1. Chapter 9
Informal Reports

2. Understanding Report Basics
Functions
Informational
Analytical
Patterns
Direct
Indirect
Formats
Letter
Memo/
Manuscript
Preprinted forms
Digital
Report Delivery
In person
Mail
Fax
Online
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 2

3. Report Functions Informational Analytical Present data without
analysis or
recommendations
Analytical
Present data or
findings, analyses,
conclusions, and
recommendations
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 3

4. Report Patterns The Direct Strategy Direct Strategy If readers are
are informed
If readers
are supportive
If readers are
eager to have
results first
Direct Strategy
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 4

5. Direct Strategy Informational Report Analytical Report
Introduction/Background
__________________________________
Facts/Findings _________________ __________________________________
__________________________________ __________________________________ __________________________________ __________________________________ __________________________________
Summary ______________________ __________________________________ __________________________________ __________________________________ __________________________________ __________________________________ __________________________________
Analytical Report
Introduction/Problem
__________________________________
CONCLUSIONS/
RECOMMENDATIONS
__________________________________ __________________________________ __________________________________
Facts/Findings
Discussion/Analysis____________
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 5

6. Report Patterns The Indirect Strategy Indirect Strategy If readers
need to be
educated
If readers need
to be persuaded
If readers may
be disappointed
or hostile
Indirect Strategy
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 6

7. Indirect Strategy Analytical Report Introduction/Problem
__________________________________
Facts/Findings_________________
Discussion/Analysis
CONCLUSIONS/
RECOMMENDATIONS____________
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 7

8. Report Formats Letter For informal reports sent to outsiders
Memo/
For informal reports sent within organizations
Manuscript
For longer, more formal reports.
Preprinted forms
For routine activities, such as expense reports.
Digital
Useful for collaboration and for posting online
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 8

9. Developing Informal Reports
Determine problem and purpose.
Gather data.
Organize data.
Write first draft.
Edit and revise.
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 9

10. Gathering Data for Reports
Company records
Printed materials (books, newspapers, and periodicals)
Electronic resources (Web, electronic databases, online resources)
Personal observation and experience
Surveys, questionnaires, and inventories
Interviews
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 10

11. Typical Informal Reports
Information reports
Progress reports
Justification/recommendation reports
Feasibility reports
Minutes of meetings
Summaries
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 11

12. Information Reports What do they do? Collect and organize information
Provide findings without analysis or persuasion
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 12

13. Writing Plan: Information Reports
Introduction
Findings
Conclusion
Explain why you are writing; define purpose.
Describe credibility of data methods and sources.
Provide background information.
Preview what is to follow.
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 13

14. Writing Plan: Information Reports
Introduction
Findings
Conclusion
Organize facts/findings in a logical sequence:
Group similar topics together.
Use appropriate headings.
Chronological
Alphabetical
Geographical
Topical
Journalism style
By importance/complexity
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 14

15. Writing Plan: Information Reports
Introduction
Findings
Conclusion
Summarize findings.
Synthesize reactions.
Suggest action to be taken.
Express appreciation, if applicable.
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 15

16. Progress Reports What do they do?
Explain the progress of continuing projects
May be internal or external
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 16

17. Writing Plan: Progress Reports
Introduction
Findings
Conclusion
Specify the purpose and nature of the project.
Provide background information.
Preview what is to follow.
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 17

18. Writing Plan: Progress Reports
Introduction
Findings
Conclusion
Describe work completed.
Explain work currently in progress (personnel, activities, methods, locations).
Describe current problems.
Anticipate problems and possible remedies.
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 18

19. Writing Plan: Progress Reports
Introduction
Findings
Conclusion
Discuss future activities.
Provide expected completion date.
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 19

20. Justification/Recommendation Reports
What do they do?
Justify or recommend something (buying equipment, changing a procedure, hiring an employee, etc.)
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 20

21. Determining Organizational Pattern
When reader will
likely agree with
recommendations
When reader may
oppose
Problem
Recommendations
Facts
Discussion
Direct Strategy
Indirect Strategy
Problem
Facts
Discussion
Recommendations
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 21

22. Writing Plan: Justification/ Recommendation Reports
Introduction
Findings
Conclusion
Identify problem or need briefly.
Announce recommendation, solution, or action.
Direct Strategy
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 22

23. Writing Plan: Justification/ Recommendation Reports
Introduction
Findings
Conclusion
Explain benefits of recommendation or steps necessary to solve problem.
Discuss pros, cons, costs.
Direct Strategy
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 23

24. Writing Plan: Justification/ Recommendation Reports
Introduction
Findings
Conclusion
Direct Strategy
End with summary specifying recommendation.
Outline necessary action.
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 24

