Click here to get an A+ paper at a Discount
•Overview This part of the course will introduce you to five major types of informal reports directed to in-house or external readers. Short reports constitute the majority of professional writing in many organizations.
CLICK HERE TO GET THIS PAPER WRITTEN
• Reading case studies will show you the use of informal reports in professional settings. • Studying rules that apply to all informal reports will help you learn the difference between good and poor informal reports and provide you with guidelines for producing informal reports. • Analyzing five informal report types will help you write effective informal reports. • When to Use Informal Reports Informal reports are different from routine letters/memos and from formal reports. You will need to know how to decide which is needed under a particular set of circumstances. Examining case studies will help you decide when informal reports are needed. In a very real sense, your professionalism is derived from your report writing skills. Here are some situations that will call for informal reports: • Some of the nurses at the doctors’ office where you work want the doctors to purchase new computers. Should they make this purchase? Prepare a report for the doctors. • Your company provides graphic design services to area businesses. Should you branch out into _____? • Your company is thinking of providing sexual harassment awareness training for all employees. You have been asked to evaluate the effectiveness of such training. • Your employer has asked you to explain the advantages and disadvantages of buying and leasing certain equipment. • Your company is about to renovate its offices. What decor will be most appropriate? Who should have input? Prepare a report describing the needs and wishes of appropriate staff members. • Your company has decided to replace its security system. You have been asked to find out what the options are and to recommend a system. Informal letter reports are the best format for projects with limited scope. Letter reports are also a good format when selling to customers who are worried about costs. Letter reports themselves are cost effective because they are brief and to-the-point. Letter reports can be transmitted by traditional mail, as e-mail attachments, or by fax. Graphics and visuals may be used. Informal memo reports circulate within the organization. They differ from routine memos in that they are more technical, more detailed, and longer than routine memos. Readers at upper levels within the organization will be involved. Memo reports can be transmitted by e-mail, fax, interoffice mail, or traditional mail. They may be completed wholly or in part on preprinted forms. Graphics and visuals are used when appropriate. Informal reports may be grouped according to limitations: • Level 1-The report writer provides information only. • Level 2-The report writer provides information and analysis of that information. • Level 3-The report writer provides information and analysis and recommendations. Usually, the report writer produces a report in accordance with directions provided by the person authorizing or assigning the report. it is important to obtain clarification from this person before proceeding with the report so that the writer will provide neither too much nor too little for the audience/reader. Examples: • Level 1/Information Only-work logs, expense reports, request for leave reports, periodic or progress reports, laboratory and test reports. • Level 2/Information & Analytical-incident reports, field reports, feasibility reports • Level 3/Information & Analytical & Recommendation-proposals, justification reports. • Informal Report Format Several principles guide the production of good informal reports. They will help you no matter which type you need to use: 1. Planning is essential before you write the report. Planning must clarify these areas: • the purpose of the report • the readers who will receive the report • the pre-existing knowledge and needed knowledge of readers • the identification of main points to be covered 2. Format must be determined. Informal letter report format is similar to business letter format. More noticeable in the letter report format are a subject line or report title, spacing differences (possibly one-and-one-half-spacing or double-spacing), headings and subheadings, and graphics. The same is true of informal memo format. both informal letters and memos tend to be longer than regular routine letters and memos. 3. Use visuals to enhance the text of an informal report. Reasons to enhance the text include getting attention, holding reader interest, and accenting important information. Bullets, numbered lists-and especially headings and subheadings-e nhance informal reports. 4. Organize information effectively using a clearcut approach to the beginning, middle, and end of the reports. One way is to open with an overview or summary; develop the body with details, support, and proof; close with findings, conclusions, and/or recommendations. 5. Provide an overview in the opening of the report. Label this section and provide essential information: purpose (reason for writing the report), scope (how subject has been narrowed), and summary (information most needed by reader). 6. Place supporting details in the body. Thorough explanation of your overview or opening summary will be placed in this section. Here you will prove your point and discuss your case. Logical organization is important. This can be enhanced by headings, subheadings, and paragraphs that begin with the main idea or topic sentence. 7. Make sure opinions and facts are distinctly separated. What you find from doing research should be clearly indicated. These findings are factual. What you conclude from the findings will be your beliefs-ideas you develop as a result of your research. Recommendations are opinions you present as a result of the conclusions you have reached. 8. Plan a concluding section -clearly labeled-that contains major findings, conclusions, and-if appropriate-recommendations. What comes at the end of a report is memorable. Some report closings will contain only a brief restatement of conclusions and recommendations, but others will include considerable detail. 9. Place other details in attachments . Attachments such as tables and figures and costs often provide technical detail. Separate attachments at the end of the report allow for easy duplication of this information and quick review without the reader’s having to plow through text to find it. 10. Edit and revise with care. Spelling and punctuation errors are the mark of carelessness and are unprofessional. Follow these principles to avoid these problems: • Keep sentences short and simple. • Check over the report more than once for spelling. • Check numbers and costs very carefully. • Be sure attachments are referenced in the report, attached, and correct. • Check headings and subheadings. • Get someone to look over your report.
