Chapter: Informal Reports

After studying this chapter, you should be able to do the following:

1. Define informational and analytical report func- tions, strategies, and writ- ing styles.
2. Describe typical report formats and effective report headings.
3. Explain the report writ- ing process starting with defining the problem and collecting data.
4. Write short informa- tional reports that describe routine tasks.
5. Compose short analyti- cal reports that solve busi- ness problems.

Writing reports in the Digital age

Nearly all businesses create reports. Efficient reporting plays a critical role in helping digital age
organizations sift through huge amounts of data to make decisions. Whether a company decides to
launch a new product, expand into new markets, reduce expenses, improve customer service, or
increase its social media presence, decisions are usually based on information submitted in reports.

Business reports range widely in length, purpose, and delivery mode. Some are short, informal
bulleted lists with status updates. Others are formal 100-page financial

Routine reports may be generated weekly or monthly, whereas focused reports cover specific
problems or situations. Report findings may be presented orally in a meeting or shared online. Reports
today are delivered digitally in e-mail messages, PDF (portable document format) files, websites, or
slide decks. Report files can be accessed on a company’s intranet or saved on cloud servers off-site.

Basic Report Functions

In terms of what they do, most reports fit into one of two broad categories: informational reports and
analytical reports.

Informational Reports. Informational reports present data without analysis or recommendations. For
such reports, writers collect and organize facts, but they do not analyze the facts for readers.

Analytical Reports. In addition to reporting data and findings, analytical reports provide analysis and
conclusions. If requested, writers also supply recommendations. Analytical reports may intend to
persuade readers to act or change their beliefs.

Organizational Strategies
Like other business messages, reports may be organized directly or indirectly. The reader’s anticipated
reaction and the content of a report determine its organizational strategy,

Direct Strategy. When you place the purpose for writing close to the beginning of a report, the
organizational strategy is direct.

Indirect Strategy. The organizational strategy is indirect when the conclusions and recommendations,
if requested, appear at the end of the report.
This strategy is helpful when readers are unfamiliar with the problem or when they must be
persuaded. When readers may be disappointed in or hostile toward the report’s findings, an indirect
strategy works best.

Informal and Formal Writing Styles

Like other business messages, reports can range from informal to formal depending on their purpose,
audience, and setting. An informal writing style is conversational. It is appropriate for familiar
audiences and noncontroversial topics.

friendly tone, first-person pronouns, and shorter sentences, an informal writing style is often used for
short internal business reports. A formal writing style is characterized by objectivity, authority, and
impartiality.
It is appropriate for proposals and long research reports. A report from a consultant informing
executives about the feasibility of moving to a new location would tend to be formal.
Formats and heading Levels
The overall design of a formatted report should be visually appealing and professional

looking. Reports in the conventional workplace may be presented in a number of formats. Their design
should include a hierarchy of meaningful headings that highlight major points, allowing readers to see
the flow of ideas.

Typical Report Formats

Reporting in organizations remains a key need in business today. Many types of reports coexist and
vary greatly by sector or industry. The format of a report depends on
its length, topic, audience, and purpose. After considering these elements, you will probably choose
from among the following formats.

Digital Formats and PDF Files. Writers routinely save and distribute reports
as portable document format (PDF) files. This file type, invented by Adobe, condenses documents
while preserving the formatting and graphics. A report created with Microsoft Word, Excel, or
PowerPoint can easily be saved as a PDF file.

Digital Slide Decks. Many business writers deliver their report information in a digital slideshow, also
called a slide deck. These slides can be sent by e-mail, posted on the Web, or accessed on a company
intranet. When used in reporting, slide decks may have more text than typical presentation slides.
Photographs, tables, charts, and other visuals make slide decks more inviting to read than print pages
of dense report text.

Infographics. Infographics, short for information graphics, are visual representations of data or
information. They can display complex information quickly and clearly, and they are easier to
understand than written text.
Effective Report Headings
Descriptive headings are structural cues that assist readers in comprehending the organization of a
report. Report writers may use functional or talking headings, examples of which are as below.

Functional headings are one- or two-word labels that show the outline of a report but provide little
insight about the contents. Functional headings are useful for routine reports.

Talking headings provide more information and spark interest. Unless carefully written, however,
talking headings can fail to reveal the organization of a report. Combination headings can combine
the best attributes of both functional and talking, as Figure 9.4 shows. The best strategy for creating
helpful talking headings is to write a few paragraphs first and then generate a talking heading that
covers those paragraphs.

Analyzing the problem, Defining the purpose, and

Collecting Data
Because business reports are systematic attempts to compile data, answer questions, and solve
problems, you’ll want to be methodical in achieving those goals. Following are guidelines that will help
you identify the report problem and purpose as well as gather relevant data.

Determine the Problem and Purpose

The first step in writing a report is clearly understanding the problem or assignment. Preparing a
written problem statement helps clarify the task.

Preparing a written purpose statement is a good idea because it defines the focus of a report and
provides a standard that keeps the project on target. In writing useful purpose statements, choose
action verbs telling what you intend to do: analyze, choose, investigate, compare, justify, evaluate,
explain, establish, determine, and so on.

Collect Information From Secondary and Primary Sources

One of the most important steps in writing a report is that of collecting information (research). A good
report is based on solid, accurate, verifiable facts. This factual information falls into two broad
categories: primary and secondary. Primary data result from firsthand experience and observation.
Secondary data come from reading what others have experienced or observed and recorded. Typical
sources of both primary and secondary factual information for informal reports are (a) company
records, (b) printed material, (c) electronic resources, (d) observation, (e) surveys and questionnaires,
and (f) interviews.

Preparing Short informational reports

Now that you are familiar with the basics of gathering data, you are ready to organize that information
into short informational or analytical reports. Informational reports often describe periodic, recurring
activities (such as monthly sales or weekly customer calls) as well as situational, nonrecurring events
(such as trips, conferences, and special projects).

Trip, Convention, and Conference Reports

Employees traveling on business to conventions and conferences typically must submit trip reports,
also referred to as conference reports, when they return. Organizations want to know that their
money was well spent in funding the travel. These reports often inform management about business
trends, new procedures, innovative equipment, legal requirements, or other information that would
affect their products, operations, and service.

The hardest parts of writing these reports are selecting the most relevant material and organizing it
coherently. Generally, it is best not to use chronological sequencing (in the morning we did X, at lunch
we heard Y, and in the afternoon we did Z). Instead, you should focus on three to five topics in which
your reader will be interested. These items become the body of the report. Then simply add an
introduction and a closing, and your report is organized. Here is a general outline for trip, conference,
and convention reports:

 Begin by identifying the event (name, date, and location) and previewing the topics that were
discussed.
 In the body summarize the three to five main topics that might benefit the reader. Use
headings and bullets to enhance readability.
 Close by expressing appreciation, suggesting action to be taken, or synthesizing the value of
the trip or event.
 Itemize your expenses, if requested, on a separate sheet.

Progress/Interim Reports
Continuing projects often require progress reports, also known as interim reports,
to describe their status. These reports may be external (notifying customers about the headway of
their projects) or internal (informing management of the status of activities). Progress reports typically
follow this pattern of development:

 In the opening specify the purpose and nature of the project.

 Provide background information if the audience requires filling in. Describe the work completed
so far.
 Explain the work currently in progress, including personnel involved, activities, methods, and
locations.
 Describe current and potential problems and possible remedies.
 In the closing discuss future activities and provide the expected completion date.