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Informal reports, Guidelines for writing informal reports

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Informal reports, Guidelines for writing informal reports

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from Chapter 10 of Business Communications, 5th edition

Transcript

  1. 1. By M.E. Guffey Business Communication Chap 10
  2. 2.  Collect and report and organize information  Records routine activities  Do not analyze information
  3. 3.  They present information  They offer analysis in addition to data  Evaluates options and offer recommendations  solicited
  4. 4.  Attempts to solve problems  Unsolicited  Observes a problem, analyzes alternatives, and describes a potential solution
  5. 5.  Monitors the headway of unusual or nonroutine activities.  A. Is the project on schedule?  B. Are corrective measures needed?  C. What Activities are next?
  6. 6.  A record of proceedings of a meeting  For clubs or committees
  7. 7.  Condense the primary ideas, conclusions, and recommendations of a longer report or publication.
  8. 8.  Prepared to document an idea or action  Provides a written record of conversations, directives, and decisions
  9. 9.  1. Letter format  2. memo format  3. Report format  4. Prepared forms
  10. 10.  ask yourself, “Am I writing this report to INFORM, to ANALYZE, to SOLVE A PROBLEM, or to PERSUADE?  Include a statement of purpose  Analyze who will read the report.
  11. 11.  Company records  Observations  Surveys, Questionnaires, and Inventories  Interviews  Electronic and other Research
  12. 12.  Reports may be organized INDUCTIVELY or DEDUCTIVELY
  13. 13.  That means placement of the main ideas is delayed.  It mirrors our method of thinking: problem, facts, analysis, and recommendation.  It is useful when persuasion is necessary  Commonly used in business reports
  14. 14.  It is more direct.  Recommendations and conclusions are presented first so that the readers have a frame of reference for the following discussion and analysis
  15. 15.  Serves as outline of the text  Highlights major ideas and categories  Act as guides for locating facts  Provides resting points for the mind and eyes, breaking up large chunks of text into manageable and inviting segments.  You may use either functional or talking heads.
  16. 16.  Uses Introduction, Discussion of Findings , and Summary  Helps the writer outline a report
  17. 17.  Such as Students Perplexed by Shortage of Parking or Short-term Parking  provide more information to the reader  You can make headings both functional and descriptive.
  18. 18.  Use appropriate heading levels.  Strive for parallel construction.  For short reports use first- and second- level headings  Capitalize and underline carefully  Keep headings short but clear.  Don’t enclose headings in quotation marks.  Don’t use headings as antecedents for pronouns.
  19. 19.  Reports are convincing only when the facts are believable and the writer is credible.
  20. 20.  Present both sides of an issue  Separate fact from opinion  Be sensitive and moderate in your choice of language.  Cite sources.
  21. 21.  Analyze your audience  Choose an appropriate type size  Use a consistent type font.  Generally, don’t justify right margins.  Separate paragraphs and sentences appropriately
  22. 22.  Design readable headlines  Strive for an attractive page layout.  Use graphics and clip art with restraint.  Avoid amateurish results.  Develop expertise.
  23. 23.  Prepared by:  Professor Rodelito L. Sazon  University of Mindanao  Matina Gravahan, Davao City , Philippines

Description

from Chapter 10 of Business Communications, 5th edition

Transcript

  1. 1. By M.E. Guffey Business Communication Chap 10
  2. 2.  Collect and report and organize information  Records routine activities  Do not analyze information
  3. 3.  They present information  They offer analysis in addition to data  Evaluates options and offer recommendations  solicited
  4. 4.  Attempts to solve problems  Unsolicited  Observes a problem, analyzes alternatives, and describes a potential solution
  5. 5.  Monitors the headway of unusual or nonroutine activities.  A. Is the project on schedule?  B. Are corrective measures needed?  C. What Activities are next?
  6. 6.  A record of proceedings of a meeting  For clubs or committees
  7. 7.  Condense the primary ideas, conclusions, and recommendations of a longer report or publication.
  8. 8.  Prepared to document an idea or action  Provides a written record of conversations, directives, and decisions
  9. 9.  1. Letter format  2. memo format  3. Report format  4. Prepared forms
  10. 10.  ask yourself, “Am I writing this report to INFORM, to ANALYZE, to SOLVE A PROBLEM, or to PERSUADE?  Include a statement of purpose  Analyze who will read the report.
  11. 11.  Company records  Observations  Surveys, Questionnaires, and Inventories  Interviews  Electronic and other Research
  12. 12.  Reports may be organized INDUCTIVELY or DEDUCTIVELY
  13. 13.  That means placement of the main ideas is delayed.  It mirrors our method of thinking: problem, facts, analysis, and recommendation.  It is useful when persuasion is necessary  Commonly used in business reports
  14. 14.  It is more direct.  Recommendations and conclusions are presented first so that the readers have a frame of reference for the following discussion and analysis
  15. 15.  Serves as outline of the text  Highlights major ideas and categories  Act as guides for locating facts  Provides resting points for the mind and eyes, breaking up large chunks of text into manageable and inviting segments.  You may use either functional or talking heads.
  16. 16.  Uses Introduction, Discussion of Findings , and Summary  Helps the writer outline a report
  17. 17.  Such as Students Perplexed by Shortage of Parking or Short-term Parking  provide more information to the reader  You can make headings both functional and descriptive.
  18. 18.  Use appropriate heading levels.  Strive for parallel construction.  For short reports use first- and second- level headings  Capitalize and underline carefully  Keep headings short but clear.  Don’t enclose headings in quotation marks.  Don’t use headings as antecedents for pronouns.
  19. 19.  Reports are convincing only when the facts are believable and the writer is credible.
  20. 20.  Present both sides of an issue  Separate fact from opinion  Be sensitive and moderate in your choice of language.  Cite sources.
  21. 21.  Analyze your audience  Choose an appropriate type size  Use a consistent type font.  Generally, don’t justify right margins.  Separate paragraphs and sentences appropriately
  22. 22.  Design readable headlines  Strive for an attractive page layout.  Use graphics and clip art with restraint.  Avoid amateurish results.  Develop expertise.
  23. 23.  Prepared by:  Professor Rodelito L. Sazon  University of Mindanao  Matina Gravahan, Davao City , Philippines

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