INFORMAL REPORTS SPECIFIC GUIDELINES 2 III SPECIFIC GUIDELINES

INFORMAL REPORTS

SPECIFIC GUIDELINES 2

III. SPECIFIC GUIDELINES TYPES of INFORMAL REPORTS A. Problem Analyses B. Recommendation Reports C. Equipment Evaluations D. Progress and Periodic Reports E. Lab Reports 3

PROBLEM ANALYSES 4

III. SPECIFIC GUIDELINES A) PROBLEM ANALYSES o detailed description of problems in n n o 5 personnel equipment products services … internal or external

III. SPECIFIC GUIDELINES A) PROBLEM ANALYSES o information/data = n n o opinions = n n 6 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 7 purpose of writing summary of problems covered

III. SPECIFIC GUIDELINES A) PROBLEM ANALYSES o ABC Format n Body o v o o 8 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 9 brief statement of main problems degree of urgency required to handle problems next step suggestions

RECOMMENDATION REPORTS 10

III. SPECIFIC GUIDELINES B) RECOMMENDATION REPORTS o specific suggestions regarding n n n 11 personnel equipment procedures products services …

III. SPECIFIC GUIDELINES B) RECOMMENDATION REPORTS o o o 12 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 13 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 v o o o 14 description of the problems description of the recommendations data that support your recommendations main benefits of the recommendations any possible drawbacks or consequences

III. SPECIFIC GUIDELINES B) RECOMMENDATION REPORTS o ABC Format n Conclusion o o o 15 brief restatement of main recommendations the main benefit of the recommended change your offer to help with the next step

EQUIPMENT EVALUATIONS 16

III. SPECIFIC GUIDELINES C) EQUIPMENT EVALUATIONS o information/data = n n o 17 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 18 machinery tools vehicles office supplies computer hardware computer software

III. SPECIFIC GUIDELINES C) EQUIPMENT EVALUATIONS o Focus = n n 19 problems suggestions to solutions

III. SPECIFIC GUIDELINES C) EQUIPMENT EVALUATIONS o ABC Format n Abstract o o 20 purpose of writing summary of what the report says about the equipment

III. SPECIFIC GUIDELINES C) EQUIPMENT EVALUATIONS o ABC Format n Body v v thorough description of the equipment well-organized critique n n o 21 o either analyzing the parts of one piece of equipment or contrasting several pieces of similar equipment o according to selected criteria additional supporting data reference to any attachments

III. SPECIFIC GUIDELINES C) EQUIPMENT EVALUATIONS o ABC Format n Conclusion o brief restatement of major n n n 22 findings conclusions recommendations

PROGRESS or PERIODIC REPORTS 23

III. SPECIFIC GUIDELINES D) PROGRESS REPORTS o details concerning n n o prearranged n n 24 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 25 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 26 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 27 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 28 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 29 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 30 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 31

III. SPECIFIC GUIDELINES E) LAB REPORTS o School n o Technical Communication n 32 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! * 33

III. SPECIFIC GUIDELINES E) LAB REPORTS 34 o description of work done in the laboratory o internal or external o simple or complicated

III. SPECIFIC GUIDELINES E) LAB REPORTS o 35 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 36 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 37 purpose of writing summary of results

III. SPECIFIC GUIDELINES E) LAB REPORTS o ABC Format n Body v o 38 purpose or hypothesis of lab work equipment needed

III. SPECIFIC GUIDELINES E) LAB REPORTS o ABC Format n Body o o 39 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 40 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 41 statement or restatement of main results implications of lab test for further work