Informal Reports

Hartaj.Sanghara@ubc.ca
 Objectives

— Enhance style and readability of technical documents

— Discuss the types of informal reports

— Learn guidelines and formats for informal reports

— Workshop
— Activity – Sample reports

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 Readability
For business/technical writing, the audience includes…

§ Readers – “who engage with the text almost fully”

§ Skimmers – “who scan or skim the text for visually

distinct and essential information”

§ Business/technical writing needs to serve both

audiences – be readable, accessible, and respectful of
an audience’s time.
(Adapted/Source: T. Flood, Design Tools, 2008)

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 Enhance Readability
Style and Content

q Use professional style – aim for “6Cs”

q Define technical terms – use plain language

q Write clearly and concisely – edit and delete extra words

q Develop ideas/paragraphs logically – use methods of development

q Emphasize and list key points – use short phrases and sentences

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 Enhance Readability
Design and Format

q Design and format a message/document

q Create functional (generic) and informative (specific) headings

q Use space to separate text and sections in a document

q Use visuals/graphics to highlight key points and data

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 Informal Reports
— Let’s define informal reports and common elements:

— Contain 2-5 pages of content, plus any attachments

— Purpose can be informative, analytical, and persuasive

— Audience can be internal (memo) or external (letter)

— More information and similar format as correspondence

(Adapted from Technical Communication by Pfeiffer and Boogerd)

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 Guidelines for Informal Reports
— Use memo or letter format for informal reports

— Use specific ABC format(s) for organization of ideas

— Begin with an abstract or an “Introductory Summary”

— Logically develop ideas and add supporting details in the body

— Separate facts and evidence from your opinions

— Summarize main points and next steps in the conclusion

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 Problem Analysis Reports

— Problem Analysis Reports

— Purpose is informative and analytical

— Details on problems in equipment, technology, facilities,

procedures, products, or services

— Objective information with facts and evidence

— Recommend options, solutions, or next steps

(Source: Technical Communication by Pfeiffer and Boogerd)

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 Problem Analysis Report
Abstract/Introduction
§ Purpose of the report
§ Summary of the problem(s) covered in the report

Body
§ Background on source of problem
§ Well-organized description of the problem
§ Evidence to support your findings or observations
§ Impact or consequences of the problem

Conclusion
§ Summary of main points and next steps
§ Degree of urgency for handling the problem

(Adapted from Technical Communication by Pfeiffer and Boogerd)

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 Recommendation Reports

— Recommendation Reports

— Purpose is informative, analytical, and persuasive

— Recommend equipment, technology, products, or services

— Support with objective information, facts and evidence

(Source: Technical Communication by Pfeiffer and Boogerd)

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 Recommendation Report
Abstract/Introduction
§ Purpose of the report
§ Brief reference to the problem(s)
§ Summary of recommendations covered in the report

Body
§ Background on the problem, if necessary
§ Well-organized explanation of recommendations and benefits
§ Evidence to support your findings and recommendations

Conclusion
§ Summary of main points and recommendations
§ Assistance with next steps

(Adapted from Technical Communication by Pfeiffer and Boogerd)

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 Equipment Evaluation Reports
— Equipment Evaluation Reports

— Evaluation of machinery, tools, and equipment

— Focus on features, functions, plus any concerns and

changes you suggest for the equipment

— Objective information and evidence

— Present recommendations or next steps, possibly offer to

evaluate the equipment for a longer period of time

(Source: Technical Communication by Pfeiffer and Boogerd)

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 Equipment Evaluation Report
Abstract/Introduction
§ Purpose of the report
§ Summary of what your report says about the equipment

Body
§ Thorough description of the equipment
§ Well-organized critique, either analyzing the parts of
equipment or comparing similar equipment
§ Additional supporting details and evidence

Conclusion
§ Summary of key findings or recommendations

(Adapted from Technical Communication by Pfeiffer and Boogerd)

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 Writing Tips – Paragraphs
— An effective paragraph has unity and coherence:

§ Focus on one main idea

§ Start with a strong topic sentence

§ Develop ideas logically and adequately

§ Use transitions for more coherence or “flow” in writing

§ Repeat key words related to the main idea/topic

§ Present a self-contained idea or thought

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 Paragraph Development
— Use one or more methods of paragraph development

§ Analysis – Analyze a topic/problem and give solutions

§ Causation – Evaluate causes and relate them to effects

§ Chronological Order – Describe the chronological order or

sequence of events

§ Decreasing Order – Present most important points first

(Source: Carolyn Meyer, Communicating for Results)

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 Paragraph Development
— Use one or more methods of paragraph development

§ Deduction – Present a main idea and supporting details

§ Definition – Define technical terms in plain language

§ Example/Illustration – Illustrate a claim/main idea with

examples and evidence

§ Process – Describe a process or the steps of a process

(Source: Carolyn Meyer, Communicating for Results)

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 Coursework

§ Please read the chapter(s) in the textbook.

§ Chapter 2 – Structure
§ Chapter 3 – ABC Formats and Examples
§ Informal Reports – Problem Analysis,
Recommendation Report, and Equipment Evaluation

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