1. 10
Informal Reports

2. Introduction Report Writing Informal Reports Informational Reports
Analytical Reports

3. Introduction to Report Writing
Why write reports?
Inform managers and co-workers
Assist with planning and decision-making
Keep a record of company activity

4. Introduction to Report Writing, cont’d
Accurate
Use facts, not opinions
Complete
Include details and evidence
Objective
Cover the issue from all sides

5. Report Content Why is the report being written? How will it be used?
What background do readers need?
What information is important?
How can you make the information easy to understand?

6. Report Clarity Write simple sentences Delete extra material
Guide the reader
Cite sources
Include visuals
Use consistent evaluation criteria

7. Report Skimmability Readable font Logical headings and sub-headings
White space

8. Informal Reports Routine, internal, short reports
May use a letter or memo format
May include personal pronouns and contractions
May contain visual aids

9. Formal Reports Long reports for external audiences:
Based on extensive research or study
May include graphs and diagrams
Use formal language
No personal pronouns or contractions
Traditional structure
Title page, transmittal letter, table of contents, summary

10. Short Reports Purpose Frequency of submission Informational Analytical
Recommendation
Frequency of submission
Periodic
One time (specific issue or project)

11. Short Report Formats
Memo
Prepared form
Letter
Formal

12. Direct Approach For routine, non-sensitive information
When readers will agree with conclusions

13. Direct Informational Reports
Purpose/introduction/background
Facts and findings
Summary

14. Direct Analytical Reports
Purpose/introduction/background
Conclusions or recommendations
Facts and findings
Discussion and analysis

15. Indirect Approach Use when you anticipate resistance
Explain first to persuade or educate the reader
Build up to conclusion or recommendations

16. Indirect Analytical Reports
Purpose/introduction/background
Facts and findings
Discussion and analysis
Conclusions or recommendations

17. Writing Style for Short Reports
Adjust writing for your audience and organization
Project objectivity and professionalism
Maintain accuracy
Use evidence and explanations to back up views and opinions

18. Headings
Short and clear
Parallel
Ranked

19. Types of Headings Functional headings Descriptive or “talking heads”
e.g., Introduction, Findings, Summary
Descriptive or “talking heads”
e.g., New Policy on

20. Formatting Headings
Avoid starting a new section at the bottom of a page
Only use subheadings if you have more than one subsection
Use bold or capitals
Avoid quotation marks
Don’t assume the reader has seen the heading

21. Steps in the Report Writing Process
Planning:
Scope?
Resources?
Responsibilities?

22. Steps in the Report Writing Process, cont’d
Researching/analyzing data and information:
Brainstorm
Find data that is current, valid, reliable, and accurate
Record and cite/reference sources of information

23. Steps in the Report Writing Process, cont’d
Composing and revising:
Create an outline
Complete multiple drafts/revisions
Take a break before proofreading
Show changes to contributors for approval

24. Elements of Informal Reports
Introductory statement
Describes why the report has been written
Previews key points
Outlines data collection methods

25. Elements of Informal Reports, cont’d
Findings:
Organizes the data by subheadings
Chronological/alphabetical
Comparisons
Component parts/evaluative criteria
Discussion/analysis:
Interprets findings

26. Elements of Informal Reports, cont’d
Summary/conclusions/recommendations:
Restates main points
Conclusions:
Objective analysis of findings
Recommendations:
Suggests actions to solve problem

27. Using Graphics and Visuals
Replace words
Make numerical information easy to understand
Clarify and simplify data

28. Using Graphics and Visuals, cont’d
Make sure there is a good reason to include the information
Place visuals where they make sense
Ensure visuals are
clearly titled and labelled
uncluttered and easy to understand
accurate and ethical

29. Simple Table

30. Complex Table

31. Matrix

32. Pie Chart

33. Vertical Bar Chart

34. Picture Graph

35. Line Graph

36. Gantt Chart

37. Flow Chart

38. Organizational Chart

39. Informational Reports
Periodic
Situational
Trip
Progress
Incident
Investigative
Compliance

40. Trip/Conference Reports
Internal report:
Share information gained on trip
Present highlights
Be selective
Organize by topic, not chronologically
Justify expenses

41. Activity/Progress Reports
Summarize accomplishments
What have we done?
Discuss problems and suggest solutions
What needs to be looked after?
Describe plans and current/future needs
What next?

42. Progress Report Structure
Summary
Work Completed
Work in Progress
Work to be Completed
Forecast

43. Incident/Accident Reports
Include names of witnesses
Write an objective description of what happened
Document any injury or damage
Assess the causes of the accident
Make recommendations to prevent it from happening again

44. Problem-Investigation Reports
Respond to information requests
Document how a problem has been resolved
Describe the issue clearly
May include possible solutions

45. Summary Reports Collect sources and summarize the relevant points
Include author and title to make it easy to find the original
Do not introduce your own ideas

46. Analytical Reports Types of analytical reports Recommendation
Justification
Feasibility
Comparison/yardstick

47. Starting an Analytical Report
What is the main issue or question you need to address? How serious is it? How urgent?
Develop a problem statement or question
What is the scope of the investigation?
Are there any limitations (time, budget, etc.)?

48. Recommendation Reports
Internal, persuasive documents
Direct or indirect approach
Use evidence to build a case for the recommended solution
Include possible alternatives
Explain why these options don’t work

49. Feasibility Reports Examine the risks associated with a new project
Use a direct approach
Announce whether the project is workable at the beginning
Present the rationale to back up the decision

50. Comparison/Yardstick Reports
Compare two or more options
Identify specific evaluative criteria
Rank the options if possible
Recommend the option that fits the criteria best