Informal Reports2

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CHAPTER 9
Informal
Reports
Instructor Only Version

© 2007 Thomson South-Western
Patterns 
Direct pattern

Information reports
Functions

Analytical reports
Report Basics
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Patterns 
Direct pattern 
Indirect pattern

Information reports
Functions

Analytical reports
Report Basics
Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 6
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
Letter
Formats
Patterns 
Direct pattern 
Indirect pattern

Information reports
Functions

Analytical reports
Report Basics
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Information Report – Letter Format
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
Letter 
Memo
Formats

Manuscript 
Printed form
Patterns 
Direct pattern 
Indirect pattern

Information reports
Functions

Analytical reports
Report Basics
Letterhead stationery. Useful for
Letter
informal reports sent to outsiders.
Memo style. Useful for informal

Memo reports circulated within
organizations.
Plain paper. Useful for longer, more
Manuscript
formal reports.
Standardized forms. Useful for
Printed
routine activities, such as expense
form
reports.
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Report 
In person 
Mail delivery
Delivery 
Fax 
E-mail or online

Letter 
Memo
Formats

Manuscript 
Printed form
Patterns 
Direct pattern 
Indirect pattern

Information reports
Functions

Analytical reports
Report Basics
Determine
Edit and
problem and
revise
purpose
Guidelines
Write for Developing
Informal Reports Gather
first
data
draft
Organize
data
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Where to Gather Data for Reports
 Look in company records.

 Make personal observations.
 Use surveys, questionnaires, and
inventories.
 Conduct interviews.
 Access printed material.
 Search databases and other electronic
resources.

Developing an
Appropriate
Writing Style

Report Writing Styles – Informal and Formal

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Using Effective Headings
 Use appropriate heading levels.

 Strive for parallel construction within
levels.
 Use first- and second-level headings for
short reports.
 Capitalize and underline carefully.
 Keep headings short but clear.

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Using Effective Headings

 Don't use headings as antecedents for
pronouns.
For example, avoid:
Inserting Hypertext Links. These links . . . .
 Include at least one heading per report

page.

Ten Keys to Designing 0
Better Documents
 Analyze your audience.
 Choose an appropriate type size.
 Use a consistent type font.
 Generally, don't justify right margins.
 Separate paragraphs and sentences
appropriately.

Ten Keys to Designing 0
Better Documents
 Design readable headlines.
 Strive for an attractive page layout.
 Use graphics and clip art with restraint.
 Avoid amateurish results.
 Develop expertise with your software
program.

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Being Objective in Writing Reports
 Present both
sides of an
issue.
 Separate fact
from opinion.
 Be sensitive
and moderate in language.
 Cite sources carefully.
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Six Kinds of Informal Reports

 Information reports
 Progress reports
 Justification/recommendation reports
 Feasibility
reports
 Minutes of
meetings
 Summaries

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 Information Reports
Information reports provide

findings without analysis or
persuasion. For example, your
boss asks you to investigate
prepaid legal services as a
possible employee benefit.

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Information Reports
Introduction Findings Summary
 Explain why you are writing.

 Describe credibility of data methods and
sources.
 Provide background.
 Identify report purpose.
 Offer a preview of the findings.

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Information Reports
 Organize chronologically, alphabetically,

topically, by importance, or by another
method.
 Group similar topics together.
 Use appropriate headings.

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Information Reports
 May include or omit summary.

 If included, summarize findings or
highlight main points.

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 Progress Reports
Progress reports explain the

progress of continuing projects.
For example, you must report on
the progress of a golf tournament
your organization is planning.

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Progress Reports
 Describe the purpose and nature of project.

 Provide background information if necessary.
 Summarize work already completed.
 Explain work currently in progress, including
personnel, activities, methods, and locations.
 Anticipate problems and possible remedies.
 Discuss future activities and provide the
expected completion date.

