To: Nancy Myers

From: REO CHEESE WAGON

Date: MARCH 13, 2021
Subject: APLED 121-CHAPTER 17_SHORT AND INFORMAL REPORTS

CHAPTER 17 - SHORT AND INFORMAL REPORTS

REPORT DEFINITIONS
 Needs
o A record of work.
o Record and clarify info for future reference.
o Present info to people with different skill levels.
o Record problems.
o Document schedules, timetables, & milestones.
o Recommendations
o Current statuses.
o Record procedures.
 Features
o SHORT : Under 5 pages
o LONG : Over 5 pages
 Formality (tone)
o Formal
o Informal
 Audience
o High tech.
o Low tech
o External
o Internal
o Mixed
 Purpose
o Informational
o Analysis
o Sales
 Channels
o Email
o Memo/note
o Letter
o Electronic/web

ONLINE REPORTS
 Electronic webforms for business use.
 Web based file drop boxes for company access only.
 Public postings accessible by all.

PAGE 04
TYPES OF REPORTS
 Incident reports.
 Investigative reports.
 Trip reports.
 Progress/status reports.
 Lab and Test reports.
 Feasibility reports.
 Recommendation reports.
 Research reports.
 Proposals.

CRITERIA FOR WRITING REPORTS

Companies may have unique demands, traits, styles, formatting requirements along with a
very specific audience.
 Organization – Five basic parts of a report.
o ID lines – Name, date, to, from, subject
o Headings
 Introduction – Purpose, personnel, dates.
 Discussion – Can be summary of many subjects, problems, costs, personnel.
 Conclusion – Sum up information, state benefits, propose action.
 Recommendation – Not always required, may propose action or changes.
 Problems
 Background information
 Talking headings – An emboldened sentence describing the following paragra[h.
 Development – Answer the Five-Ws : Who, What, When, Where, Why.
 Audience
o High tech.
o Low tech
o External
o Internal
o Mixed
 Style
o Conciseness
o Brevity
o Headings
o Subheadings
o Graphics

PAGE 04
 REPORTS

INCIDENT REPORTS
Could document fire, theft, injury, accident, or malfunction of any kind.
 Purpose and Examples
o Biotech.
o Hotel management
o Sales
o Law enforcement
o Equipment maintenance.
 Criteria
o Introduction – Purpose, personnel.
o Discussion – Body, findings, agenda, work done.
o Conclusion/recommendations – Cause, remedy, repair and prevention.

INVESTIGATIVE REPORTS
Examination of the causes behind an incident.
 Purpose and Examples
o Security
o Engineering
o Computer Tech.
 Criteria
o Introduction – Purpose, personnel, authorization
o Discussion – Body, findings, agenda, work done.
 A review of observations, lab reports, evidence, and interviews.
 Contacts – People interviewed
 Difficulties
 Techniques, tools, and equipment used in investigation.
 Test procedures used.
o Conclusion/recommendations – Cause, remedy, repair and prevention.

TRIP REPORTS
Trip reports document job related travel and usually leads to expense approval and
reimbursement for travel costs.
 Purpose and Examples
o Reimbursement for food, milage, hotel.
o Information Tech
o HVAC
o Biomedical sales
o Large equipment installation.
o Remote equipment maintenance.
o Sales
 Criteria

PAGE 04
 o Introduction – Purpose, personnel, authorization.
o Discussion – Body, findings, agenda, work done.
o Conclusion/recommendations – Cause, remedy, repair and prevention.

REPORTS (CONTINUED)
PROGRESS REPORTS
Explains status of jobs, status of conditions.
 Purpose and Examples
o Hotel Management
o Project Management
o Automotive Tech
 Criteria
o Introduction – Purpose, personnel, authorization.
o Discussion – Body, findings, agenda, work done.
 Work Progress.
 Problems encountered.
 Work remaining.
o Conclusion/recommendations
 Sum up the progress.
 Provide completions dates.
 Remedies to problems

LAB REPORTS (also referred to as test reports)

Labs are preformed and documented and conveyed to colleagues.
 Purpose and Examples
o Biomedical
o Electronics
o Infor Tech
o Materials Testing
o Quality Assurance
 Criteria
o Introduction – Purpose, personnel, authorization.
o Discussion – Body, findings, agenda, work done.
o Conclusion/recommendations.

FEASIBILITY/RECOMMENDATION REPORTS
Practicality of a plan. Recommended Action.
 Purpose and Examples
o Manufacturing
o Accounting
o Web design.
o Factory expansion.
 Criteria
o Introduction – Objectives, purpose, personnel, authorization, problems/obstacles.
o Discussion – Body, findings, agenda, criteria, analysis.
o Conclusion/recommendations.
PAGE 04
THE WRITING PROCESS AT WORK
 Prewriting - Brainstorming
 Writing - Write your paper
 Rewriting - Proof read and edit

PAGE 04