25. Writing Plan: Justification/ Recommendation Reports
Introduction
Findings
Conclusion
Indirect Strategy
Describe problem or need.
Use specific examples and supporting statistics.
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 25

26. Writing Plan: Justification/ Recommendation Reports
Introduction
Findings
Conclusion
Indirect Strategy
Discuss alternative solutions.
Present your recommendation and its advantages.
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 26

27. Writing Plan: Justification/ Recommendation Reports
Introduction
Findings
Conclusion
Indirect Strategy
Summarize your recommendation.
Ask for authorization to proceed.
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 27

28. Feasibility Reports What do they do?
Examine the practicality and advisability of a course of action
Ask: Will this plan or proposal work?
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 28

29. Writing Plan: Feasibility Reports
Introduction
Findings
Conclusion
Announce your decision immediately.
Describe the background and problem necessitating the proposal.
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 29

30. Writing Plan: Feasibility Reports
Introduction
Findings
Conclusion
Discuss the benefits of the proposal.
Describe any problems that may result.
Calculate the costs associated with the proposal, if appropriate.
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 30

31. Writing Plan: Feasibility Reports
Introduction
Findings
Conclusion
Show the time frame necessary for implementation of the proposal.
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 31

32. Minutes of Meetings What do they do?
Summarize the proceedings of meetings
Provide record of action items and exact wording of motions
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 32

33. Writing Plan: Minutes of Meetings
Introduction
Findings
Conclusion
Provide name of group and date, time, and place of meeting.
Identify names of attendees and absentees.
State whether previous minutes were approved or revised.
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 33

34. Writing Plan: Minutes of Meetings
Introduction
Findings
Conclusion
Record old business, new business, announcements, and reports.
Include precise wording of motions.
Record votes and actions taken.
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 34

35. Writing Plan: Minutes of Meetings
Introduction
Findings
Conclusion
Conclude with name and signature of person recording the minutes.
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 35

36. Summaries What do they do?
Compress the main points from books, articles, Web sites, meetings, and conventions
Save time because they can reduce reports or articles by 85 to 90 percent
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 36

37. Preparing Summaries
Present the goal or purpose of the document being summarized.
Highlight the research methods (if appropriate), findings, conclusions, and recommendations.
Omit illustrations, examples, and references.
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 37

38. Preparing Summaries Include headings and bulleted or numbered lists.
Paraphrase; do not copy from the document.
Include your reactions or an overall evaluation of the document if asked to do so.
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 38

39. Developing an Appropriate Writing Style
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 39

40. Informal Report Writing Style
Uses
Short, routine reports aimed at familiar audiences
Noncontroversial reports
Most reports to company insiders
Effect
Feeling of warmth, personal involvement, closeness
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 40

41. Informal Report Writing Style
Characteristics
Use of first-person pronouns (I, we, us)
Use of contractions (can’t, don’t, I’ll)
Emphasis on active-voice verbs (I conducted the study)
Shorter sentences, familiar words
Occasional use of humor, metaphors
Acceptance of author’s opinions, ideas
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 41

42. Formal Report Writing Style
Uses
Theses
Research studies
Controversial and complex reports, especially to outsiders
Effect
Impression of objectivity, accuracy, professionalism, fairness
Distance created between writer and reader
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 42

43. Formal Report Writing Style
Characteristics
Absence of first-person pronouns; use of third person (the researcher, the writer)
Absence of contractions (cannot, do not)
Use of passive-voice verbs (the study was conducted)
Complex sentences, long words
Absence of humor, colorful adjectives, adverbs
Elimination of author’s “editorializing”
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 43

44. Being Objective in Writing Reports
Present both sides of an issue.
Separate fact from opinion.
Be sensitive and moderate in language.
Cite sources carefully.
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 44

45. Report Headings Benefits Serve as an outline of the report
Highlight major ideas and categories
Act as guides for locating information
Provide resting points for the mind and the eye
Organize data into meaningful blocks
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 45

46. Report Headings Functional headings
describe functions or general topics Background, Findings, Benefits, Costs
Talking headings
describe content and provide more information Benefits of Offering a Wellness Program
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 46

47. Effective Report Headings
Use appropriate heading levels.
Strive for parallel construction within levels.
Use first- and second-level headings for short reports.
Capitalize and underline carefully.
Keep headings short but clear.
Include at least one heading per report page.
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 47

48. “Writing is not only alive and well in the business world, but writing whose style reflects flair, eloquence and a confident sense of self can springboard employees forward in their careers.”
--Christine Mowat, professor, University of Calgary
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition
Chapter 9, Slide 48

49. END