1. Differences and similarities with informal and formal reports
Semi-formal Reports
CM1401
Differences and similarities with
informal and formal reports

2. Informal Report
May not be requested or expected Discussion of the topic is brief
One to 3 pages
When the topic suits a direct, informal presentation to the reader
Correspondence format
Letter
Memo

3. Correspondence style reports
Letter style
Prepared by one organization for another
Good security/privacy
Memorandum style
Communication between people within an organization
style
Internal or external communication
Only for brief reports
When security/privacy is not important

4. Formal Reports Six pages or more Informational, Analytical, Persuasive
In response to a request for a detailed report or when one is expected
When the topic is important to policy and/or business processes and/or has legal implications

5. Semi-formal Report Four to 10 pages
More detail than correspondence style
Informational, Analytical, Persuasive
Often prepared on request or is expected as part of business, but may be volunteered
When the topic is important to policy and/or business processes and/or has legal implications

6. Parts of… Formal Report Semi-formal Report Transmittal letter included
Report does not use letterhead or memo template
Title page
Executive Summary
Table of contents
List of illustrations
Introduction / Opening
Background
General discussion/analysis
One or more sections
Conclusion
May include recommendations
List of references (if sources cited)
Appendix is optional
Transmittal letter is optional
Report does not use letterhead or memo template
Title page is optional
No Summary
Table of contents is optional
List of illustrations not included
Introduction / Opening
Background is optional
Details / Analysis of data
One or more sections
Outcomes
May include recommendations, but not always
List of references is optional
Appendix is optional

7. Formatting Formal Report Semi-formal Report
Three or more levels; main headings always begin new page
Top/bottom margins of 1st page of sections are different from other pages
Paragraphs not indented
Double line space between paragraphs
Bullet/numbered lists
Headers usually included
Not more than two levels; main headings do not begin new page
Top/bottom margins are same on all pages of each section
Paragraphs not indented
Double line space between paragraphs
Bullet/numbered lists
Headers seldom included

8. Report Structure Guidelines
Action opening
Refer to reader’s needs that relate to the topic
Summarize the report’s main message
Respond to reader’s previous communication (letter, memo, , phone call) on the topic

9. Report Structure Guidelines
Background
Review circumstances leading up to the topic of the report
Define important terms
Explain technical background
Review a related problem or an already proposed solution

10. Report Structure Guidelines
Details
Who
What
When
Where
Why
How much?
Analysis of Data

11. Report Structure Guidelines
Action closing
Summation of the topic and identification of main issues
Recommendations/suggestions
What should the reader or the reader’s organization do next
What will the report writer do next
List of possible actions, without indicating who should do them

12. Writing a short report efficiently
Analyze the report’s purpose and audience
List the report’s content; evaluate and revise the content
Develop a rough outline with headings
Compose the first draft
Revise the content of the draft
Edit the writing for clarity, conciseness and coherence
Proofread the report for errors and correct them

13. Another way to think about reports …
So far we have looked at reports in terms of:
Organization – Pyramid / Inverted Pyramid
Intended Reader – Non-technical / Semi-technical / and Highly-Technical
Document Form – Informal / Semi-formal
We should also know types reports based on function …

14. 1. 2. 3. Six Types of Report by Function
Information Report: (informal & semi-formal) Presents information, but does not analyze it (eg. sales reports). Often based on routine activities 2.
Recommendation Report: (informal & semi-formal) Presents information AND analysis (eg. evaluating options, making recommendations etc). Usually solicited (requested) 3.
Justification Report: (informal & semi-formal) Similar to recommendation report (ie: suggests solutions), but NOT solicited

15. Six Types of Report by Function4.
Progress Report: (Semi-formal) Used to monitor progress. Often used to track projects (Eg: Is it on schedule? What happens next? Any problems to be solved?) 5.
Summary: (Semi-formal) Condenses primary ideas, conclusions etc. of longer reports or publications. Enables quick comprehension. 6.
To-file Report: (Informal & Semi-formal) Developed ‘for the record’ – to keep a written account of conversations, directions, decisions etc. Important to record in case questions, problems, or liability issues arise.
Click here to view other report types and access a matching exercise:

16. Thanks for your attention!
That’s all for now!