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Progress Report – Memo Format
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 Justification/ 0
Recommendation Reports
Justification/recommendation
reports are written to justify or
recommend something, such as
buying equipment, changing a
procedure, hiring an employee,
or consolidating departments.

Reader Response Determines Structure
Reader will Reader may

likely agree with oppose
recommendations recommendations
Direct Pattern Indirect Pattern

• Problem • Problem
• Recommendations • Facts
• Facts • Discussion
• Discussion • Recommendations

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Direct Pattern
 Identify the problem or the need briefly.
 Announce the recommendation, solution, or
action concisely and with action verbs.
 Explain more fully the benefits of the
recommendation or steps to be taken to solve
the problem.
 Present a discussion of pros, cons, and costs.
 Conclude with a summary specifying the
recommendation and action to be taken.

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Indirect Pattern
 Make a general reference to the problem in
subject line.
 Describe and establish credibility for the
seriousness of the need or problem that your
recommendation addresses.
 Discuss alternative solutions, beginning with
the least likely to succeed.
 Present most promising alternative—your
recommendation—last.

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Indirect Pattern
 Show how the advantages of your

recommendation outweigh its
disadvantages.
 Summarize your recommendation and
any action required.
 Ask for authorization to proceed if
necessary.

Justification/Recommendation 0
Report – Memo Format
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 Feasibility Reports
Feasibility reports examine the

practicality and advisability of
following a course of action. For
example, your company must
decide whether to add a child-
care facility.

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Feasibility Reports
 Announce your decision immediately.
 Describe the background and problem
necessitating the proposal.
 Discuss the benefits of the proposal.
 Describe any problems that may result.
 Calculate the costs associated with the
proposal, if appropriate.
 Show the time frame necessary for
implementation of the proposal.
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Feasibility Report – Memo Format
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 Minutes of Meetings
Meeting minutes
summarize the
proceedings of
a meeting.

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Minutes of Meetings
 Include name of group, date, time, place,
name of the meeting.
 List names of attendees and absentees.
 Describe disposition of previous minutes.
 Record old business, new business,
announcements, and reports.
 Include the precise wording of motions.

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Minutes of Meetings
 Record the vote and

action taken.
 Conclude with the
name and signature
of the individual
recording the
minutes.

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Minutes of Meeting – Report Format
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 Summaries
Summaries compress data

from a longer publication,
such as a book, report,
article, Web site, meeting,
or convention.

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Summaries
 Present the goal or  Organize for
purpose of the docu- readability by
ment being summarized. including headings
 Highlight the research and bulleted or
methods (if appropriate), enumerated lists.
findings, conclusions,  Include your
and recommendations. reactions or an
 Omit illustrations, overall evaluation
examples, and of the document if
references. asked to do so.

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Executive Summary
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Instructor Only Version

Information Report – Letter Format

view example. 7.0 Document

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 11

Memo style. Useful for informal

Where to Gather Data for Reports

 Look in company records.

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 16

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 17

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 18

Using Effective Headings

 Use appropriate heading levels.

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 20

Using Effective Headings

 Include at least one heading per report

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 21

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 22

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 23

Being Objective in Writing Reports

Six Kinds of Informal Reports

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 25

Information reports provide

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 26

Introduction Findings Summary

 Explain why you are writing.

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 27

Introduction Findings Summary

 Organize chronologically, alphabetically,

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 28

Introduction Findings Summary

 May include or omit summary.

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 29

Progress reports explain the

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 30

 Describe the purpose and nature of project.

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 31

Progress Report – Memo Format

view example. 7.0 Document

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 32

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 33

Reader will Reader may

Direct Pattern Indirect Pattern

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 34

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 35

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 36

 Show how the advantages of your

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 37

Report – Memo Format

view example. 7.0 Document

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 38

Feasibility reports examine the

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 39

Feasibility Report – Memo Format

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 41

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 42

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 43

 Record the vote and

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 44

Minutes of Meeting – Report Format

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 45

Summaries compress data

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 46

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 9, Slide 47