To: Nancy Myers

From: Jon Smilden

Date: May 12, 2022
Subject: APLED 121- Chapter 17 Summary

Chapter 17
Short, Informal Reports

Report Definitions- A communication that can very in lengths and levels of formality, serve different and
sometimes overlapping purposes, and can be conveyed to an audience using different communication
channels. Reports can supply the reader with one or many different pieces of information.

Online Reports- Reports done using the internet or mobile communications. Speed and ease of access
provide a benefit to companies when doing online reports

Types of Reports- Reports fall into these categories:

 Incident reports
 Investigative reports
 Trip reports
 Progress or status reports
 Lab or test reports
 Feasibility/recommendation reports
 Research repots
 Proposals

Criteria for Writing Reports- Requirements for the report may differ but formatting, development,
audience, and style are common to all report writing.
 Organization
 Identification Lines- Identify the date that the report is written on, whom to report is to,
names of the people the report is sent to, and the subject of the report.
 Headings and Talking Headings- Headings help to improve page layout and make
content more accessible. Talking headings are more specific and clarify the content that
follows.
 Introduction- Overview of the report, can include three subdivisions: purpose,
personnel, and dates. Introductions help current and future readers understand the
purpose of the report.
 Discussion- Largest section of the report that discusses the reason for the report and
detailed development.
 Conclusion/Recommendations- Conclusions sum up what was said or learned, state
decisions made, and can suggest future action.
  Development- First, start development by answering the reporter’s questions. Second, quantify
the information. What is being done, why, when, where, and how. Be specific.
 Audience- Determine who your audience is before writing your report. To accommodate
multiple audiences, use parenthetical definitions.
 Style- Conciseness and highlighting techniques are style choices. Eliminate wordy phrases and
consider using graphics or headings to communicate content.

Incident Reports- Documents an unexpected problem that has occurred.

 Purpose and Examples- To document a problem that occurred within a work environment,
requires analysis, and may have suggested solution. Examples: accidents, malfunctions, injuries,
theft, fire, or behavioral problems with employees.
 Criteria-
 Introduction: Purpose for the report. What happened, when, where, and why.
 Discussion: Body of report. Equipment involved, people, witnesses, damage, actions
taken. Any other important details or information about the problem.
 Conclusion: Explain what caused the problem.
 Recommendations: What if anything can be done to prevent this from happening again.

Investigative Reports- Investigate the causes of an incident.

 Purpose and Examples- Document focused on investigating why an event occurred, and what
led up to the cause of the problem. Examples: Bank robbery, cause: security. Bridge collapse,
cause: engineering fault or damage.
 Criteria-
 Introduction: Purpose for the report. What happened, when, where, and why.
 Discussion: Body of report. Who was contacted, difficulties encountered, tools used,
tests done?
 Conclusion: What did you learn? What did you accomplish? Who was at fault?
 Recommendations: What should be done next?

Trip Reports- Report on job-related travel and expenses.

 Purpose and Examples- Document detailing travel, mileage, hotel, and food for a work-related
trip. Example: Conference, sales, meetings, travel to client to install or repair a product.
 Criteria-
 Introduction: Dates and times of travel, objective for travel, who you were with, and
approval.
 Discussion: Review of what was done during the trip.
 Conclusion: What was accomplished, any problems.
 Recommendations: What do you suggest doing next if anything?

Progress Reports- Documents the status of an activity explaining what work has been accomplished and
what remains to be done.
 Purpose and Examples- To update on the progress of a project or a job, usually at repeated
intervals. Examples: Comparing new and different services to current ones, renovating a
workshop, or updates on new processes.
  Criteria-
 Introduction: What the project is, who’s working on it, how much has been done
already, how much time is needed to complete the project.
 Discussion: What has been accomplished, problems encountered, what remains to be
done. And all the necessary information about what is required to accomplish the next
step of the project.
 Conclusion: Sum up what has been achieved so far, provide a target completion date.
 Recommendations: If problems occurred, what changes can be made to help complete
project or meet deadlines.

Lab Reports (also referred to as test reports)- Document the status and finding of laboratory
experiments, procedures, or studies.
 Purpose and Examples- To communicate knowledge acquired from findings to colleagues and
supervisors. Examples: Blood test, GPS readouts, customer complaint related studies on
defective products.
 Criteria-
 Introduction: Why the test was preformed, how it was preformed, what the results
were, and what follow-up action is required.
 Discussion: How was the test preformed? The instruments or equipment used, and the
procedure that was followed.
 Conclusion: Present the findings of the lab report. What was learned and how to
interpret the results.
 Recommendations: Should any follow-up action be taken?

Feasibility/Recommendation Reports- A document studying the practicality of a proposed plan and the
recommended action.
 Purpose and Examples- To document the viability and feasibility of a proposed project or plan.
Examples: Researching new equipment for manufacturing, planning company expansion and
associated costs, building a new website and will this fix a problem with company sales.
 Criteria-
 Introduction: State the goal of the report and provide background information, clarify
why this change is being proposed. Document who will be involved.
 Discussion: Clearly state what criteria the recommendation is based upon such as cost,
or products, schedules, options. Next analyze the findings of the report and compare
them against your criteria.
 Conclusion: State the significance of your findings in a concluding statement.
 Recommendations: Detail the next course of action after reaching a conclusion on the
findings of the report.

The Writing Process at Work

 Prewriting- Outlines and listing can help to organize data and determine objectives.
 Writing- Write a rough draft and get peer review.
 Rewriting- Make any necessary changes and edits then write the final copy using the correct
font, margins, and design.