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WRITING REPORT
INFORMAL AND FORMAL

PREPARED BY:
NOR IKHMAL BIN ABD HAMID
M101815013
NOOR SHUHADA BINTI AZIZAN
M101809613
NUR BASIRAH BINTI NAZRI >
M101810212
 Report Can Be Defined As An Organized
What Is A Report? Presentation Of Factual Information
Prepared For A Specific Audience.

INFORMAL REPORTS
Specific incidents, note the progress
of ongoing activities or
projects, or summarize the results of a
completed project or investigation.
Types Report
FORMAL REPORTS
Are written accounts of major projects.
such projects include
research into new developments in a field,
explorations of the feasibility of a
new product or a new service,
or an organization’s end-of-year review.
 Planning And Writing Informal Report
INTRODUCTION

Considering Audience
An informal report is almost always written for
a specific small group of readers (or a single
reader)usually at their request.
PART OF THE
INFORMAL REPORT BODY
Collecting Information
For a report to be effective, you need to include all the
information that will help you meet your objective
(such as describing the status of an office remodeling
project or explaining the need to upgrade a staff training
program) and address your reader’s needs CONCLUSION
AND
(such as keeping a project on schedule or having
RECOMMENDATION
enough data to make a decision).

Types Of Informal
Reports…
• Progress reports
• Periodic reports
• Investigative reports
• Incident reports
• Trip reports
• Test reports
PROGRESS REPORTS
• The purpose of a progress report is to keep others — usually management or a client —
informed of the status of significant milestones during a project.
• The projects most likely to generate progress reports are long-term and fairly complex.
• Progress reports allow managers and clients to keep track of the project and to make any
necessary adjustments in assignments, schedules, and budget allocations while the project
is under way.
• All reports issued during the life of a project should be submitted in the same format to
make it easier for readers to recognize at a glance where they need to focus their attention.

PERIODIC REPORTS
• Periodic reports are written by employees and managers to their supervisors at regular
intervals — daily, weekly, monthly, quarterly, annually — to record or describe the status of
ongoing workplace tasks.
• Other types of tasks, like ongoing projects or initiatives, may require a brief narrative
description to document changes over time.
• Most other kinds of periodic reports seldom run longer than a page or two.One- and
two-page periodic reports can be organized in a variety of ways .

INVESTIGATIVE REPORTS
• Investigative reports are systematic
studies or research assessments of
something or someone.
• investigative reports are written to
examine business trends, product
and investment opportunities,
alternative procedures for performing
a task, employee incentives to spur
productivity,tax strategies, fleet
vehicle purchases, and the like
Investigative reports are usually
prepared as e-memos if written
within an organization and as letters
if written by an outside consultant.
INCIDENT REPORTS TRIP REPORTS
• Incidents involving personal injuries, • A trip report provides a permanent
record of a trip and its activities or
accidents, and work stoppages (those
caused by equipment failures, worker accomplishments: sites visited,
illnesses, and so on) occur in many customers and clients met, tasks
industrial and construction settings. completed, problems encountered
and solved.
Problematic episodes may also
occur in health-care, social-work, and
criminal-justice settings.
• The report is usually a written memo
by the person in charge of the site
where the incident occurred,
addressed to his or her superior.

TEST REPORT
• Test reports, also called laboratory reports when tests are performed in laboratories, record the results
of tests and experiments.

• Tests that form the basis of these reports are not limited to any particular occupation; they are common
in many fields, from chemistry to fire science, from metallurgy to medical technology, and include
studies on vehicles, blood, mercury thermometers, pudding mixes, smoke detectors — the list goes on.
 BODY
• Executive summary
Transmittal letter or • Introduction
memo (precedes front • Text (Body)
matter) • Conclusions
• Recommendations
• Works cited (or
FORMAL REPORT references)
FRONT MATTER
• Title page
BACK MATTER
• Abstract
• Bibliography
• Table of contents
• Appendixes
• List of figures
• Glossary
• List of tables
• Index
• Foreword
• Preface
• List of abbreviations
and symbols
 EXAMPLE REPORT

Progress Report Periodic Report

Investigative Report Incident Report
Trip Report Test Report
Transmittal letter or
memo (precedes front
matter)
include with it a brief
transmittal (or cover)
letter or memo that identifies
the report topic and explains
why the report was prepared.
FRONT MATTER TITLE PAGES
The front matter, which The page could include the
following information:
includes all the elements
that precede the body of (1) The full title of the report;
the report, serves several (2) The name(s) of the writers,
purposes: principal investigators, or
(1) It explains the topic, compilers who prepared it;
organization, and (3) The date the report was
purpose of the report; issued;
(2) It indicates whether the (4) The name of the organization
report contains the kind for which the writer(s) works
of information that the (5) The name of the organization
audience is looking for. or person to whom the report
(3) It lists where in the is submitted.
report the audience can
find specific chapters,
headings, illustrations,
and tables.
 ABSTRACT
An abstract is a condensed version of
a report or journal article that summarizes
and highlights its major points.
Usually 200 to 250 words long, abstracts
must make sense independently of the
work they summarize because they often
appear without the report in databases or
online in citations.
TABLE OF CONTENTS
A table of contents lists all the headings
of the report in their order of appearance,
along with their page numbers.
It includes a listing of all front matter and
back matter except the title page and the
table of contents itself.
LIST OF FIGURE
When a report contains more than five
figures, list them by title, along with their
page numbers, in a separate section
beginning on a new page and immediately
following the table of contents.
Number figures consecutively throughout
the report with Arabic numbers.
LIST OF TABLE
When a report contains more than five
tables, list them, along with their titles and
page numbers, in a separate section
immediately following the list of figures
(if there is one).
Number tables consecutively throughout
the report with Arabic numbers.
 FOREWORD
A foreword is an optional introductory
statement written by someone other
than the author.
It generally provides background
information about the publications
significance and places it in the context
of other works in the field.
LIST THE ABBREVIATIONS AND SYMBOLS
When the abbreviations and symbols used
in a report are numerous, and when there
is a chance that the audience will not be
able to interpret them, the front matter
should include a list of all abbreviations
and symbols and what they stand for in
the report.

