Business Communication Chapter 9

Reports

• 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.

Types of Reports

• 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.

Organizational Patterns

• 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.

Writing Style

• 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.

Report Format

• 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.

Other Key Points

• 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.