Chapter 21 Formal Reports

Formal Reports Are products of particular rhetorical situations Are composed to solve problems Meet audience expectations Are typically recommendation reports, feasibility reports, and evaluation reports

Recommendation Reports Answer the question: what option should be chosen? Try to help a company or organization make the best choice or choices to solve the particular problems at hand Involves comparing and contrasting the different choices, drawing conclusions, and making the actual recommendations

Recommendation Reports Are detailed, thorough, clear, and professional Understand the different facets of the problem Recognize the audience of stakeholders Recommend a choice or choices that best suit the needs of the company, organization, or stakeholders themselves

Feasibility Reports Study a situation or problem and provide a plan for addressing that situation or problem Help readers decide whether it is possible to implement the plan May provide readers with a recommendation that more research is necessary

Feasibility Reports Often require a great deal of research and collaboration Consider a diverse range of audiences Are well researched, systematic, comprehensive, and professional

Evaluation Reports Provide a researched opinion about the worth, value, or effectiveness of something Tend to consider the past to explore whether previous decisions were good ones or not Are sometimes referred to as “assessment reports” or “performance reports”

Problem-Solving & Rhetorical Concerns Are unique when writing formal reports Do not rely one single formula to follow when producing a formal report Must consider strategies when writing formal reports

Audience Drives the composition of formal reports Is crucial when composing formal reports Is often distinct and diverse Might have different levels of knowledge and different reasons for wanting or needing the document itself

Research Is necessary in order for the report to be thorough and detailed Provides accurate information and facts to support one’s recommendations or evaluations Might differ depending on the document’s needs

Visuals and Graphics Used in formal reports to help readers use the document Should not be used gratuitously or indiscriminately Cannot make up for poor writing and planning Is persuasive by letting one’s audience see information rather than just read it

Because formal reports can be lengthy, detailed, and complex, it is not uncommon for them to be composed collaboratively by teams or committees of individuals, each of which has a particular role or responsibility in producing the report

Drafting & Revising Are often done “inside-out,” meaning that they often begin in the middle with body sections of the document or with research and data Are often done many times until finalized

Distributing Is important to consider, since formal reports should look as professional as possible Typically happens as hardcopies, printed on quality paper, and illustrated with color, when applicable

Components of Formal Reports Includes front matter Includes body Includes back matter Will not require all sections and pieces of information in every report Depends on its own rhetorical situation

Front Matter The cover includes a specific title, a byline, and a date Covers might also include visuals and graphics The table of contents The list of tables, figures, and symbols

Body The introduction: should be clear and concise and alert your audience to what they are reading The description of the problem the report will specifically address The technical background addresses technical concerns the audience may need The criteria states how the final decisions, assessments, or recommendations will be reached

Body The discussion of options will summarize the different options considered for solving the problem The comparisons look at the options side by side to show your line of thinking, your rationale for the decisions The conclusions provide a summary of conclusions The final recommendations or opinions clearly state the recommendation, plan, or judgment being given The executive summaries condense the report for those who do not need to read the whole thing

Back Matter The references refers to works cited pages or notes The appendices contain support material for the body sections of a report or other document The back cover may present readers with information about the report, its authors, the organization or company, or additional information about the subject

Ethical Issues Concern accuracy and disclosure Concern honesty, even when feeling pressure from an authority to provide desired or expected answers