Chapter 9

Chapter 9
Informal Reports
(9-1, 9-2, 9-3)
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 1
9-1
Writing Reports in the Digital Age
9-1 Writing Reports in the Digital Age (1 of 5)
• Business reports vary widely in length, purpose, and delivery

mode but have one or more of the following purposes:
− To convey information
− To answer questions
− To solve problems
• Reports today are delivered digitally in:
− E-mail messages
− PDF (portable document format) files
− Websites
− Slide decks
• Report files can be accessed on a company’s intranet or saved
on cloud servers off-site.
Basic Report Functions

• Informational reports present data without analysis or
recommendations (monthly sales reports, progress reports, and
government compliance reports)
• Analytical reports provide analysis and conclusions
• Reports that provide recommendations are feasibility reports (e.g.,
for expansion opportunities) and justification reports (e.g., for
buying equipment or changing procedures).
Organizational Strategies
•The purpose for writing close to the beginning of a
report 🡪 direct strategy
•the conclusions and recommendations, if requested,
appear at the end of the report 🡪 Indirect strategy
Page 260
Informal and Formal Writing Styles
• Informal writing style is conversational and is appropriate for
familiar audiences & noncontroversial topics (a friendly tone,
first-person pronouns, shorter sentences) 🡪 short internal
business reports
• Formal writing style is characterized by objectivity, authority,
and impartiality 🡪 proposals and long research reports
PAGE 262
9-2
Formats and Heading Levels
9-2 Formats and Heading Levels
Typical Report Formats
− Portable document format (PDF): This file type, invented by
Adobe, condenses documents while preserving the formatting
and graphics.
− A slide deck: A digital slideshow, these slides can be sent by
e-mail, posted on the Web, or accessed on a company
intranet.
− Infographics: Short for information graphics, these are visual
representations of data or information.
− Memo format: beginning with essential background information, using
standard headings: Date, To, From, and Subject; differing from regular
memos in length, use of headings, and deliberate organization.
− Templates: Digital forms available on the company intranet/ the Internet
and suitable for repetitive data (monthly sales reports, performance
appraisals, and personnel and financial reports…)
− Letter format: Prepared on office stationery (a date, inside address,
salutation, and complimentary close); usually longer and more careful
organization than typical letters.
− Manuscript format: printed on plain paper without letterhead/ memo
header, beginning with a title followed by systematically displayed
headings & subheadings.
Effective Report Headings

• Functional headings: one- or two-word labels that show the
outline of a report but provide little insight about the contents 🡪
routine reports
• Talking headings provide more information and spark interest:
write a few paragraphs first and then generate a talking
heading that covers those paragraphs. (content & summarizing
key points)
• To create the most effective report headings, follow a few basic

guidelines:
− Use logical heading levels.
− Capitalize and emphasize carefully.
− Balance headings within levels.
− For short reports use one or two heading levels.
− Include at least one heading per report page, but don’t end the
page with a standalone heading.
− Apply punctuation correctly.
− Keep headings short but clear.
9-3
Analyzing the Problem, Defining the Purpose, and
Collecting Data
9-3 Analyzing the Problem, Defining the Purpose,
and Collecting Data (1 of 4)
Determine the Problem and Purpose
• A problem statement: clarifies the task and defines the
report’s purpose and scope.
What is the problem?
Where is the problem occurring?
Why is it occurring?
Who is it affecting?
When does it cause difficulties?
A pharmaceutical company wants to investigate the problem of high
transportation costs for its sales representatives. Some sales reps visit
clients using company-leased cars; others drive their own cars and are
reimbursed for expenses. The leasing agreements for 12 cars expire in
three months. The company wants to investigate the transportation
choices and report the findings before the leases are renewed
Problem statement:
The leases on all company cars will expire in three months. The
company must decide whether to renew them or develop a new
policy regarding transportation for sales reps. Expenses and
reimbursement paperwork for employee-owned cars seems
excessive.
• A purpose statement defines the focus of a report & provides a
standard that keeps the project on target.
• Use action verbs: analyze, choose, investigate, compare, justify,
evaluate, explain, establish, determine, etc.
E.g. To recommend a plan that provides sales reps with cars to

be used in their calls. The report will compare costs for three
plans: outright ownership, leasing, and compensation for
employee-owned cars. Data will include the sales reps’
reactions to each plan
Collect Information from Secondary and Primary Sources

−Primary data result from firsthand experience and
observation.
−Secondary data come from reading what others have
experienced or observed and recorded.
• Typical sources of both primary and secondary factual

information for informal reports are
− Company records
− Printed material
− Electronic resources
− Observation
− Surveys & Questionnaires
− Interviews

Chapter 9 - Informal Reports (9-1, 9-2, 9-3)

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Chapter 9 - Informal Reports (9-1, 9-2, 9-3)

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• Business reports vary widely in length, purpose, and delivery

Basic Report Functions

Effective Report Headings

• To create the most effective report headings, follow a few basic

E.g. To recommend a plan that provides sales reps with cars to

Collect Information from Secondary and Primary Sources

• Typical sources of both primary and secondary factual

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