Short, Informal Reports

Chapter 16, Eight Edition

1. Technical Communication: Process and Product 8 th Edition Steven M. Gerson Sharon J. Gerson Instructor: Zulfiqar Ali Chachar

2. Chapter 16 Short, I nformal Report This chapter discusses the following: What is a Report? Unique Aspects of Reports Types of Report Criteria for writing Reports Types of Short, informal Reports

3. What is a Report? Report is a simple word that is hard to define. “Report is a written account of something that one has observed, heard, done or investigated.” Reports come in different lengths and levels of formality, serve different and often overlapping purposes and can be conveyed to an audience using different communication channels.

4. Why we need to write a Report? Your report will serve one or all of the following purposes: Supply a record of work accomplished Record and Clarify complex information for future reference Present information to a large number of people Record problems encountered Document schedules, timetables and milestones Recommend future action Document current status Record procedures

5. Unique Aspects of Reports Length and Scope Short Typically 1-5 pages long Focuses on topics with limited scope Long More than 5 pages long Focuses on topics with large scope

6. Unique Aspects of Reports (cont.) Formality (tone) Informal Most short reports are informal Routine messages Letters, memos, E-mails etc. Formal Long and contains standardized components. Title page, Table of contents, Appendices, References etc.

7. Unique Aspects of Reports (cont.) Audience Internal (high or low tech) Colleagues, Supervisors, Subordinates in office Report in E-mail or memo format is written External (multiple level) Vendors, Clients, Customers or Companies Report in letter format is written Both (Internal and External) If audience is both internal and external, you would write either E-mail, memo or letter format report.

8. Unique Aspects of Reports (cont.) Purpose Informational Focus on factual data Limited in scope Analytical Provide information Analyze causes behind occurences Draw conclusions based on interpretations Persuasive Convey information Draw conclusions Justify recommended follow-up actions

9. Unique Aspects of Reports (cont.) Communication Channels E-mail Typically short and informal To both internal and external audience Memo Usually short and informal To internal audience Letter Can be short or long, formal or informal To external audience

10. Types of Reports Many Reports fall into any of the following categories Incident Reports Investigative Reports Trip Reports Progress Reports Lab Reports Meeting minutes Feasibility/Recommendation Reports Research Reports Proposals

11. Criteria for Writing Reports Organization Every short report should contain five basic units: 1. Identification Lines 2. Headings and Talking Headings

12. Criteria for Writing Reports (cont.) 3. Introduction Purpose Personnel Dates 4. Discussion 5. Conclusion/Recommendations

13. Criteria for Writing Reports (cont.) Development Now you might be asking “How do I develop my ideas?” First answer the reporter’s questions; Who? When? Why? Where? What? Second , when providing information ‘quantify’. Do not be vague or imprecise.

14. Criteria for Writing Reports (cont.) Audience Since reports can be sent both internally and externally, your audience could be high tech, low tech, lay or multiple. Before you write, determine your audience. It could help you determine; Tone Terminology The tone could further be determined if you are writing Vertically Laterally To Multiple audience

15. Criteria for Writing Reports (cont.) Style Your style of report could include Conciseness Highlighting techniques Headings Subheadings Graphics

16. Six Types of Short, Informal Report Format All reports include: Identification information Introduction Discussion Conclusion/Recommendation

17. 1. Incident Reports An Incident Report documents an un-expected problem that has occurred. This could be an: Automobile accident Equipment malfunction Fire Robbery Injury

18. Incident Report (cont.) Criteria: Introduction Purpose Personnel Discussion Conclusion/Recommendation Conclusion Recommendation

19. 2. Investigative Report As the word ‘Investigative’ implies, an Investigative R eport asks you to examine the causes behind an accident. Something has happened. Criteria: Introduction Purpose Location Personnel Authorization

20. Investigative Report (cont.) Discussion Body Findings Agenda Conclusion/Recommendations Conclusion Recommendation

21. Include a new page notation for every page after page 1.

22. 3. Trip Reports A Trip R eport allows you to report on job-related travel. Criteria: 1. Introduction Purpose Personnel Authorization 2. Discussion Body Findings Agenda 3. Conclusion/Recommendations

23. 4. Progress Reports A Progress Report lets you document the status of an activity, explaining what work has been accomplished and what work remains. Criteria: 1. Introduction Objective Personnel Previous Activity 2. Discussion Work Accomplished Problems Encountered Work Remaining 3. Conclusion/Recommendations

24. Include a new page notation on every page after page 1. In this notation, provide the writer’s name, page number and date.

25. 5. Lab Reports (Test Reports) A Lab or Test Report lets you document the status of and findings from a laboratory experiment, procedure, or study. Criteria: Introduction (overview, background) Purpose ( Why is this report being written? ) Rationale ( What problem motivated this report? ) Objectives ( What does this report hope to prove? ) Authorization ( Under whose authority is this report being written? ) 2. Discussion (body, methodology) Apparatus Procedure 3. Conclusions/Recommendations Conclusions Recommendations

26. 6. Feasibility/Recommendation Reports A feasibility/recommendation report accomplishes two goals. First, it studies the practicality of a proposed plan. Then, it recommends action. Criteria: Introduction Objectives What is the purpose of this feasibility report? What problems motivated this study? Personnel

27. Cont. Discussion Criteria (state the criteria upon which the recommendation is based) Analysis (compare your findings against the criteria) Conclusion/Recommendations Conclusion Recommendation