INFORMAL REPORTS

2 DEFINITION and EXAMPLES

3 I. DEFINITION Informal 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”

4 I. DEFINITION MEMO 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

5 I. DEFINITION Informal Reports vs. Letters, Memos, s  Informal Reports = more length (longer) more substance more organizational skills

6 I. DEFINITION  Purpose: To inform  to clarify, explain To persuade  to convince, sell To inform AND persuade

7 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, …

8 GENERAL GUIDELINES

9 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

10 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

11 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…)

12 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…)

13 II. GENERAL GUIDELINES (3) Make Text VISUALLY APPEALING  frequent use of Headings & Subheadings  Bullets for short lists  Numbers for long lists

14 II. GENERAL GUIDELINES (4) Use the ABC Format for Organization  ABSTRACT encapsulated info for “decision-makers” purpose + highlights

15 II. GENERAL GUIDELINES (4) Use the ABC Format for Organization  BODY details, details, details supporting evidence for “technical readers”

16 II. GENERAL GUIDELINES (4) Use the ABC Format for Organization  CONCLUSION description or list of  findings  conclusions  recommendations for “decision-makers”

17 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

18 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

19 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)

20 II. GENERAL GUIDELINES (6) Put Important Details in the BODY  Lead-In Passage precedes subheadings (before the 1 st 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 1 st 1. Topic Sentence with the main idea 2. Supporting Details – evidence, proof, stats * (Rule of Firsts & Lasts: beginnings & endings)

21 II. GENERAL GUIDELINES (7) Separate FACT from Opinion  Findings facts you uncover observations primary evidence opinion = NOT part of Findings

22 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

23 II. GENERAL GUIDELINES (8) Focus Attention on Your CONCLUSION  Conclusions “Conclusion” or “Conclusions” or “Closing” “Recommendations” or “Conclusions and Recommendations”

24 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

25 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

26 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

27 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