Informal Reports and Their Organization

Reports that present data without any analysis or recommendations.

Reports that present data or findings with analyses and conclusions.

The direct strategy is helpful when readers are informed, supportive, or eager to have results first.

The indirect strategy is best when readers need persuasion or education, or might be disappointed by the findings.

An informal writing style uses first-person pronouns, contractions, active-voice verbs, short sentences, and familiar words.

Active-voice verbs clearly show the subject performing the action.

The format of a report is governed by its length, topic, audience, and purpose.

Letter format is suitable for short informal reports addressed outside an organization.

Memo or email format works best for short informal reports staying within an organization.

Manuscript format is ideal for longer, more formal reports, like the results of a lengthy study.

Preprinted forms are commonly used for repetitive data like monthly sales reports, performance appraisals, and inventories.

Infographics are visual representations of data that are easy to share on blogs and social media.

Functional headings show the sections of a report (e.g., "Findings", "Recommendations").

Talking headings describe the content of a report section and provide more information to the reader.

Before gathering data or determining format, you must define the purpose of your report.

Company records, observation, and surveys are reliable sources of factual information for informal reports.

A problem statement helps clarify the task. It's further refined by developing a statement of purpose that defines the report's scope.

A statement of purpose defines the focus of the report and begins with an action verb.

Primary data come from firsthand experience and observation.

Secondary data result from reading what others have experienced or observed and recorded.

Company records and files are great resources for investigating past performance and methods used to solve previous problems.

Interviews are valuable sources of firsthand information, allowing deeper insights from experts.

Informational reports describe periodic, recurring activities, or specific events.

Most informational reports are written using an informal writing style and are intended for a neutral or receptive audience.

For a trip, conference, or convention report, start with a summary of the main points and include headings and bullets for readability.

A progress report provides a detailed overview of the current status of a project.

Meeting minutes record the key points discussed, decisions made, and actions taken.

An executive summary condenses a long report, proposal, or business plan into a concise overview for management.

A summary should reduce a report or article by 85 to 95 percent.

Justification/recommendation reports often present a solution that addresses a problem, and aim to persuade the reader to act.

A feasibility report examines the practicality and advisability of a plan of action.

Informational reports emphasize facts, while analytical reports emphasize reasoning and conclusions.

A business report is a formal document that examines a specific topic, presents information and analysis, and often includes conclusions and recommendations.

The direct organizational strategy presents the main points (purpose, findings, etc.) near the beginning of the report, followed by supporting details.

The indirect organizational strategy starts with background information and builds towards the main points, revealing them towards the end.

The format of a report is determined by its length, topic, audience, and purpose.

Preprinted forms are often used for reports with repetitive data, like monthly sales reports or inventory lists.

Infographics are visually appealing charts, graphs, and diagrams that present data in an easily understandable way.

Before collecting data or deciding on a format, you must clearly understand the purpose of your report.

Company records, observation, and surveys are reliable sources of fact-based information for informal reports.

A problem statement clarifies the issue or challenge your report addresses; a statement of purpose further outlines the report's scope and focus.

Informational reports describe periodic activities (like monthly reports) or specific events (like a conference).

Informational reports are usually written using an informal style and are aimed at a neutral or receptive audience.

Yardstick reports examine different solutions to a problem by comparing them against a set of criteria.

A purpose statement clarifies the focus of your report and helps ensure you stay on track.

This organizational pattern presents information in a time-based sequence, useful for describing procedures or historical events.

This organizational pattern highlights both similarities and differences between two or more ideas.

This organizational pattern arranges information based on location, useful for reports describing physical spaces.

Primary research data comes directly from the source, through firsthand experience or observation.

Secondary research data comes from analyzing information that others have gathered and recorded.

This refers to the overall appearance and structure of your report.

Checking the accuracy of the content in your report is crucial to ensure it is reliable and truthful.

The format of a report depends on its length, topic, audience, and purpose.

Informal reports can use first-person pronouns and contractions, as it makes the writing more engaging and approachable.

For longer, more formal reports, the manuscript format is the standard choice. It's usually printed on plain paper without letterhead.

When readers need to be informed or persuaded, or may be disappointed by the findings, the indirect strategy is more effective.

A problem statement clarifies the issue your report addresses, while the statement of purpose defines the report's scope and focus.

Infographics use visual representations of data to make it easy to understand and share. They offer a clear alternative to dense text.

Company records provide insights into past performance and methods used to solve problems. They serve as a good source for reports.

The format of a memo is suitable for short informal reports that stay within an organization. Today, most memos are sent electronically.

A summary condenses the essential points of a report, proposal, or business plan, aiming to present the core information in a concise and digestible format.

An executive summary serves as a concise overview of a longer report, proposal, or business plan, typically written for management or key decision-makers.

Meeting minutes are a record of discussions, decisions, and actions taken during a meeting. They are valuable for tracking progress and ensuring accountability.

A summary report condenses the key ideas and conclusions of a longer document, making it more accessible and easier to consume.

A summary should condense a report or article by approximately 85 to 95 percent, focusing on conveying the most important information in a concise and informative way.

