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Differences between formal and informal reports

The difference between formal and informal reports is always confusing and many times

writers fail to recognize these differences which may distort the overall perception of the report.

Informal reports are often short-one to three pages- with no need for the preliminary parts. They

are usually informational but include little or no research. Informal reports often use personal

language and a direct approach to address the recipient (Pearsoned). On the other hand, formal

reports are longer and have multiple supplemental parts. They require in-depth research and

analysis and the wording arrangement is usually indirect. For example, an opening for an

informal report may begin with: this is a report for my trip to the New York Convention. An

informal report however has to prepare a reader for the research used and persuade them with

solid facts before making recommendations. The introduction to a formal report has to include

the problem under investigation as well as the purpose of the report prior to presenting the

research details.

Additionally, informal reports often use words and sentences that focus more on the

writer of the report. For instance, a progress report on the team’s success in landing a new

contract may include this: following our conversation with Mrs. Smith, she agreed to meet with
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the team in two weeks. A formal report on the other hand uses more objective words that focus

on the problem and the solution (Williams). For example in a formal report recommending a

solution for the company, the most important thing here is the solution. Your team has already

been tasked with preparing the report and so you must show the reader the recommendations for

solving the presented problem.

Furthermore, informal writing may include the use of first person narration. This is the

use of words such as ‘me, us, or our’; or second person narration such as ‘you’ or ‘yours’. The

report may use contractions but this should be done carefully. Also, the writer can state their

opinion and use active voice. This is not so for formal reports. This report uses no first or second

person pronouns. Only third person pronouns are allowed in this context. These are words such

as ‘they’ or ‘them’(Williams). Finally, formal reports should never employ the use of personal

opinions or superlatives. Comments such as ‘the most incredible’ or ‘greatest ever seen’ should

be avoided at all costs. Formal reports should provide facts and let the reader form their own

opinion. For example, rather than saying ‘sales will quickly go up’ one could make predictions

using facts that the sales have the potential of increasing by 2% over the course of 12 months

(Smith). Informal reports however, may include personal opinions such as ‘incredible’ or

‘awesome’. Although these words can be included in informal report, one must understand that

not everybody shares the same opinion thus credibility may be necessary.

A situation where formal reports can be used is when presenting the progress of a

company project or when recommending strategies for change in a company. For example, a

project manager can write a formal report showing that the project is meeting its milestones and

predict the amount of time it will take before it is finally completed. On the other hand, an

informal report can be written in class where a teacher may ask you to describe your most
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interesting vacation or even to describe your baptism. In this case, you can use informal language

to describe your experience.

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Works Cited

Pearsoned.Ca, 2019. Formal reports and proposals.

http://www.pearsoned.ca/highered/divisions/virtual_tours/northey/sample_chapter_9.pdf
Accessed 10 Feb, 2019.

Smith, Rebekah. "Difference Between Formal & Informal Reports". Bizfluent, 2018,
https://bizfluent.com/info-8186680-difference-between-formal-informal-reports.html.
Accessed 10 Feb 2019.

Williams, Judy Steiner. "Formal and Informal Reports". Linkedin Learning, 2019,
https://www.linkedin.com/learning/writing-a-business-report/formal-and-informal-
reports. Accessed 10 Feb 2019.