- 1. Problem Analysis
This is an informal report that includes a detailed description of a problem. Its goal is to present factual, unbiased information in order for readers to take the next step. If included, opinions must be drawn from facts. A problem analysis can be a letter or memo. The organizational pattern should be that of overview, body, and conclusion. Solutions to problems need not be included in this type of report. Fact and opinion are often included in a problem analysis, but they must be carefully separated. All opinions must be supported with facts. Areas addressed include personnel, equipment, products, services, etc.
CLICK HERE TO GET THIS PAPER WRITTEN
PROBLEM ANALYSIS FORMAT
Opening (Abstract)
- purpose statement
- summary of problems
Body
- background
- description of problems
- supporting data
- consequences of problems
Conclusion
- restatement of main problems (if necessary)
- urgency
- next step
PROBLEM ANALYSIS SITUATIONS
- Your employer feels the company image needs improving. You have been asked to determine whether the image is indeed in need of improving and what steps can be taken to improve it.
- A woman was mugged in the parking lot of your company’s newest branch. What can the company do to reduce the likelihood of such an occurrence?
2. Recommendation Report
This type of informal report includes suggestions that affect personnel, equipment, procedures, products, services, etc. This is a persuasive report, but each specific recommendation must be supported by facts. The same format of overview, body, and conclusion should be used. The problem analysis and the recommendation report may overlap in that the recommendation report may include a problem analysis. At the least, you will want to cover the problem briefly before discussing solutions.
RECOMMENDATION REPORT FORMAT
Opening (Abstract)
- purpose of report
- short description of problem
- summary of recommendations
Body
- problem details (if needed)
- recommendations
- supporting data
- resulting benefits
- unforeseen problems
Conclusion
- restatement of main recommendations
- main benefits
- offer to provide further assistance
RECOMMENDATION REPORT SITUATIONS
- You have been promoted to a management position in a company that provides a service to the public or that manufactures a product. Recommend needed changes in facilities, personnel, and supplies.
- Your company has received a contract to renovate some apartment buildings. recommend the kind of washers and dryers that should be purchased for these units.
3. Equipment Evaluation
This type of informal report gives factual information about satisfactory and unsatisfactory operation of machines, tools, supplies, vehicles, hardware, software, etc.
EQUIPMENT EVALUATION FORMAT
Opening (Abstract)
- purpose of report
- summary about equipment
Body
- description of equipment being evaluated
- thorough evaluation of equipment
- supporting data
Conclusion
- restatement of conclusions or recommendations
EQUIPMENT EVALUATION SITUATIONS
- Your co-workers are complaining that their computers are out-of-date. Your employer has asked you to determine whether this is true and, if true, to recommend a course of action.
- Your company is considering providing employees with pagers. You have been asked to investigate options and make recommendations.
4. Progress/Periodic Report
This type of informal report provides factual information about work on a project-usually by predetermined intervals. It contains an account of work done during a specific time period.
PROGRESS/PERIODIC REPORT FORMAT
Opening (Abstract)
- purpose of report
- summary of project
- progress to date or since last report
Body
- description of work completed since last report
- identification of dead ends
- explanation of delays or incomplete work
- description of remaining work
- reference to attachments that may offer specifics
Conclusion
- restatement of work since last report
- expression of overall impression about project
- indication of willingness to make any needed adjustments
PROGRESS/PERIODIC REPORT SITUATIONS
- You are in charge of installing new computer equipment in your company. Report on your progress.
- You are in charge of the annual United Way campaign for your company. Report on your progress.
- CLICK HERE TO GET THIS PAPER WRITTEN
5. Lab Report
This type of informal report contains a description of work done in a laboratory and emphasizes purpose of the work, procedures, equipment, problems, results, etc.
LAB REPORT FORMAT
Opening (Abstract)
- purpose of report
- summary of results
Body
- needed equipment
- procedures or methods used
- problems
- results of tests
Conclusion
- restatement of main results
- implications for further testing
LAB REPORT SITUATIONS
- You are taking a lab course at a local college. Your employer is paying for you to take the course and has requested that you report information on this lab course so that the company can decide whether to continue paying tuition for the course. You will need to provide details about the labs and their goals, procedures, and results.
CLICK HERE TO GET THIS PAPER WRITTEN
