Informal reports

Good report writers, like the great leaders Gen. Collin Powell describes, can simplify facts so that
anyone can understand them in reports. Why do you need to learn how to write reports? As a
business and professional communicator, you’ll probably have your share of reports to write. Reports
are a fact of life in global business. With increasing emphasis on performance and profits, business
people analyze the pros and cons of problems, studying alternatives and assessing facts, figures, and
details. This analysis results in reports.

Management decisions in many organizations are based on information submitted in the form of
reports. In this chapter, we’ll concentrate on informal reports. These reports tend to be short
(usually ten or fewer pages), use memory letter format, and are personal in tone. You’ll learn about
the functions, patterns, formats, and writing styles of typical business reports. You’ll learn to write
good reports by examining basic techniques and by analyzing appropriate models.

UNDERSTANDING REPORT BASICS

Because of their abundance and diversity, business reports are difficult to define. They may range
from informal half-page trip reports to formal 200-page financial forecasts. Reports may be
presented orally in front of a group or electronically on a computer screen. Some reports appear as
words on paper in the form of memos and letters. Other are primarily numerical data, such as tax
reports or profit-and-loss statements. Some seek to provide information only, others aim to analyze
and make recommendations. Although reports vary greatly in length, content, form, and formality
level, they all have one common purpose. Business reports are systematic attempts to answer
questions and solve problems.

FUNCTIONS OF REPORTS

In terms of what they do, most reports can be placed in two broad categories: information reports
and analytical reports.

Information Reports. Reports that present data without analysis or recommendations are primarily
informational. Although writers collect and organize facts, they are not expected to analyze the facts
for readers. A trip report describing an employee’s visit to a trade show, for example, simply presents
information, compliance with regulations, and company policies and procedures.

Analytical Reports. Reports that provide data, analyses, and conclusions are analytical. If requested,
writers also supply recommendations. Analytical reports may intend to persuade readers to act or to
change their beliefs. Assume you’re writing a feasibility report that compares several potential
locations for a work out/ fitness club. After analyzing and discussing alternatives, you might
recommend one site, thus attempting to persuade readers to accept this choice.

ORGANIZATIONAL PATTERNS

Like letters and memos, reports may be organized directly or indirectly. The reader’s expectations
and the content of a report determine its pattern of development, as illustrated in Figure 9.1

Direct Pattern. When the purpose for writing is presented close to the beginning, the organizational
pattern is direct. Information reports, such as the letter reports shown in Figure 9.2, are usually
arranged directly. They open with an introduction, followed by the facts and a summary. In Figure
9.2, the writer explains a legal services plan. The letter report begins with an introduction. Then it
present the facts, which are divided into three subtopics identified by descriptive headings. The
letter ends with a summary and a complimentary close.

Analytical reports may also be organized directly, especially when readers are supportive or are
familiar with the topic. Many busy executives prefer this pattern because it gives them the results of
the report immediately. They don’t have to spend time wading through the facts, findings,
discussion, and analyses to get to the two items they are most interested in- conclusions and
recommendations. You should be aware, though, that unless readers are familiar with the topic, they
may find the direct pattern confusing. Some readers prefer the indirect pattern because it seems
logical and mirrors the way we solve problems.

FIGURE 9.1

Indirect Pattern. When the conclusions and recommendations, if requested, appear at the end of the
report, the organizational pattern is indirect. Such reports usually begin with an introduction or
description of the problem, followed by facts and interpretation from the writer. They end with
conclusions and recommendations. This pattern is helpful when readers are unfamiliar with the
 problem. It’s also useful when readers must be persuaded or when they may be disappointed in or
hostile toward the report’s findings. The writer is more likely to retain the reader’s interest by first
explaining, justifying, and analyzing the facts and then making recommendations. This pattern also
seems most rational to readers because it follows the normal thought process: problem, alternative
(facts), solution.

FORMATS

The format of a report is governed by its length, topic, audience, and purpose. After considering
these elements, you’ll probably choose from among the following four formats.

