INFORMAL REPORTS DEFINITION and EXAMPLES 2 I DEFINITION

INFORMAL REPORTS

DEFINITION and EXAMPLES 2

I. DEFINITION Informal Reports o Length: n A document that contains 2 -5 pages of text o o Content: n n o More substantive than a simple Letter or Memo But less substantive than a Formal report Audience: n n For an external or internal audience Directed to readers within & outside the company o 3 not including attachments o Internal = “Memo Report” External = “Letter Report”

I. DEFINITION o o MEMO REPORT internal examples at Mc. Duff n n need for testing equipment personnel problem need for drafting tables progress in hiring minorities report on training session o o LETTER REPORT external examples at Mc. Duff n n n n 4 training recommendation Seafloor study marketing report asbestos project environmental study equipment design project

I. DEFINITION Informal Reports vs. Letters, Memos, Emails o Informal Reports = n n n 5 more length (longer) more substance more organizational skills

I. DEFINITION o Purpose: n To inform o n To persuade o n 6 to clarify, explain to convince, sell To inform AND persuade

I. DEFINITION o Examples: n Problem Analysis o n Recommendation Reports o o o n summary of work Lab Reports o 7 objective data Progress Reports/Periodic Reports o n objective & subjective facts & opinions = supported with facts Equipment Evaluation o n objective procedure, problem, results, implications, …

GENERAL GUIDELINES 8

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

II. GENERAL GUIDELINES (1) PLAN well before Writing o o o Complete the Planning Form Purpose Reader Analysis: n o 10 who they are, their roles, their needs Outline of main points

II. GENERAL GUIDELINES (2) Use LETTER or MEMO Format (but…) Letter Report = Letter o o produced on letterhead on all pages (except p. 1) n reader’s name n date n page numbers o Letter Report vs. Letter Greeting = n n o “Report Title” = n o n n o immediately after the inside address spacing n 11 replaced by “Attention Line” when sending to multiple readers between lines 1, 1. 5, 2 depending on reader’s preference see p. 280

II. GENERAL GUIDELINES (2) Use LETTER or MEMO Format (but…) o o Memo Report = Memo date/to/from/subject lines on all pages (except p. 1) n n n o n n attention-grabber glimpse at topic and concise & specific writing n o longer more headings spacing n Subject Line with n 12 reader’s name date page numbers o Memo Report vs. Memo Reports = between lines 1. 5 or 2 see p. 282

II. GENERAL GUIDELINES (3) Make Text VISUALLY APPEALING o o o 13 frequent use of Headings & Subheadings Bullets for short lists Numbers for long lists

II. GENERAL GUIDELINES (4) Use the ABC Format for Organization o ABSTRACT n n 14 encapsulated info for “decision-makers” purpose + highlights

II. GENERAL GUIDELINES (4) Use the ABC Format for Organization o BODY n n n 15 details, details supporting evidence for “technical readers”

II. GENERAL GUIDELINES (4) Use the ABC Format for Organization o CONCLUSION n description or list of o o o n 16 findings conclusions recommendations for “decision-makers”

II. GENERAL GUIDELINES (5) Use an “INTRODUCTORY SUMMARY” (Call the Abstract an Introductory Summary) o Length n n o 1 -2 pages not long, not drawn out Location n Letter Reports o n Memo Reports o 17 I. S. comes immediately after the Title I. S. comes immediately after the Subject Line

II. GENERAL GUIDELINES (5) Use an “INTRODUCTORY SUMMARY” 1. Purpose Statement n n 2. Scope Statement n n 3. the range of the data contained therein the scope, the gist Summary n n 18 purpose of the report Why are you writing this report? of essential information stress the crucial info the reader wants/needs to know

II. GENERAL GUIDELINES (6) Put Important Details in the BODY o Headings n v 19 at least 1 heading per page new point = new heading v (or, new point = new subheading)

II. GENERAL GUIDELINES (6) Put Important Details in the BODY o Lead-In Passage n n n precedes subheadings (before the 1 st subheading) mention the subsections to follow Microcosm = Macrocosm o o n n 20 Lead-In Passage = Abstract, Introductory Summary sets the scene, acts like a road map “This section covers the three phases of…” Deduction o move from the General Specific o main idea comes 1 st 1. Topic Sentence with the main idea 2. Supporting Details – evidence, proof, stats * (Rule of Firsts & Lasts: beginnings & endings)

II. GENERAL GUIDELINES (7) Separate FACT from Opinion o Findings n n 21 facts you uncover observations primary evidence opinion = NOT part of Findings

II. GENERAL GUIDELINES (7) Separate FACT from Opinion o Conclusions n n o Recommendations n n 22 ideas or beliefs you develop based on your Findings opinion = part of Conclusions suggestions or action items based on your Conclusions opinions = almost exclusively make up these

II. GENERAL GUIDELINES (8) Focus Attention on Your CONCLUSION o Conclusions n n 23 “Conclusion” or “Conclusions” or “Closing” “Recommendations” or “Conclusions and Recommendations”

II. GENERAL GUIDELINES (8) Focus Attention on Your CONCLUSION o Conclusions n n a. b. 24 Rule of Firsts & Lasts, Beginnings & Endings, major findings, conclusions, or recommendations restate briefly if made in the Body go into detail if led up to this section

II. GENERAL GUIDELINES (9) Use ATTACHMENTS for less important Details o Attachments n n tables & figures costs o o 25 don’t bury these important figures these attachments will be copied, circulated

II. GENERAL GUIDELINES (10) EDIT CAREFULLY o PROOFREAD!! n o KISS: n o n 26 short & simple sentences Double-Check n o especially personal names figures check Parallel Structure of Headings/Subheadings have it reviewed by a colleague

II. GENERAL GUIDELINES (1) (2) (3) (4) (5) (6) (7) (8) (9) (10) 27 Plan well before writing Use Letter or Memo Format (but…) Make text visually appealing Use the ABC Format for organization Use an “Introductory Summary” Put important details in the Body Separate fact from opinion Focus attention on your Conclusion Use Attachments for less important details Edit carefully