Informational reports present data or facts without interpretation or analysis, focusing on providing objective information about a topic or event.

Analytical reports go beyond simply presenting data; they analyze the information, draw conclusions, and sometimes offer recommendations.

A summary should be concise and specific, focusing on the main ideas and conclusions of the original document. It should include the source of the information and be written in a clear and objective style.

Digital methods, like email, PDF files, and PowerPoint slides, are commonly used to submit reports in today's business world.

Secondary data is information that has already been collected and analyzed by someone else. You can access it through books, articles, websites, podcasts, and more.

Primary data comes directly from your own observations, experiences, and experiments. You gather it firsthand.

Chronological order arranges information in a sequence according to time, like a timeline.

A business report's mechanics are things like grammar, punctuation, and spelling. Proofreading focuses on getting these details right.

A database is a digital collection of organized information, easily accessible through computers and mobile devices. Think of it like a digital library!

When assessing a webpage's credibility, it's important to know who is behind it. Who is sponsoring or funding the website?

Print resources, such as books and journals, are still valuable for business reports, even with the abundance of online information.

A report writer conducts research mostly using secondary sources, not primary. They gather information from previously published materials.

Paraphrasing involves understanding the original text, then writing your own version without looking at it, avoiding direct word replacement and structure.

Direct quotes are used for objective data, proving severity of a problem from experts, or reproducing exact wording before critical statements.

Nearly all original work created after 1989 is copyrighted, even without a notice.

Graphics simplify complexity, highlight key information, and enhance reader understanding and memory.

Tables present quantitative or verbal information in columns and rows, effectively summarizing large amounts of data.

Line charts are great for showing change over time, revealing trends or patterns in data.

Pie charts display percentages within a whole, revealing the relative proportions of a specific category.

Flowcharts illustrate procedures or processes, showing steps and their order.

Reports that inform readers about a business trip, conference, or convention.

Using direct quotations effectively in reports involves understanding when and how to use them to support your arguments and avoid plagiarism.

Overuse of direct quotations can make readers think you lack original ideas. Summarize and introduce a quote before presenting it to ensure its impact.

Long quotations require careful handling to avoid overwhelming readers. Summarize the main point in your own words before presenting the quote.

Assume that all intellectual property is copyrighted, even internet content. Request permission for use, and be aware of fair-use restrictions.

Graphics make reports more visually appealing and help readers understand complex information easily. They enhance memory and communication.

To avoid plagiarism, always cite sources correctly and use proper formatting, like footnotes or endnotes, for documentation.

Tables effectively organize data in columns and rows, providing a clear visual representation of information. They enhance readability and data analysis.

Line charts display trends and patterns in data over time. They highlight fluctuations and growth, making it easy to visualize change.

Incorporating graphics in a report can enhance understanding, but using too much color can be distracting.

A letter or memo used to introduce a report to its recipient, often outlining the report's purpose, key findings, and recommendations.

A table of contents lists all the sections of the report, including the main body headings and subheadings, along with their corresponding page numbers.

Flowcharts use diagrams to represent a process or procedure, showing the steps involved and their order.

Focus on understanding the problem or question your report addresses before diving into data collection or formatting decisions. This clarifies the report's purpose and helps ensure its relevance.

Company records, often internal documents such as financial statements, sales data, or past reports, provide valuable insights into past performance and operations.

Use of visual aids like charts, graphs, and diagrams can simplify complex information and make it easier to comprehend and remember.

Rephrasing a text in your own words, focusing on meaning rather than just replacing words.

Using exact words from a source, enclosed in quotation marks, to provide objective data, emphasize expert opinions, or before critical statements.

Tables organize quantitative or verbal information into columns and rows, summarizing large amounts of data concisely.

Line charts show changes over time, revealing trends and patterns in data.

Pie charts display parts of a whole as slices, showcasing percentages and proportions.

Flowcharts visually represent procedures or processes, showing steps and their order.

The conclusions and recommendations section in a report explains the significance of the findings and offers actionable suggestions. It is crucial for guiding readers to understand the implications of the research.

Formal reports present the results of thorough investigations and analyses, providing in-depth information and insights for decision-making. They are structured to present detailed findings and arguments.

A request for proposal (RFP) is a formal document that outlines the requirements for a project or service and invites potential vendors to submit proposals for consideration. It's a key tool in procurement processes.

A proposal's completion date should be clearly stated in the Proposal, Plan, and Schedule section, and it may also be mentioned in the Conclusion and Authorization section. This ensures transparency and helps manage expectations.

A well-written purpose statement defines the report's focus and scope, helping to keep the project on track. It guides the research and ensures that the report stays coherent.

In the bibliographic section of a report, all sources should be listed in alphabetical order to ensure consistency and allow readers to easily find the referenced materials.

A yardstick report compares different solutions to a problem by measuring them against a set of predetermined criteria, making it easier to evaluate and choose the best option.

A project's feasibility report assesses its practicality and advisability by analyzing its potential risks, benefits, and resources. It helps determine if the project is worth pursuing.