTS (cont.) After you have gathered your information you have to develop an appropriate writing style. Once all that is done, you must come up with a effective heading. This is important because it is what is going to be very meaning. When writing a report you must be objective. You should do this by presenting both sides of an issue, separate fact from opinion, be sensitive, and cite sources. Pgs. 243-248

SIX KINDS OF INFORMAL REPORTS Information Reports they collect and organize information or investigative. Progress Reports monitor the headway of unusual or nonroutine activities. Justification/Recommendation Reports are similar to information reports except they offer analysis in addition to data. Pgs. 248-249

SIX KINDS OF INFORMAL REPORTS (cont.) Feasibility Reports are used when a company must decide to proceed with a plan of action. Minutes of meetings are a record of the proceedings of a meeting. Summaries condense the primary ideas, conclusions, and recommendations of a longer report or publication. Pgs. 248-249

OVERVIEW In conclusion there are six types of informal reports. Also this chapter discussed four formats for reports. All of the examples presented are examples of informal reports.

QUESTIONS?

REFERENCE Guffey, M. E. (2007). Essentials of Business Communication. Ohio: South-Western.