PREFACE
A preface is an optional introductory
statement written by the author to
announce the purpose, background,
or scope of the report.

Sometimes apreface specifies.the

audience for whom the report is intended;
it may also highlight the relationship of
the report to a given project or program.
BODY
The body is the section of
the report that describes in
detail the methods and
procedures used to
generate the report,
demonstrates how results
were obtained,describes
the results, draws conclusions,
and, if appropriate, makes
recommendations.
It usually includes the following
components:
• Executive summary
• Introduction
• Text (including headings,
tables, and illustrations)
• Conclusions and
recommendations
• Works cited or references
EXECUTIVE SUMMARY
The summary states the purpose of the investigation and gives major
findings; provides background; states the scope; provides conclusions;
and, if any are made, gives recommendations.
Although more complete than an abstract, the executive summary
should not contain a detailed description of the work on which the findings,
conclusions, and recommendations were based.
Like the abstract, the executive summary should be written so that it can be
read independently of the report. It must not refer by number to figures, tables,
or references contained elsewhere in the report.
INTRODUCTION
The introduction provides your audience with any general information — such
as why the report has been written — needed to understand the details of the
restof the report.
Note that the contents of the introduction and the contents of the pref-
ace may overlap in some cases.
• Introduction should state the subject, The statement of the purpose,
statement of scope, preview how topic developed.

TEXT (OR BODY)
Generally the longest section of the report,
the text (or body) presents the details
of how the topic was investigated,
how the problem was solved, how the best
choice from among alternatives was selected,
or whatever else the report covers.
Headings
Headings (or heads) are the titles or
subtitles of sections within the body of
the report.
They make the report more
accessible to the audience by
(1) calling attention to the main topics,
(2) signaling changes of topic,
(3) dividing the body into manageable
segments.
TOPIC
Make headings most effective by
following these guidelines:
• Use headings to signal a new topic
or subtopic within the larger topic.
• Ensure that headings at the same level
are of relatively equal importance and
word them in parallel grammatical structure.
• Subdivide sections only as needed; not
every section requires its own lower-level
headings.
• Subdivide a section with two or more
headings (a topic cannot logically be
divided into fewer than two parts).
• Do not allow a heading to substitute for
discussion; the text should read as if the
heading were not there.
• Avoid too many or too few headings or
levels of headings; too many clutter a
document and too few fail to provide a
recognizable structure.

• Use varying type styles and formatting
conventions to distinguish among levels
of headings (see Figure 11–11on page
401 and Designing Your document on
page 402).
• Do not leave a heading as the final line of
a page. If two lines of text cannot fit below
a heading, start the section at the top
of the next page.
• Hyperlink headings in digital formal reports
to send readers to corresponding
segments in the report; this facilitates
easier navigation for your readers.
EXPLANATORY NOTE
Occasionally, reports contain notes that
clarify content for some readers that
would be a distraction for others.
This type of explanation is generally
placed at the foot of the page on which
the idea appears.
GRAFIC AND TABULAR MATTER
Formal reports often contain illustrations and
tables that clarify and support the text.
These materials may be numbered and
sequenced in varying ways. If your
employer or client has a preferred system,
use it. If not, the following guidelines
offer a typical system for numbering and
smoothly integrating such materials into
the text.
CONCLUSIONS
The conclusions section of a report pulls
together the reports results or findings
and interprets them in the light of its purpose
and methods.

RECOMMENDATIONS
Recommendations, which are sometimes
combined with the conclusions, suggest
a course of action that should be taken based
on the results of the study. (Decide
whether the report should make
recommendations when the report is being
planned.)
THE BACK MATTER
The back matter of a formal report contains
supplementary material — such as where to find
additional information about the topic (bibliography)
and expands on certain subjects (appendixes).
Other back-matter elements define the terms used
(glossary) and provide information on how to easily
locate information in the report (index).

For very long formal reports, back-matter sections

may be individually numbered.

WORK CITED (REFERENCES)

If you refer to material in, or quote directly
from, a published work or other
research source, you must cite those sources
in the body of the text and provide
a list of references in a separate section.
 GLOSSARY
BIBLIOGRAPHY
A glossary is an alphabetical list of
The bibliography is an alphabetical listing
definitions of specialized terms used in a
of all the sources you consulted to
formal report. Include a glossary if a report
prepare the report not just the ones you cite
will go to readers unfamiliar with the topic-
specifically in the report — and
specific terms you use. If you do include a
suggests additional resources readers
glossary, keep the entry definitions concise
might want to consult.
and be sure they are written in plain
language to improve reader understanding.

APPENDIX INDEX
An appendix clarifies or supplements An index is an alphabetical list of all the
information in the body with content that major topics and subtopics found in the
is too detailed or lengthy for the primary report.
audience but that is relevant to secondary
audiences.
 EXAMPLE TERM FORMAL REPORT

Title Page Abstract

Table Content Preface Executive Summary
Introduction Body
Continue Body Conclusion
Reference