Page |1

Informal Reportsi

WebMod #3- Week Eight

Collecting information and organizing it clearly and simply into meaningful reports are skills that all successful business people today require. In this age of information, reports play a significant role in helping decision makers solve problems. You can learn to write good reports by examining basic techniques and by analyzing appropriate models. Informal reports tend to be short (fewer than ten pages), use memo or letter format, and are personal in tone. You are about to examine six categories of informal reports frequently written in business. In many instances the boundaries of the categories overlap; distinctions are not always clear-cut. Individual situations, goals, and needs may make one report take on some characteristics of a report in another category. Still, these general categories, presented here in a brief overview, are helpful to beginning writers. Information reports: Reports that collect and organize information are informative or investigative. They may record routine activities such as daily, weekly, and monthly reports of sales or profits. They may investigate options, performance, or equipment. Although they provide information, they do not analyze that information. Recommendations reports: Recommendation reports are similar to information reports in that they present information. However, they offer analysis in addition to data. They attempt to solve problems by evaluating options and offering recommendations. These reports are solicited; that is, the writer has been asked to investigate and report. Justification reports: Like recommendation reports, justification reports attempt to solve problems. However, they are unsolicited; that is the writer generates the report on his or her own. He or she observes a problem, analyses alternatives, and describes a potential solution. Progress reports: Progress reports monitor the headway of unusual or non-routine activities. For example, progress reports would keep management informed about a committees preparations for a trade show 14 months from now. Such reports usually answer three questions. (1) Is the project on schedule? (2) Are corrective measures needed? (3) What activities are next? Summaries: A summary condenses the primary ideas, conclusions, and recommendations of a longer report or publication. Employees may be asked to write summaries of technical reports. Students may be asked to write summaries of periodical articles or books to sharpen their writing skills. To-file reports: Reports prepared to document an idea or action are called to-file reports. These useful reports provide a written record of conversations, directives, and decisions. In todays often complex business world, such reports are becoming increasingly important.

Page |2

Report Formats
How should a report look? The following four formats are frequently used.

Letter format is appropriate for informal reports prepared by one organization for another. These reports are much like letters except that they are more carefully organized, using heading and lists where appropriate. Memo format is common for informal reports written for circulation within an organization. These internal reports follow the conventions of memos, with the addition of headings. Report format is used for longer and somewhat more formal reports. Printed on plain paper (instead of letterhead or memo forms), these reports begin with a title followed by carefully displayed headings and subheadings. Prepared forms are useful in describing routine activities such as police arrest reports or merchandise inventories. Standardized headings on these forms save time for the writer; forms also make similar information easy to locate.

Guidelines for Writing Informal Reports

Your natural tendency in preparing a report is to sit down and begin writing immediately. If you follow this urge, however, you will very likely have to rewrite or even start again. Reports take planning, beginning with defining the project and gathering data. The following guidelines will help you plan your project. Defining the Project Begin the process of report writing by defining your project. This definition should include a statement of purpose. Ask yourself: Am I writing this report to inform, to analyze, to solve a problem, or to persuade? The answer to this question should be a clear, accurate statement identifying your purpose. In informal reports the statement of purpose may be only one sentence; that sentence usually becomes part of the introduction. Notice how the following introductory statement describes the purpose of the report: This report presents information regarding professional development activities coordinated and supervised by the Human Resources Department between the first of the year and the present. After writing a statement of purpose, analyze who will read your report. If your report is intended for your immediate supervisors, and they are supportive of your project, you need not include extensive

Page |3 details, historical development, definition of terms, or persuasion. Other readers, however, may require background information and persuasive strategies. The expected audience for your report influences your writing style, research method, vocabulary, areas of emphasis, and communication strategy. Remember, too, that your audience may consist of more than one set of readers. Reports are often distributed to secondary readers who may need more details than the primary readers.

Gathering Data
A good report is based on solid, accurate, verifiable facts. Typical sources of factual information for informal reports include (1) company records; (2) observations; (3) surveys, questionnaires, and inventories; (4) interviews; and (5) research. Company Records: Many business-related reports begin with an analysis of company records and files. From these records you can observe past performance and methods used to solve previous problems. You can collect pertinent facts that will help determine a course of action. Observation: Another logical source of data for many problems lies in personal observation and experience. For example, if you were writing a report on the need for additional computer equipment, you might observe how much the current equipment is being used and for what purpose. Surveys, Questionnaires, and Inventories: Data from groups of people can be collected most efficiently and economically by using surveys, questionnaires, and inventories. For example, if you were part of a committee investigating the success of a campus recycling program, you might begin by using a questionnaire to survey use of the program by students and faculty. You might also do some informal telephoning to see if departments on campus know about the program and are using it. Interviews: Talking with individuals directly concerned with the problem produces excellent first hand information. Interviews also allow for one-on-one communications, thus giving you an opportunity to explain your questions and ideas in eliciting the most accurate information. Electronic and Other Research: In researching information for reports, you would probably be interested in finding examples from other organizations that shed light on the problem identified in your report. You might also check out your competitors to see what they are currently doing and what they have done in the past. An extensive source of current and historical information is available electronically through computer databases and other online resources. From a home, office, or library computer you can obtain access to vast amounts of information provided by governments, newspapers, magazines, and companies from all over the world. For short, informal reports the most usable date will probably be found in periodicals and online resources.

