Business Communication Chapter 9

Study Notes

Reports are used to convey information, answer questions, and solve problems.
Informal reports of eight or fewer pages are the most common report in the workplace.

Informational reports present data without analysis or recommendations.
Analytical reports provide data or findings, analyses, and conclusions.
Justification/recommendation reports attempt to solve problems by evaluating options and offering recommendations.
Progress reports are used to tell management whether a nonroutine project is on schedule.
Feasibility reports are used to decide whether to proceed with a plan of action.
Trip reports are used to identify the event attended or the company visited, summarize main points, and itemize expenses.

Direct organizational pattern: presents the most important information first.
Indirect organizational pattern: presents the problem, discussion, and findings before the conclusions and recommendations.
The indirect pattern is more logical and mirrors the way we solve problems.

Informal writing style includes:
- Contractions (e.g., wouldn't, don't, they're).
- Second-person pronouns (e.g., you and your).
Active-voice verbs are preferred in report writing.
Use headings to break up the report and make it easier to read.

The format of a report depends primarily on its topic, audience, and purpose.
Use a letter format for short informal reports addressed outside an organization.
Use a formal format for reports that require a more structured approach.

A report should include at least one heading per page.
The purpose of a report is to convey information, answer questions, and solve problems.
Reports can be used to persuade or inform the audience.