Chapter 9: Informal Reports

LEARNING OBJECTIVES

 Define informational and analytical report functions, strategies, and writing styles.
 Describe typical report formats and effective report headings.
 Explain the report writing process starting with defining the problem and collecting
data.

 Write short information reports that describe routine tasks

 Compose short analytical reports that solve business problems.
 Writing Reports in the Digital Age

Warm – up questions:
• How important are efficient reports in business?
• What are characteristics of a good business report?
• Give examples of business reports you know.
Report Functions/ˌæn.əˈlɪt.ɪ.kəl/
Present data without
Informational analysis or
recommendations

Present data or
findings, analyses,
Analytical conclusions, and
recommendations
Organizational Strategies
The Direct Strategy

If readers If readers If readers are

are informed are supportive eager to have
results first

Direct Strategy
 Direct Strategy
Informational Report
Introduction/Background
__________________________________
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Facts/Findings _________________
__________________________________
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Summary ______________________
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Analytical Report
Introduction/Problem
__________________________________
__________________________________
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CONCLUSIONS/
RECOMMENDATIONS
__________________________________
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Facts/Findings
__________________________________
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Discussion/Analysis ____________
__________________________________
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Organizational Strategies
The Indirect Strategy
If readers If readers need If readers may
need to be to be persuaded be disappointed
educated or hostile

Indirect Strategy
 Indirect Strategy

Analytical Report
Introduction/Problem
__________________________________
__________________________________
__________________________________
__________________________________
Facts/Findings _________________
__________________________________
__________________________________
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Discussion/Analysis
__________________________________
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CONCLUSIONS/
RECOMMENDATIONS
__________________________________
____________
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Report Writing Styles
Informal Report Writing Style
Uses Characteristics
 Short, routine reports aimed  Use of first-person pronouns (I,
at familiar audiences we, us)
 Noncontroversial reports  Use of contractions (can’t, don’t,
 Most reports to company I’ll)
insiders  Emphasis on active-voice verbs (I
conducted the study)
 Shorter sentences, familiar words
 Occasional use of humor,
Effect metaphors
Feeling of warmth, personal  Acceptance of author’s opinions,
involvement, closeness ideas
Formal Report Writing Style
Uses Characteristics
 Theses  Absence of first-person
 Research studies pronouns; use of third person
 Controversial and complex (the researcher, the writer)
reports, especially to outsiders  Absence of contractions
(cannot, do not)
 Use of passive-voice verbs (the
Effect study was conducted)
 Impression of objectivity,  Complex sentences, long words
accuracy, professionalism,  Absence of humor, colorful
fairness adjectives, adverbs
 Distance created between writer Elimination of author’s
and reader “editorializing”
Report Formats
Letter For informal reports sent to outsiders

For informal reports sent within

Memo/E-Mail
organizations

Manuscript For longer, more formal reports.

Preprinted For routine activities, such as expense

forms reports.
Useful for collaboration and for posting
Digital
online
Report Headings
Benefits
• Serve as an outline of the report
• Highlight major ideas and categories
• Act as guides for locating information
• Provide resting points for the
mind and the eye
• Organize data into meaningful
blocks
 • Functional headings
describe functions or general topics

Report Background, Findings, Benefits, Costs

Headings • Talking headings

describe content and provide more information

Benefits of Offering a Wellness Program

Effective Report 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.
• Include at least one heading per report page.
 Knowledge Check 1
True or False:
1. The overall design of a formatted report is unimportant as long as
the necessary information is included.
2. Portable document format (PDF) is a file type, invented by Adobe,
that condenses documents while preserving the formatting and
graphics.
3. Descriptive headings waste time and are distracting for the reader.
4. The best strategy for creating helpful talking headings is to write a
few paragraphs first and then generate a talking heading that covers
those paragraphs.
• Answers:
1.False: The overall design of a formatted report should be visually
appealing and professional looking.
2.True: Portable document format (PDF) is a file type, invented by Adobe,
that condenses documents while preserving the formatting and graphics.
3.False: Descriptive headings are structural cues that assist readers in
comprehending the organization of a report.
4.True: The best strategy for creating helpful talking headings is to write a
few paragraphs first and then generate a talking heading that covers
those paragraphs.
9-3. Analyzing the Problem, Defining the
Purpose, and Collecting Data

 Determine problem
and purpose.
 Gather data.
 Organize data.
 Write first draft.
 Edit and revise.
Determine the Problem and
Purpose
• Prepare a written problem statement
• Prepare a written purpose statement
Gathering Data for Reports

From firsthand experience

Primary data and observation

From reading what others

Secondary data have experienced
or observed and recorded
Sources for informal reports
• Company records
• Printed materials (books, newspapers,
and periodicals)
• Electronic resources (Web, electronic databases, online
resources)
• Personal observation and
experience
• Surveys, questionnaires,
and inventories
• Interviews
Being Objective in Writing Reports

• Present both sides of an

issue.
• Separate fact from
opinion.
• Be sensitive and
moderate in
language.
• Cite sources carefully.
 Group Activity
1. Form a team with three or four other students.
2. Together, consider some problems in your local area. (For example,
is there a busy intersection where accidents frequently take place?)
3. Choose one problem to focus on, and use it to create a problem
statement for a potential report.
4. Finally, using that same problem, create a purpose statement for a
potential report
 Group Activity Debrief
1. What is the value of a problem statement for the writer and the
reader?
2. Why should you create a purpose statement for your reports?
• Answers:
1.A written problem statement helps clarify the task for the writer and
defines the report’s purpose and scope for the reader.
2.A written purpose statement defines the focus of a report and
provides a standard that keeps the project on target.