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

SPECIFIC GUIDELINES 28

III. SPECIFIC GUIDELINES TYPES of INFORMAL REPORTS A. Problem Analyses B. Recommendation Reports C. Equipment Evaluations D. Progress and Periodic Reports E. Lab Reports 29

PROBLEM ANALYSES 30

III. SPECIFIC GUIDELINES A) PROBLEM ANALYSES o detailed description of problems in n n o 31 personnel equipment products services … internal or external

III. SPECIFIC GUIDELINES A) PROBLEM ANALYSES o information/data = n n o opinions = n n 32 objective presented so the reader can make decisions clearly separated from fact (duly noted) well-supported by facts

III. SPECIFIC GUIDELINES A) PROBLEM ANALYSES o ABC Format n Abstract o o 33 purpose of writing summary of problems covered

III. SPECIFIC GUIDELINES A) PROBLEM ANALYSES o ABC Format n Body o v o o 34 background on source problems well-organized description of the problems observed data that support your observations consequences of the problems

III. SPECIFIC GUIDELINES A) PROBLEM ANALYSES o ABC Format n Conclusion o o o 35 brief statement of main problems degree of urgency required to handle problems next step suggestions

RECOMMENDATION REPORTS 36

III. SPECIFIC GUIDELINES B) RECOMMENDATION REPORTS o specific suggestions regarding n n n 37 personnel equipment procedures products services …

III. SPECIFIC GUIDELINES B) RECOMMENDATION REPORTS o o o 38 main purpose = n to persuade data = n objective audience = n internal or external

III. SPECIFIC GUIDELINES B) RECOMMENDATION REPORTS o ABC Format n Abstract o o o 39 purpose of writing brief reference to the problem to which the recommendations respond summary of recommendations covered

III. SPECIFIC GUIDELINES B) RECOMMENDATION REPORTS o ABC Format n Body v Organization 1) Problem – Recommendation 2) brief discussion of the problems and then a detailed list of recommendations o 40 recommendations in the same order as the problems

III. SPECIFIC GUIDELINES B) RECOMMENDATION REPORTS o ABC Format n Body v Focus n n 41 * Keep the focus on the recommendations * Discuss the problems, absolutely, but be concise. Do not go into too much detail with the problems. Do not repeat what you have already done in the Problem Analysis Report.

III. SPECIFIC GUIDELINES B) RECOMMENDATION REPORTS o ABC Format n Body v v description of the problems (concise) description of the recommendations (detailed) n n n 42 What should be done? Change or upgrade from what to what? Be specific.

III. SPECIFIC GUIDELINES B) RECOMMENDATION REPORTS o ABC Format n Body v v v 43 data that support your recommendations main benefits of the recommendations (heading) any possible drawbacks or consequences (heading) Be specific, esp. with costs.

III. SPECIFIC GUIDELINES B) RECOMMENDATION REPORTS o ABC Format n Conclusion o o 44 brief restatement of main recommendations the main benefit of the recommended change your offer to help with the next step (as always, further contact)

EQUIPMENT EVALUATIONS 45

III. SPECIFIC GUIDELINES C) EQUIPMENT EVALUATIONS o information/data = n n o 46 objective concerning how equipment has or has not functioned well-documented review of the exact manner in which the equipment has performed

III. SPECIFIC GUIDELINES C) EQUIPMENT EVALUATIONS o Topics = n n n 47 machinery tools vehicles office supplies computer hardware computer software

III. SPECIFIC GUIDELINES C) EQUIPMENT EVALUATIONS o Focus = n n n Equipment problems, suggestions to solutions * Evaluate the equipment, not the problems * o o o 48 Don’t repeat the Problem Analysis Report Arrange your analysis according to its parts; then mention the problems as they relate to the parts Keep your focus on the equipment.

III. SPECIFIC GUIDELINES C) EQUIPMENT EVALUATIONS o ABC Format n Abstract o o o 49 purpose of writing summary of what the report says about the equipment (Why are you writing AND What’s ahead? )

III. SPECIFIC GUIDELINES C) EQUIPMENT EVALUATIONS o ABC Format n Body v v thorough description of the equipment well-organized critique o o 50 top-bottom, left-right, inside-out, … (coherence) analysis of the parts of one piece of equipment according to selected criteria

III. SPECIFIC GUIDELINES C) EQUIPMENT EVALUATIONS o ABC Format n Body v Evaluation Criteria (some, not all) n n n n 51 n physical design specifications ease of use quality of instructions maintenance (frequency & cost) availability of software warranty coverage service

III. SPECIFIC GUIDELINES C) EQUIPMENT EVALUATIONS o ABC Format n Body v o v additional supporting data reference to any attachments end with a Comparison/Contrast (table) n n 52 between this evaluated piece of equipment and your #1 recommendation from the R. R.

