Report categories based on functions:

- Informational reports (no analysis, no recommednation; just collect and organize facts):
trip/conference report, progress/interim reports, minutes of meetings, summaries
- Analytical reports (provide analysis and conclusion): feasibility reports,
justification/reccommendation reports and yardstick reports.

Two organizational strategies: direct (pustpose and conclusion first) and indirect (conclusion
and recommendations at the end)
Two writing styles: informal (conversational, familiar audiences and noncontroversial topics;.
Friendly ton, first-person pronoun, short sentences, be internal reports) and formal (objectivity,
authority and impartiality, long research report for consultant).
Report format: PDF (Portable document format), digital slide deck, inforgraphic, e-mail and
memo; forms and template (repetitive data, monthly sale reports, financial reports), letter format
(short informal reports, =< eight pages, outside organisation), manuscript (longer, formal, printed
on plain paper withou letterhead)

INFORMATIONAL REPORT
Trip, convention and Conference report
Function: Informa management about business trends, new procedures, innovative equipment,…
(những thứ mới, hữu ích với công ty mà mình được cập nhật sau khi tham gia trip, conference
đó.)
Note: do not use chronological orders, just 3-5 relevant topics

Identify the event (name, date, location) I attended ABC conference in [where], on
Overall topic [time], sponsored by [who]. The conference
Heading of main topics and why we choose emphasized [overall topic]. As our company
them? [công ty đang gặp vấn đề gì hay đang định
hướng thế nào], this report summarises three
topics that would benefit our
company/employees: (a)…, and (b)…
Summarise 3-5 main topics Topic a
[bulleted lists of content of topic a]
Topic b
[bulleted lists of content of topic b]
…
Conclusion, Appreciation, suggestion action Conference highlight
to be taken Companies attending that conference
unanimously agreed that [conclusion]. Since
our company [nhắc lại lý do vì sao topics trên
relevant với company mình], the conference
topics seem to especially relevant. I would be
happy to share highlights from the conference
at our next management meeting. Let me
know what date and time work best.
Expense (if requested)
Progress/Interim report
Function: Describe the status, use both for internal and external
Purpose of the project
Background information (ví dụ phương pháp BACKGROUND:
nào để tiến hành project này)
Describe the work completed so far (Đã làm
gì)
Explain the work curently in progess (đang
làm gì, ai, làm gì, bằng cách nào, ở đâu)
Describe current and potential PROBLEMS
and possible SOLUTION to those problems
Future acitivities (sẽ làm gì) và expected
completion date
Minutes of meeting
Function: summarize the proceedings of meeting.
Name of group
Date
Time
Place of meeting
Name of attendees and absentees
Called to order by … at … (bắt đầu vào lúc
nào bởi ai_
Previous minutes (kết quả buổi họp trước,
mọi người đọc minutes buổi họp trước
chưa?)
Problem for discussion – Detail – Motion (ý
kiến đề xuất) – Vote
Adjournment (kết thúc) - Name of person
record the minutes, next meeting
Here is an updated describing [project gì?].
You will be able to [nhận được kết quả] on
[ngày], as you requested
To prepare, I … [method thực hiện]. [Ai đó
nói tôi nên làm gì trước khi tôi làm]
WORK COMPLETED:
I did…[đã làm gi]
WORK TO BE COMPLETED
Tomorrow, I will…[sẽ làm gì]
ANTICIPATE THE PROBLEM
Two complications may affect this project:
(1) [problem 1] that I will solve by [solution
1] (2)….
By [date] you will have my final…
Name
Date
Time
Place
Present:
Absent
Called to Order
The meeting was called to orrder by [who] at
[time] The agenda was unanimously approved
as distributed. Minutes from [ngày buổi họp
trước] were read and approved
[Tittle problem for discuss]
[detail]
MOTION:…- PASS (kết quả vote)
Adjournment
There being no further business, it was
moved, seconded and carried that the meeting
be adjourned. The meeting was adjourned at
[giờ kết thúc] by [ai tuyên bố kết thúc]. The
next meeting will be held on [ ngày giờ địa
 điểm]

Executive summary
Function: summarise long report, proposal and business plan
Main idea, purpose In response to your request for information
Source of document about…(purpose), I found an article on
[source]
Highlight research methods Reporst Purpose and Research Methods
…
Findings (bulleted list) Major Finding
….
Conclusion, reaction to articles Reaction to articles
…

ANALYTICAL REPORT
Justification/Recommendation
Function: internal proposal, justify or recommend action
Direct strategy nonsensitive topics, agreeable to readers
1. Identify the problem
2. Announce the recommendation, solution, action concisely with action verb (nói thẳng
solution từ đầu ở dưới chỉ phân tích xoay quanh solution này)
3. Explain fully benefits of recommendation or steps
4. Discuss pros, cons, cost
5. Summary and specific actions

Indirect reader may oppose, suggest around before revel your recommendation (mình đã pick 1
recommendation nhưng để tăng tính thuyết phục thì mình present hết các phương pháp, để
solution của mình ở cuối cùng)
Refer to the problem in general terms (nói As your request, I have examined measures
chung về vấn đề), NOT SHOW your that … (problem cần giải quyết là gì).
recommendation This report presents data describing the
significance of the problem, three alternative
soluions, and a recommendation based on my
investigation.
Describe the problem in detail and why we Significance of Problem
need to have a solution
Alternative solution (từ least successful đến Alternative 1:…
most successful) Detail…
Summarize Conclusion and Recommendation
…
Therefore, I recommend that we begin…
Ask for authorization to proceed the
recommendation you choose

Feasibility report
Function: examine the practicality and advisability (tính khả thi)

Announce the decision immediately As you suggested, we….This report discussed

the background, benefits, problems, costs, and
time frame of the plan.
Provide background, and why we need to Background
have a solution
Discuss benefit Benefits of Plans
Discuss problem Employee Acceptance
Cost Costs
Time frame Time Frame
Action

Yardstick
Function: Examine problem with two or more solutions (bắt buộc phải xây dựng các criteria để
đánh giá các solution
Problem or need Here is the report you request investigating…
Problem:…
Possible options or solutions Solution and Alternatives:…
Establish criteria for comparing those Establish Criteria for Selecting Alternatives
Discuss Discussion: Evaluating Alternative
Each alternative was evaluated using the
criteria just described.
Conclusion and Recommendation Conclusion and Recommendation

Incident reports
1. Introduction I am writing a report detailing…
2. Description
3. Root Cause Upon further investigation…
4. Conclusion and recommendation This is taken into consideration as a preventive
measure,…
5. Signoff (phê duyệt) Further details will be submitted if there’s additional ìnormation
acquired regarding this incident.