INFORMAL

REPORTS

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DEFINITIONand

EXAMPLES

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I. DEFINITIONInformal Reports

Length: A document that contains 2-5 pages of text

not including attachments Content:

More substantive than a simple Letter or Memo But less substantive than a Formal report

Audience: For an external or internal audience Directed to readers within & outside the company

Internal = “Memo Report” External = “Letter Report”

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I. DEFINITIONMEMO REPORT

internal examples at McDuff

need for testing equipment personnel problem need for drafting tables progress in hiring

minorities report on training session

LETTER REPORT external examples at McDuff

training recommendation

Seafloor study marketing study marketing report asbestos project environmental study equipment design

project

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I. DEFINITIONInformal Reports vs. Letters, Memos, Emails

Informal Reports = more length (longer) more substance more organizational skills

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I. DEFINITION Purpose:

To inform to clarify, explain

To persuade to convince, sell

To inform AND persuade

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I. DEFINITION Examples:

Problem Analysis objective

Recommendation Reports objective & subjective facts & opinions opinions = supported with facts

Equipment Evaluation objective data

Progress Reports/Periodic Reports summary of work

Lab Reports procedure, problem, results, implications, …

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GENERAL

GUIDELINES

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II. GENERAL GUIDELINES(1) Plan well before writing(2) Use Letter or Memo Format (but…)(3) Make text visually appealing(4) Use the ABC Format for organization(5) Use an “Introductory Summary”(6) Put important details in the Body(7) Separate fact from opinion(8) Focus attention on your Conclusion(9) Use Attachments for less important details(10) Edit carefully

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II. GENERAL GUIDELINES(1) PLAN well before Writing

Complete the Planning Form Purpose Reader Analysis:

who they are, their roles, their needs Outline of main points

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II. GENERAL GUIDELINES

Letter Report = Letter produced on letterhead on all pages (except p.1)

reader’s name date page numbers

Letter Report vs. Letter Greeting =

replaced by “Attention Line” when sending to multiple

readers “Report Title” =

immediately after the inside address

spacing between lines 1, 1.5, 2 depending on reader’s

preference see p.280

(2) Use LETTER or MEMO Format (but…)

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II. GENERAL GUIDELINES

Memo Report = Memo date/to/from/subject lines on all pages (except p.1)

reader’s name date page numbers

Subject Line with attention-grabber glimpse at topic and concise & specific writing

Memo Report vs. Memo Memo Reports =

longer more headings

spacing between lines 1.5 or 2

see p.282

(2) Use LETTER or MEMO Format (but…)

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II. GENERAL GUIDELINES(3) Make Text VISUALLY APPEALING

frequent use of Headings & Subheadings Bullets for short lists Numbers for long lists

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II. GENERAL GUIDELINES(4) Use the ABC Format for Organization

ABSTRACT encapsulated info for “decision-makers” purpose + highlights

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II. GENERAL GUIDELINES(4) Use the ABC Format for Organization

BODY details, details, details supporting evidence for “technical readers”

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II. GENERAL GUIDELINES(4) Use the ABC Format for Organization

CONCLUSION description or list of

findings conclusions recommendations

for “decision-makers”

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II. GENERAL GUIDELINES(5) Use an “INTRODUCTORY SUMMARY”

(Call the Abstract an Introductory Summary)

Length 1-2 pages not long, not drawn out

Location Letter Reports

I.S. comes immediately after the Title

Memo Reports I.S. comes immediately after the Subject Line

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II. GENERAL GUIDELINES(5) Use an “INTRODUCTORY SUMMARY”

1. Purpose Statement purpose of the report Why are you writing this report?

2. Scope Statement the range of the data contained therein the scope, the gist

3. Summary of essential information stress the crucial info the reader wants/needs to know

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II. GENERAL GUIDELINES(6) Put Important Details in the BODY

Headings at least 1 heading per page new point = new heading

(or, new point = new subheading)

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II. GENERAL GUIDELINES(6) Put Important Details in the BODY

Lead-In Passage precedes subheadings (before the 1st subheading) mention the subsections to follow Microcosm = Macrocosm

Lead-In Passage = Abstract, Introductory Summary sets the scene, acts like a road map

“This section covers the three phases of…” Deduction

move from the General Specific main idea comes 1st

1. Topic Sentence with the main idea2. Supporting Details – evidence, proof, stats

* (Rule of Firsts & Lasts: beginnings & endings)

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II. GENERAL GUIDELINES(7) Separate FACT from Opinion

Findings facts you uncover observations primary evidence opinion = NOT part of Findings

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II. GENERAL GUIDELINES(7) Separate FACT from Opinion

Conclusions ideas or beliefs you develop based on your Findings opinion = part of Conclusions

Recommendations suggestions or action items based on your Conclusions opinions = almost exclusively make up these

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II. GENERAL GUIDELINES(8) Focus Attention on Your CONCLUSION

Conclusions “Conclusion” or “Conclusions” or “Closing” “Recommendations” or “Conclusions and

Recommendations”

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II. GENERAL GUIDELINES(8) Focus Attention on Your CONCLUSION

Conclusions Rule of Firsts & Lasts, Beginnings & Endings, major findings, conclusions, or recommendations

a. restate briefly if made in the Body

b. go into detail if led up to this section

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II. GENERAL GUIDELINES(9) Use ATTACHMENTS for less important Details

Attachments tables & figures costs

don’t bury these important figures these attachments will be copied, circulated

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II. GENERAL GUIDELINES(10) EDIT CAREFULLY

PROOFREAD!! especially personal names

KISS: short & simple sentences

Double-Check figures check Parallel Structure of Headings/Subheadings

have it reviewed by a colleague

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II. GENERAL GUIDELINES(1) Plan well before writing(2) Use Letter or Memo Format (but…)(3) Make text visually appealing(4) Use the ABC Format for organization(5) Use an “Introductory Summary”(6) Put important details in the Body(7) Separate fact from opinion(8) Focus attention on your Conclusion(9) Use Attachments for less important details(10) Edit carefully