INFORMAL REPORTS

2 SPECIFIC GUIDELINES

3 III. SPECIFIC GUIDELINES TYPES of INFORMAL REPORTS A. Problem Analyses B. Recommendation Reports C. Equipment Evaluations D. Progress and Periodic Reports E. Lab Reports

4 PROBLEM ANALYSES

5 III. SPECIFIC GUIDELINES A) PROBLEM ANALYSES  detailed description of problems in personnel equipment products services …  internal or external

6 III. SPECIFIC GUIDELINES A) PROBLEM ANALYSES  information/data = objective presented so the reader can make decisions  opinions = clearly separated from fact (duly noted) well-supported by facts

7 III. SPECIFIC GUIDELINES A) PROBLEM ANALYSES  ABC Format Abstract  purpose of writing  summary of problems covered

8 III. SPECIFIC GUIDELINES A) PROBLEM ANALYSES  ABC Format Body  background on source problems  well-organized description of the problems observed  data that support your observations  consequences of the problems

9 III. SPECIFIC GUIDELINES A) PROBLEM ANALYSES  ABC Format Conclusion  brief statement of main problems  degree of urgency required to handle problems  next step suggestions

10 RECOMMENDATION REPORTS

11 III. SPECIFIC GUIDELINES B) RECOMMENDATION REPORTS  specific suggestions regarding personnel equipment procedures products services …

12 III. SPECIFIC GUIDELINES B) RECOMMENDATION REPORTS  main purpose = to persuade  data = objective  audience = internal or external

13 III. SPECIFIC GUIDELINES B) RECOMMENDATION REPORTS  ABC Format Abstract  purpose of writing  brief reference to the problem to which the recommendations respond  summary of recommendations covered

14 III. SPECIFIC GUIDELINES B) RECOMMENDATION REPORTS  ABC Format Body  description of the problems  description of the recommendations  data that support your recommendations  main benefits of the recommendations  any possible drawbacks or consequences

15 III. SPECIFIC GUIDELINES B) RECOMMENDATION REPORTS  ABC Format Conclusion  brief restatement of main recommendations  the main benefit of the recommended change  your offer to help with the next step

16 EQUIPMENT EVALUATIONS

17 III. SPECIFIC GUIDELINES C) EQUIPMENT EVALUATIONS  information/data = objective concerning how equipment has or has not functioned  well-documented review of the exact manner in which the equipment has performed

18 III. SPECIFIC GUIDELINES C) EQUIPMENT EVALUATIONS  Topics = machinery tools vehicles office supplies computer hardware computer software

19 III. SPECIFIC GUIDELINES C) EQUIPMENT EVALUATIONS  Focus = problems suggestions to solutions

20 III. SPECIFIC GUIDELINES C) EQUIPMENT EVALUATIONS  ABC Format Abstract  purpose of writing  summary of what the report says about the equipment

21 III. SPECIFIC GUIDELINES C) EQUIPMENT EVALUATIONS  ABC Format Body  thorough description of the equipment  well-organized critique either analyzing the parts of one piece of equipment or contrasting several pieces of similar equipment  according to selected criteria  additional supporting data  reference to any attachments

22 III. SPECIFIC GUIDELINES C) EQUIPMENT EVALUATIONS  ABC Format Conclusion  brief restatement of major findings conclusions recommendations

23 PROGRESS or PERIODIC REPORTS

24 III. SPECIFIC GUIDELINES D) PROGRESS REPORTS  details concerning the “progress” of work on a specific project  prearranged number of reports intervals of reports

25 III. SPECIFIC GUIDELINES D) PROGRESS REPORTS  internal or external  data = mostly objective can be persuasive, too  to present the best case for the work completed  to sell this project (and future ones) to decision-makers

26 III. SPECIFIC GUIDELINES D) PERIODIC REPORTS  summarize your work on diverse tasks over a specific time period  internal  data = mostly objective

27 III. SPECIFIC GUIDELINES D) PROGRESS or PERIODIC REPORTS  ABC Format Abstract  purpose of writing  summary of main project(s)  main progress to date or since last report

28 III. SPECIFIC GUIDELINES D) PROGRESS or PERIODIC REPORTS  ABC Format Body  description of work completed since last report organized by task, time, or both several smaller tasks completed –  organize Body sections by time few larger tasks completed –  organize Body sections by task

29 III. SPECIFIC GUIDELINES D) PROGRESS or PERIODIC REPORTS  ABC Format Body  clear reference to any dead ends that may have taken considerable time but yielded no results  explanation of delays or incomplete work  description of work remaining on project(s) organized by task, time, or both  reference to any attachments

30 III. SPECIFIC GUIDELINES D) PROGRESS or PERIODIC REPORTS  ABC Format Conclusion  brief restatement of work since last reporting period  expression of confidence, or concern, about the overall work on the project(s)  indication of your willingness to make any adjustments the reader may want to suggest

31 LAB REPORTS

32 III. SPECIFIC GUIDELINES E) LAB REPORTS  School in such courses as science, engineering, psychology  Technical Communication in such organizations as hospitals, engineering firms, computer companies

33 III. SPECIFIC GUIDELINES E) LAB REPORTS  VARY in format from company to company from Tech. Comm. instructor to TC instructor perhaps more than any other type of Informal Report * Check Your Organization’s Preferred Format! *

34 III. SPECIFIC GUIDELINES E) LAB REPORTS  description of work done in the laboratory  internal or external  simple or complicated

35 III. SPECIFIC GUIDELINES E) LAB REPORTS  Topics = purpose of the work equipment problems results implications

36 III. SPECIFIC GUIDELINES E) LAB REPORTS  a Lab Report can be submitted as – its own free-standing report part of a larger report  that uses Lab Work as supporting detail

37 III. SPECIFIC GUIDELINES E) LAB REPORTS  ABC Format Abstract  purpose of writing  summary of results

38 III. SPECIFIC GUIDELINES E) LAB REPORTS  ABC Format Body  purpose or hypothesis of lab work  equipment needed

39 III. SPECIFIC GUIDELINES E ) LAB REPORTS  ABC Format Body  procedures or methods used in lab test  THUS writers rely heavily upon the Process-Analysis pattern of organization

40 III. SPECIFIC GUIDELINES E) LAB REPORTS  ABC Format Body  unusual problems or occurrences  results of the test with reference to your expectations results may appear in the Conclusion, instead

41 III. SPECIFIC GUIDELINES E) LAB REPORTS  ABC Format Conclusion  statement or restatement of main results  implications of lab test for further work