Letter Format. Use letter format for short (say, ten or fewer pages) informal reports addressed
outside an organization. Prepared on office stationery, a letter report contains a date, inside address,
salutation, and complimentary close, as shown in Figure 9.2. Although they may carry information
similar to that found in correspondence, letter reports usually are longer and show more careful
organization than most letters. They also include headings.

Memo Format. For short informal reports that stay within organizations, memo format is
appropriate. Memo reports begin with DATE, FROM, and SUBJECT.

FIGURE 9.2

TIPS FOR LETTER REPORTS

 Use letter format for short informal reports sent to outsiders.

 Organize the facts section into logical divisions identified by consistent headings.
 Single-space the body.
 Double-space between paragraphs.
 Leave two blank lines above each side heading.
 Create ide margins of 1 to 1 ¼ inches.
 Add a second page heading, if necessary, consisting of the addressee’s name, the page number,
and the date.

Like letter reports, memo reports differ from regular memos in length, use of headings, and
deliberate organization.

Manuscript Format. For longer, more formal reports, use manuscript format. These reports are
usually printed on plain paper instead of letterhead stationery or memo forms. They begin with
a title followed by systematically displayed headings and subheadings. You will see examples of
proposals and formal reports using manuscript formats in chapter 10.
Printed Forms. Prepared forms are often used for repetitive data, such as monthly sales reports,
performance appraisals, merchandise inventories, and personnel and financial reports.
Standardized headings on these forms save time for the writer. Preprinted forms also make
similar information east to locate and ensure that all necessary information is provided.

GUIDELINES FOR DEVELOPING INFORMAL REPORTS

Your natural tendency in preparing a report is to sit down and begin writing immediately. If you
follow this urge, however, you will very likely have to back-track and start again. Reports take
planning, beginning with defining the project and gathering data. The following guidelines will
help you plan your project.

DEFINING THE PROJECT

Begin the process of report writing by defining your project. This definition should include a
statement of purpose. Ask yourself: Am I writing this report to inform, to analyze, to solve a
problem, or to persuade? The answer to this question should be a clear, accurate statement
identifying your purpose. In informal reports, the statement of purpose may be only one
sentence; that sentence usually becomes part of the introduction. Notice how the following
introductory statement describes the purpose of the report.
This report presents data regarding in-service training activities coordinated and
supervised by the Human Resources Department between the first of the year and the
present.
After writing a statement of purpose, analyze who will read your report. If your report is
intended for your immediate supervisors and they are supportive of your project, you need not
include extensive details, historical development, definition of terms, or persuasion. Other
readers, however, may require background data and persuasive strategies.
The expected audience for your report influences your writing style, research method,
vocabulary, areas of emphasis, and communication strategy. Reports are often distributed to
secondary readers who may need more details that the primary reader.

GATHERING DATA
A good report is based on solid, accurate, verifiable facts. Typical sources of factual information
for informal reports include (1) company records; (2) observation; (3) surveys, questionnaires,
and inventories (4) interviews; and (5) research.
Company Records. Many business-related reports begin with an analysis of company records and
files. Form these records you can observe past performance and methods used to solve previous
problems. You can collect pertinent facts that will help determine a course of action.
Observation. Another logical source of data for many problems lies in personal observation and
experience. For example, if you were writing a report on the need for additional computer
equipment, you might observe how much the current equipment is being used and for what
purpose.
Surveys, Questionnaires, and Inventories. Data from groups of people can be collected most
efficiently and economically by using surveys, questionnaires, and inventories. For example, if
you were part of a committee investigating the success of a campus recycling program, you
might begin by using a questionnaire to survey se of the program by students and faculty.
Interviews. Talking with individuals directly concerned with the problem produces excellent first-
hand information. Interviews also allow for one-on-one communication, thus giving you an
opportunity to explain your questions and ideas in eliciting the most accurate information.
Electronic and Other Research. An extensive source of current and historical information is
available electronically by using a computer to connect to the Web, databases, and other online
resources. From a personal or office computer you can access storehouses of information
provided by the government, newspapers, magazines, and companies. For short informal
reports, the most usable data will probably be found in periodicals and online resources. Chapter
10 gives you more detailed suggestions about online research.

