Chapter 11: Informal Reports Flashcards
What is the purpose of a business report?
The purpose of a business report is to compile and organize factual information for a specific purpose and audience.
Business reports help managers and co-workers stay informed, review opinions, plan for the future, and make decisions.
They provide a means for departments to coordinate initiatives and activities, help managers stay updated on changing circumstances, and allow management to respond quickly to potential issues before they escalate into major problems.
Business reports also serve as a permanent corporate journal, tracking trends and documenting incidents, actions, decisions, and policies.
What are the characteristics of an informal report?
Length: Usually under ten pages and often under one or two pages.
Style: Relatively casual, using a personal tone and occasionally incorporating personal pronouns or contractions.
Format: Written as a letter or memo format, with subsections marked off by headings and subheadings when necessary.
Routine: Informal reports are the most common type of report and are frequently required in business communication.
What are the differences between informal reports and formal reports?
Complexity: Informal reports address relatively simple and routine topics, while formal reports tackle more complex and challenging problems.
Length: Informal reports are typically shorter, ranging from a few paragraphs to ten pages, while formal reports are longer, often spanning five or more pages and sometimes extending to hundreds of pages.
Structure: Informal reports follow a more flexible structure, often using a letter or memo format with subsections and headings.
Formal reports have a prescribed format or pattern, including elements such as a title page, transmittal or cover letter, table of contents, and abstract.
Research: Informal reports may require minimal research, while formal reports are based on extensive research and analysis.
Purpose: Informal reports provide brief and concise information, whereas formal reports are designed to present comprehensive findings and recommendations.
FIGURE 11.1 The quality of a report and its effectiveness depend on three things that you, as a writer, need to control: content, clarity, and skimmability.
What are the two general kinds of informal reporting?
The two general kinds of informal reporting are informational reports and analytical/recommendation reports
What is the function on an Informational report?
Informational reports provide facts and information without analysis.
They answer questions, outline performance, investigate equipment, or explore options, but they do not offer recommendations.
The purpose is to provide information to the reader without persuading or influencing their decision-making.
What is the function of Analytical or recommendation report?
Analytical or recommendation reports, on the other hand, go beyond providing information and analyze data to offer recommendations.
These reports interpret the information, analyze it, and provide recommendations that can aid in problem-solving and decision-making.
They require greater thought in considering how readers might respond and weighing the pros and cons of each alternative.
Evidence is presented to support findings, and criteria are established for evaluating alternatives.
What are the formats and distribution options for business reports?
The formats and distribution options for business reports can vary, ranging from least to most formal:
Memorandum report: This format is suitable for circulating data within an organization. It is an internal report presented in memo format, typically under ten pages. Memorandum reports have a conversational style, with 1- to 1¼-inch side margins, standard guidewords (TO, FROM, DATE, SUBJECT), and single-spaced paragraphs separated by two blank lines.
Prepared-form report: These reports use time-saving forms with standardized headings. They are useful for recording repetitive data or describing routine activities within an organization.
Letter report: Letter format is often used for short, informal reports prepared by one organization and sent to another. It follows the structure of a letter, including elements like the date, inside address, return address, salutation, and complimentary close. Descriptive headings can be used within the letter.
PowerPoint report: This format involves the use of PowerPoint slides for short written reports, especially periodic reports such as progress reports. While PowerPoint may not accommodate detailed information, notes pages can be added in a printed slide deck to provide additional explanation of the text and graphics on each slide.
Formal report: Formal reports are usually prepared in manuscript format and printed on plain paper. They include headings and subheadings, presenting a more structured and comprehensive approach to reporting.
Which approach is suitable for presenting routine, non-sensitive information in reports?
The direct approach is suitable for presenting routine, non-sensitive information in reports. This approach is effective when the content of the report is related to recurring activities or one-time situations and does not require persuasion or convincing the reader.
The sections of an informational report organized using the direct approach are typically structured in the following order:
Purpose/Introduction/Background: This section provides an overview of the report’s purpose and introduces the topic or background information relevant to the report.
Facts and Findings: This section presents the factual information and findings related to the report’s subject matter. It provides the necessary details and data to support the report’s content.
Summary: The report concludes with a summary that recaps the key points and findings discussed in the report. It serves as a concise overview of the information presented.
The direct approach is commonly used for informational reports because it assumes that readers are already interested or supportive of the content being presented.
In what situations is the indirect approach suitable for presenting information in reports
The indirect approach is suitable for presenting information in reports when you anticipate resistance or displeasure from the reader and when persuasion or education is necessary. This approach is particularly effective when you need to gradually build acceptance for the actions or recommendations you are presenting.
In analytical reports, where the goal is to analyze a problem and propose solutions or recommendations, the indirect approach is often used.
The sections of an analytical report organized using the indirect approach are typically structured in the following order:
Purpose/Introduction/Problem: This section introduces the purpose of the report and presents the problem or issue that will be addressed. It provides background information and sets the context for the report.
