To: Nancy Myers

From: Shane Knowles

Date: 5/12/2021
Subject: APLED 121 Ch. 17 Summary

CHAPTER 17
SHORT, INFORMAL REPORTS
Report Definition- Short or long, informal, or formal report that conveys information about job-related
projects. Reports can satisfy the following needs:

o Supply a record of work accomplished

o Record & clarify complex information for future reference
o Present information to multiple audience types
o Record problems encountered
o Document schedules, timetables, and milestones
o Recommend future action
o Document status
o Record procedures

Most short reports are informal, are 1-5 pages, and focus on topics with limited scope.

Online Reports- Increasingly more common due to the speed and convenience, financial savings on
postage and paper, decreased need for physical storage, and the immediacy of confirmation and
submittal.

Types of Reports
o Incident Reports
o Investigative reports
o Trip reports
o Progress reports
o Lab reports
o Recommendation reports
o Research reports
o Proposals

Criteria for Writing Reports

 Organization-Should contain five basic units:

 Identification Lines: Dates, names of the writer and the recipients, and subject.
 Headings & Talking heads: Use headings such as “Introduction” or “Discussion” to highlight
the content in a particular section. Talking heads (“Human Resources Committee Reviews
2016 Benefits Packages”) informatively clarify the content that follows.
To: Nancy Myers
From: Shane Knowles
Date: 5/12/2021
Subject: APLED 121 Ch. 17 Summary

 Introduction: Supplies an overview of the report. Includes three subdivisions: Purpose,

Personnel involved, and dates. Use headings & talking heads to summarize the content.
 Discussion: Use this section to summarize many topics. This is the largest section that
requires more detailed development.
 Conclusion/Recommendations: Used to summarize, relate what you learned, or state your
decisions made. Recommendations aren’t always required but include suggested future
actions.

Development
1. Answer the reporter’s questions (Who, when, why, where, what)
2. Do not be vague. Specify to the best of your abilities with photographic detail.
 Audience- Consider your audience when writing. This will help you determine what
terminology you use and the tone of your report.
 Style- Conciseness and highlighting techniques. Eliminate wordy phrases, such as take into
consideration and instead use consider.
Incident Reports

 Purpose-If a problem occurs in the workplace requiring analysis and suggested solutions.
 Criteria
o Purpose-Document how the incident occurred
o Personnel-Who was involved, what role do you play in the report?
o Discussion- Using subheadings and itemizations, quantify what you saw, equipment
involved, Police or hospitals contacted, witnesses, extent of damage or financial loss, and
actions taken to solve the problem.
o Conclusion- Explain the cause of the problem.
o Recommendations- Relate what could be done in the future to avoid a similar problem.

Investigative Reports
 Purpose- Focuses on the event and causes leading up to the incident.
 Criteria
o Purpose-Document date of the incident, comment on your objectives or rationale. Possibly
add by who’s authority you are investigating.
o Discussion- includes a review of your findings. Also, contacts, difficulties encountered;
techniques/kit used in the investigation.
o Conclusion- State what you accomplished, what discoveries you made, what or who was at
fault.
o Recommendations- Suggestions on possible changes, like firing personnel, implementing
more training, or updating equipment/security.

Trip Reports
To: Nancy Myers
From: Shane Knowles
Date: 5/12/2021
Subject: APLED 121 Ch. 17 Summary

 Purpose-Required by supervisors whenever off-site trips are made. Documents travel expenses,
time off-site, and work activities.
 Criteria
o Purpose-Dates, Destination, objectives, whom else you’re with, authorization.
o Discussion- Document your activities (observations, contacts, seminars attended,
difficulties encountered)
o Conclusion-Accomplishments, what did you learn, who did you meet, sales made, benefits
to the company?
o Recommendations- What Changes in personnel or structure do you suggest

Progress Reports

 Purpose-Document the status of your project, state whether you are on schedule, difficulties
encountered, and plans moving forward until the next reporting cycle.
 Criteria
o Objectives-What you are hoping to achieve
o Persons involved-work team, contractors
o Work accomplished-itemize through a chronological list or discussion.
o Problems encountered-Inform reader of difficulties encountered. Justify being behind
schedule and possibly show where you will need help.
o Work Remaining-List the activities you plan to do next.
o Conclusion-Sum up accomplishments and provide a target completion date
o Recommendations- In case of problems, provide recommended changes in scheduling,
personnel, budget, or material.

Lab (Test) Reports

 Purpose-Knowledge acquired from a laboratory activity must be communicated to colleagues.

 Criteria
o Purpose-provide your rationale, objectives, and authorization
o Discussion- Provide information on how the tests are performed. Apparatus used;
procedures performed.
o Conclusion/Recommendations-Present your findings and what you discovered, suggest
follow-up actions to be taken.

Feasibility/Recommendation Reports

 Purpose-To determine the viability of a project, testing whether a project is feasible to

undertake.
 Criteria
o Objectives- Provide rationale, difficulties that motivated the study, and authorization.
o Personnel-Document names of those involved
To: Nancy Myers
From: Shane Knowles
Date: 5/12/2021
Subject: APLED 121 Ch. 17 Summary

o Criteria-establish a logical foundation for which your criteria will be based.

o Analysis-Compare your findings against your criteria.
o Conclusion/Recommendation- State the significance of your findings. Provide your
suggested course of action based on your findings.

The Writing Process at Work

 Prewriting-Use a topic outline to gather data and determine objectives

 Writing-Write a rough draft. Get feedback from colleagues.
 Rewriting-After review, write your final draft and submit to companies files.