1. Creating Reports
Understanding various types of reports and writing persuasive
Analytical Reports

2. Differentiating Informal/Formal Reports
Audience Analysis - yields info on formality
How familiar is audience with topic?
Regular contact: informal (not chatty/personal)
not necessary to document extensively
No regular contact: formal (background/history)
documentation vital to persuasiveness
standard sections needed (front matter, etc.)
more info repeated throughout

3. Purpose & Characteristics
To report info – daily activities, meetings, trips, conferences, progress on projects
To analyze info – data for decision making or lab/field studies
To persuade readers to consider analysis and accept recommendations

4. Sequence of Info Overview – states purpose and/or problem
Background – when needed, presents info about methods of investigation, material & equipment use
Results – presents results of research (discussion later)
Discussion – explains or justifies conclusions or recommendations; not included in informal report
Recommendation – makes clear recommendations for resolving problem; stems logically from evidence (data)

5. Informal Reports
Task reports – recommendation or justification (defends a suggestion or solution such as equipment purchase or changes in procedures); inspection/examination – records observable details (often on a form)
Periodic Activity – daily, weekly, etc. (supervisors/managers describe work completed); can be basis for projections, changes in project design, etc.

6. Informal Reports – cont’d
Progress Report – summarize progress, status & projections related to a specific project; aka status or interim reports; includes description of project/purpose, work completed, in-progress & to-be-completed
Meeting Minutes – record of proceedings
Trip and Conference Reports – review & evaluate activities; establish priorities
To File Reports – document ideas or actions for future reference; conversations, discussions, directives concisely documented

7. Formal Reports - Sections
Front Matter – all that precedes body of Report
title page
letter of transmittal
table of contents
table of illustrations/figures
abstract/executive summary

8. Body of Formal Report Begin on Page 1: background to problem
literature search/ primary:secondary
approach, method & materials (experiments, surveys)
working definitions*
results: data/findings
discussion
conclusion
recommendations

9. Define the Problem What is most important problem to be solved? Why?
Don’t assume reader sees it your way.
phrase it as a neutral question
define it concretely and precisely (not abstractly)
define all terms critical to report
Specific cause(s) and effect(s), short & long-term
what is wrong? what caused it to go wrong?
when did it go wrong?

10. Suggest and evaluate possible solutions
What are potential solutions?
Do they involve cost, actions, revised theories?
What elements are common to all possible solutions?
How are possible solutions different?
Which can be eliminated right away (too costly, beyond the scope of the report)

11. Outline best course of action
Explain why/how course of action recommended solves problem and accounts for ALL stated causes better than other alternatives
Show how the course of action is practical
Anticipate relevant problems/objections readers may have
Specify individuals
or agencies that need to take action

12. Organization Chronological explain processes, setting up
a new procedure to solve problem
Spacial
describe objects or locations
Cause and Effect
arrange in descending or ascending
order depending on purpose
Comparison and/or Contrast
advocate a new approach based
on research

13. End Matter (follows body of report)
Appendixes -present info that would interrupt flow of report: consider purpose, audience, task; label & title each item
formulas for calculations
survey forms
interview questions
transcripts
related correspondence
references for further reading

14. End Matter - Cont’d Glossary -mini-dictionary
consistency in itals or asterisks
placement may vary (see purpose/audience)
consider how your readers will use/need definitions

15. End Matter - Cont’d List of Symbols, List of Abbreviations
define special symbols, signposts
use standard abbreviations but avoid overuse
try to avoid if possible

16. End Matter - Cont’d
Footnotes, Sources Cited, Works Cited or References, Annotated Bibliography
document sources internally and at end
select format appropriate for discipline/profession
include a Words Cited for all outside sources used (not just consulted) in the Report
Note: Cite any unoriginal info, stats, facts, and visuals internally and on reference page