informal reports, guidelines for writing informal reports
DESCRIPTION
from Chapter 10 of Business Communications, 5th editionTRANSCRIPT
INFORMAL REPORTS
By M.E. GuffeyBusiness Communication
Chap 10
SEVEN KINDS OF INFORMAL REPORTS
1. Information reports
Collect and report and organize information
Records routine activities Do not analyze information
2. Recommendation Reports
They present information They offer analysis in addition to data Evaluates options and offer
recommendations solicited
3.Justification reports
Attempts to solve problems Unsolicited Observes a problem, analyzes
alternatives, and describes a potential solution
4. Progress Report
Monitors the headway of unusual or nonroutine activities.
A. Is the project on schedule? B. Are corrective measures needed? C. What Activities are next?
5. Minutes of Meetings
A record of proceedings of a meeting For clubs or committees
6. Summaries
Condense the primary ideas, conclusions, and recommendations of a longer report or publication.
7. To-file reports
Prepared to document an idea or action Provides a written record of
conversations, directives, and decisions
REPORT FORMATS
1. Letter format 2. memo format 3. Report format 4. Prepared forms
Guidelines for Writing Informal Reports
1. Defining the Project
ask yourself, “Am I writing this report to INFORM, to ANALYZE, to SOLVE A PROBLEM, or to PERSUADE?
Include a statement of purpose Analyze who will read the report.
2. Gathering Data
Company records Observations Surveys, Questionnaires, and Inventories Interviews Electronic and other Research
3. Determining Organization
Reports may be organized INDUCTIVELY or DEDUCTIVELY
A. Inductive approach
That means placement of the main ideas is delayed.
It mirrors our method of thinking: problem, facts, analysis, and recommendation.
It is useful when persuasion is necessary Commonly used in business reports
B. Deductive approach
It is more direct. Recommendations and conclusions are
presented first so that the readers have a frame of reference for the following discussion and analysis
4. USING EFFECTIVE HEADINGS
Serves as outline of the text Highlights major ideas and categories Act as guides for locating facts Provides resting points for the mind and
eyes, breaking up large chunks of text into manageable and inviting segments.
You may use either functional or talking heads.
a. Functional heads
Uses Introduction, Discussion of Findings , and Summary
Helps the writer outline a report
b. Talking heads
Such as Students Perplexed by Shortage of Parking or Short-term Parking
provide more information to the reader You can make headings both functional
and descriptive.
General tips on displaying headings effectively:
Use appropriate heading levels. Strive for parallel construction. For short reports use first- and second-
level headings Capitalize and underline carefully Keep headings short but clear. Don’t enclose headings in quotation
marks. Don’t use headings as antecedents for
pronouns.
5. Being Objective
Reports are convincing only when the facts are believable and the writer is credible.
Ways of building Credibility
Present both sides of an issue Separate fact from opinion Be sensitive and moderate in your choice
of language. Cite sources.
Tips for designing 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
Tips for designing better documents
Design readable headlines Strive for an attractive page layout. Use graphics and clip art with restraint. Avoid amateurish results. Develop expertise.
The end
Prepared by:
Professor Rodelito L. Sazon University of Mindanao Matina Gravahan, Davao City , Philippines