Page |4

Determining Organization
Like correspondence reports may be organized inductively (indirectly) or deductively (directly). Placement of the main idea (recommendations or conclusions) is delayed in the inductive approach. See figures below for a report organized two different ways. Only the main facts representing a complex problem are shown. However, you can see the effects of organization. The inductive approach brings the reader through the entire process of analyzing a problem. It mirrors our method of thinking: problem, facts, analysis, and recommendation. This strategy is successful when persuasion is necessary. Its also useful when the reader lacks knowledge and must be informed. However, busy executives or readers already familiar with the problem may want to get to the point more quickly. The deductive approach is more direct; recommendations and conclusions are presented first so that readers have a frame of reference for reading the discussion and analysis that follow. Business reports are commonly organized deductively. Analyze your audience and purpose to determine the best overall strategy.

Page |5 INDUCTIVE (INDIRECT) METHOD Problem Facts Inadequate student parking on campus during prime class times. 10,000 permits sold for 3,000 parking spaces; some parking lots unusable in bad weather; large numbers of visitors without permits fill parking spaces; no land for new lots. Carpool? Try shuttles from distant parking lots? Enforce current regulations more strictly? Charge premium for parking in prime locations or during prime times? Build multi-storey parking structures? Restrict visitors? Short term: begin shuttle program. Long term: solicit funds for improving current lots and building new multi-storey structures.

Discussion

Recommendations

DEDUCTIVE (DIRECT) METHOD Problem Recommendations

Facts

Discussion

Inadequate student parking on campus during prime class times. Short term: begin shuttle program. Long term: solicit funds for improving current lots and building new multi-storey structures. 10,000 permits sold for 3,000 parking spaces; some parking lots unusable in bad weather; large numbers of visitors without permits fill parking spaces; no land for new lots. Carpool? Try shuttles from distant parking lots? Enforce current regulations more strictly? Charge premium for parking in prime locations or during prime times? Build multi-storey parking structures? Restrict visitors?

Page |6

Being Objective
Reports are convincing only when the facts are believable and the writer is credible. You can build credibility in a number of ways: Present both sides of an issue. Even if you favour one possibility, discuss both sides and show through logical reasoning why your position is superior. Remain impartial, letting the facts prove your point. Separate fact from opinion. Suppose a supervisor wrote Our department works harder and gets less credit than any other department in the company. This opinion is difficult to prove, and it damages the credibility of the writer. Amore convincing statement might be Our productivity has increased 6 percent over the past year, and Im proud of the extra effort my employees are making. After youve made a claim or presented an important statement in a report, ask yourself: Is this a verifiable fact? If the answer is no, rephrase your statement to make it sound more reasonable. Be sensitive and moderate in your choice of language. Dont exaggerate. Instead of saying most people think... , it might be more accurate to say some people think..., Obviously, avoid using labels and slanted expressions. Calling someone an idiot, a techie, or an elitist demonstrates bias. If readers suspect that a writer is prejudiced, they may discount the entire argument. Cite sources. Tell your readers where the information came from. For example, In a telephone interview with Blake Spence, director of transportation, October 15, he said ... or in report that appeared in The Montreal Gazette (August 4) it is stated that... . By referring to respected sources, you lend authority and credibility to your statements. Your words become more believable and your argument more convincing.

Page |7
(Framework of Information Reports)

Memorandum
Date: To: From: Subject:

Introduction or Background Explain why you are writing Describe what methods and sources were used to gather information and why they are credible Provide any special background information that may be necessary Give the purpose of the report Offer a preview of your findings

Discussion of Findings / also called Observations, Facts, Results, or Discussion To display the findings effectively, number the paragraphs, underline or bold-face the key words or indent the paragraphs Organize information by using one of these methods : chronological, topical, most to least important

Summary (optional) Short paragraphs Ample use of headings Concise writing

Page |8
( Framework of Recommendation Reports) Memorandum Date: To: From: Subject:

Background Problem Findings Conclusions Provides details that justify need for change Presents facts that suggest significance of problem

Draws conclusions from preceding facts

Mary Ellen Guffey & Brendan Nagel Essentials of Business Communication, 4 Ed. Co.2003 by Nelson (Chapter 10)

th

Page |9

Vocabulary Expansion: In this section, put a check mark beside the words you already know. Look up the meanings of the words or expressions that you dont know.
X require significant tone Clear-cut Brief overview investigative options solicited potential Trade shows publication complex circulation internal displayed standardized guidelines accurate coordinated extensive impartial credibility bias prejudiced discount Vocabulary in Context Meanings

P a g e | 10

Comprehension Questions:

1. List six kinds of short reports. Be prepared to describe each. 2. List four formats suitable for reports. Be prepared to discuss each. 3. What is the purpose of a to-file report? 4. Information generally contains what three parts? 5. What one factor distinguishes reports developed inductively from those developed deductively? 6. Why is memo formatting most popular for informal reports? 7. Why does citing your sources make your argument(s) more convincing? 8. What are some ways you can gather data? 9. Which occupations mostly use prepared forms?
10. How do business reports differ from business letters?

Detailed Course Description High Intermediate Page 5 2006/04