Facts and Findings: The section presents the relevant facts, data, and findings related to the problem or issue. It provides evidence and information to support the subsequent discussion and analysis.
Discussion and Analysis: This section delves deeper into the problem, analyzing the facts and findings in detail. It explores different perspectives, considers alternative solutions, and evaluates their pros and cons. The goal is to engage the reader in the thought process and gradually build understanding and acceptance of the proposed recommendations.
Conclusions or Recommendations: Finally, the report concludes with the conclusions drawn from the analysis and the recommendations or proposed solutions to address the problem. These recommendations are supported by the preceding discussion and analysis.
The indirect approach allows you to guide the reader through the logical processes of problem-solving, making it suitable when the reader may not be familiar with the topic or problem and when persuasion is necessary to gain acceptance for the proposed actions.
What is the writing style for short reports?
Short informal reports use more personal language than long reports and may include personal pronouns such as “I” and “we” and even contractions. However, they still must project an air of objectivity and professionalism.
How should the writing style differ based on the familiarity of the reader?
When you know the reader fairly well, your tone can be somewhat relaxed. When the reader is a stranger or a top manager, it is better to use a more impersonal style, one that is neutral but not overly stuffy.
What should be kept in mind when writing short reports?
Avoid using any kind of language that may offend the reader, especially words that exaggerate or show bias.
Readers have to be able to decode the text quickly, so check for ambiguous words and phrases. When in doubt, be specific and provide clear explanations.
What is the purpose of headings in a report?
Headings serve as signposts to guide readers through the text of a report, providing an outline or overview of its structure and helping readers to scan, skim, and navigate the document.
What are the two types of headings that can be used in reports?
The two types of headings are functional headings and descriptive (or talking) headings. Functional headings are generic and can be used in any report, while descriptive headings reflect the actual content of the report.
What are some tips for using headings effectively?
Use either functional or descriptive headings.
Keep headings short and clear.
Use parallel construction for subheadings.
Ensure headings are clearly ranked and formatted consistently.
Place headings in appropriate locations based on the content.
Do not enclose headings in quotation marks.
Avoid using a heading as the antecedent for a pronoun.
How should headings be formatted for different levels?
First-level headings can be typed in bold with all caps, and centered.
Second-level headings should be typed in bold and run flush with the left margin, with only the first letter of each word capitalized.
Third-level headings should also be typed in bold and run flush with the left margin, with only the first letter of the first word capitalized, followed by a period.
Why should pronouns not be used immediately after a heading?
Pronouns should not be used alone after a heading because it may be unclear what the pronoun is referring to.
Instead, repeat the noun from the heading and add it to the pronoun to provide clarity
What are the steps involved in the process of writing a report?
The steps involved in writing a report are
planning,
researching/analyzing data and information,
composing, and revising.
What is the purpose of creating a work plan for a report?
Creating a work plan helps define the scope of the project, outlines how work will be done, identifies the research required, and divides responsibilities according to each phase of the project.
What should be considered when researching and analyzing data for a report?
When researching and analyzing data, consider the various aspects of the subject, divide it into manageable sections, consider larger issues and changing trends, and ensure the information collected is current, valid, and reliable.
What statistical terms can be useful when working with numerical data in a report?
Some useful statistical terms include
mean (arithmetic average),
median (middle value of a series),
mode (value that appears most frequently),
and range (span between the lowest and highest value in a set).
How can outlines be helpful in the report writing process?
Outlines help gain control over the material, smooth the flow of ideas and information, and are particularly useful for lengthy, formal reports.
They can be written in point form or complete sentences, and can be organized as alphanumeric or decimal outlines
What should be considered during the revising and editing phase of report writing?
During revising and editing, consider the overall structure and logic of the report, evaluate the necessity of detail, ensure items are logically linked, make cuts or additions as needed, and proofread the document multiple times for content, spelling and grammar, tone, clarity, coherence, and formatting consistency.
What are the three major parts of an informal report?
The three major parts of an informal report are the
introduction,
findings section,
and closing summary or conclusion (with or without recommendations).
What is the purpose of the introduction in an informal report?
The introduction in an informal report announces the report, states its purpose, provides background information, and may preview key points or establish the limits of the report
What is the purpose of the findings section in an informal report?
The findings section in an informal report presents qualitative and numeric data, organizes information, and reinforces logical connections between relevant facts and conclusions or recommendations
What is the purpose of the summary/conclusions/recommendations section in an informal report?
The summary/conclusions/recommendations section provides a brief restatement of the main points of the report.
In analytical reports, it presents objective analysis (conclusions) and specific suggestions for actions (recommendations).
When should recommendations be included in an informal report?
Recommendations should be included in an informal report when specifically asked for. They can be included in the title of the report and repeated in the body. Multiple recommendations can be listed in order of importance.