III. SPECIFIC GUIDELINES C) EQUIPMENT EVALUATIONS o ABC Format n Conclusion o o “Conclusions and Recommendations” brief restatement of major n n 53 findings conclusions recommendations (as always, further contact)

III. SPECIFIC GUIDELINES C) EQUIPMENT EVALUATIONS o ABC Format n Conclusion o o 54 Remember, your job here is merely to present the Decision-Maker with as much information she/he needs to make an informed decision. In the end, that person, not you, will make the decision.

III. SPECIFIC GUIDELINES C) EQUIPMENT EVALUATIONS o ABC Format n Grammar o o o 55 POV = third person, general (“students” or “one” rather than “you”) Hyphens: for 17 -inch, 5 -year warranty, cost-effective, log-in Numbers: for plural model numbers, do not use apostrophes (Model SUX 770 s, not 770’s) Transitions: use transitions to enumerate parts/problems or to note changes in direction Capitalization: Web and Internet are capitalized, Building 7

PROGRESS or PERIODIC REPORTS 56

III. SPECIFIC GUIDELINES D) PROGRESS REPORTS o details concerning n n o prearranged n n 57 the “progress” of work on a specific project number of reports intervals of reports

III. SPECIFIC GUIDELINES D) PROGRESS REPORTS o internal or external o data = mostly objective n can be persuasive, too o o 58 to present the best case for the work completed to sell this project (and future ones) to decision-makers

III. SPECIFIC GUIDELINES D) PERIODIC REPORTS o summarize your work n n 59 on diverse tasks over a specific time period v internal o data = mostly objective

III. SPECIFIC GUIDELINES D) PROGRESS or PERIODIC REPORTS o ABC Format n Abstract o o o 60 purpose of writing summary of main project(s) main progress to date or since last report

III. SPECIFIC GUIDELINES D) PROGRESS or PERIODIC REPORTS o ABC Format n Body v description of work completed since last report n n n 61 organized by task, time, or both several smaller tasks completed – o organize Body sections by time few larger tasks completed – o organize Body sections by task

III. SPECIFIC GUIDELINES D) PROGRESS or PERIODIC REPORTS o ABC Format n Body v clear reference to any dead ends n n o o explanation of delays or incomplete work description of work remaining on project(s) n 62 o that may have taken considerable time but yielded no results organized by task, time, or both reference to any attachments

III. SPECIFIC GUIDELINES D) PROGRESS or PERIODIC REPORTS o ABC Format n Conclusion o o o 63 brief restatement of work since last reporting period expression of confidence, or concern, about the overall work on the project(s) indication of your willingness to make any adjustments the reader may want to suggest

LAB REPORTS 64

III. SPECIFIC GUIDELINES E) LAB REPORTS o School n o Technical Communication n 65 in such courses as science, engineering, psychology in such organizations as hospitals, engineering firms, computer companies

III. SPECIFIC GUIDELINES E) LAB REPORTS v VARY in format n n n from company to company from Tech. Comm. instructor to TC instructor perhaps more than any other type of Informal Report * Check Your Organization’s Preferred Format! * 66

III. SPECIFIC GUIDELINES E) LAB REPORTS 67 o description of work done in the laboratory o internal or external o simple or complicated

III. SPECIFIC GUIDELINES E) LAB REPORTS o 68 Topics = n purpose of the work n equipment n problems n results n implications

III. SPECIFIC GUIDELINES E) LAB REPORTS o a Lab Report can be submitted as – n n 69 its own free-standing report part of a larger report o that uses Lab Work as supporting detail

III. SPECIFIC GUIDELINES E) LAB REPORTS o ABC Format n Abstract o o 70 purpose of writing summary of results

III. SPECIFIC GUIDELINES E) LAB REPORTS o ABC Format n Body v o 71 purpose or hypothesis of lab work equipment needed

III. SPECIFIC GUIDELINES E) LAB REPORTS o ABC Format n Body o o 72 procedures or methods used in lab test THUS writers rely heavily upon the Process-Analysis pattern of organization

III. SPECIFIC GUIDELINES E) LAB REPORTS o ABC Format n Body o o unusual problems or occurrences results of the test n n 73 with reference to your expectations results may appear in the Conclusion, instead

III. SPECIFIC GUIDELINES E) LAB REPORTS o ABC Format n Conclusion o o 74 statement or restatement of main results implications of lab test for further work