DEVELOPING AN APPROPIATE WRITING STYLE

Like other business messages, reports can range from informal to formal, depending on their
purpose, audience, and setting. Research reports from consultants to their clients tend to be
rather formal. Such reports must project an impression of objectivity, authority, and impartiality.
But a report to your boss describing a trip to a conference would probably be informal. You can
see the differences between formal and informal styles in Figure 9.3.
In this chapter, we are most concerned with an informal writing style. Your short reports will
probably be written for familiar audiences and involve non-controversial topics. You may use
first-person pronouns (I, we, me, my, us, out) and contractions (I’m, we’ll). You’ll emphasize
active-voice verbs and strive for shorter sentences using familiar words.

USING EFFECTIVE HEADINGS

Good headings are helpful to both the report reader and the writer. For the reader, they serve as
an outline of the text, highlighting major ideas and categories. They also act as guides for
locating facts and pointing the way through the text. Moreover, headings provide resting points
for the mind and for the eye, breaking up large chunks of text into manageable and inviting
segments. For the writer, headings force organization of the data into meaningful blocks. To
learn more about designing readable headlines, as well as to pick up other tips on designing
documents, see Figure 9.4

You may choose functional headings, talking headings, or a combination. Functional headings
(such as Introduction, Discussion of Findings, and Summary) help the writer outline a report.
Functional headings are used in the information report shown in Figure 9.2. But talking headings
(such as Students Perplexed b Shortage of Parking or Short-Term Parking Solutions) describe
content and provide more information to the reader. Many of the examples in this chapter use
functional headings for the purpose of instruction. To provide even greater clarity, you can make
headings bot functional and descriptive, such as Recommendations: Shuttle and New Structures.
Whether your headings are talking or functional, keep them brief and clear. Here are general tips
on displaying headings effectively:
  Use appropriate heading levels. The position and format of a heading indicate its level
of importance and relationship to other points.
 Strive for parallel construction. Use balanced expressions such as Visible Costs and
Invisible Costs rather than Visible Costs and Costs That Don’t Show.
 For Short reports use first- and second- level headings. Many business reports, contain
only one or two levels of headings. For such reports, use first-level headings (centered,
bolded) and/ or second-level headings (flush left, bolded).
 Capitalize and underline carefully. Most writers use all capital letters (with- out
underlines) for main titles, such as the report, chapter, and unit titles. For first- and
second- level headings, they capitalize only the first letter of main words. For additional
emphasis, they use a bold font. Don’t enclose headings in quotation marks.
 Keep headings short but clear. Try to make your headings brief (no more than eight
words) but understandable. Experiment with headings that concisely tell who, what,
when, where, and why.

Figure 9.4 Ten tips for Designing Better Documents

 Don’t use headings as antecedents for pronouns such as this, that, these, and those.
For example, when the heading reads Laser Printers, don’t begin the next sentence with
these are often used with desktop publishing software.
 Present both sides of an issue. Even if you favor one possibility, discuss both sides and
show through logical reasoning why your position is superior. Remain impartial, letting
the facts prove our point.
 Separate fact from opinion. Suppose a supervisor wrote, Our department works harder
and gets less credit than any other department in the company. This opinion is difficult
to prove, and it damages the credibility of the writer. A more convincing statement
might be, Our productivity has increased 6 percent over the past year, and I’m proud of
the extra effort my employees are making. After you’ve made a claim or presented an
important statement in a report, ask yourself, is this a verifiable fact? If the answer in no,
rephrase your statement to make it sound more reasonable.
 Be sensitive and moderate in your choice of language. Don’t exaggerate. Instead of
saying Most people think…, it might be more accurate to say some people think…
obviously, avoid using labels and slanted expressions. Calling someone a turkey, an
egghead, or an elitist demonstrates bias. If readers suspect that a writer is prejudiced,
they may discount the entire argument.
 Cite sources. Tell your readers where the information came from. For example, In a
telephone interview with Blake Spence, director of transportation, October 15, he said…
OR: The Wall Street Journal (August 10, p.40) reports that… By referring to respected
sources, you lend authority and credibility to your statements. Your words become more
believable and your argument more convincing.