Informal reports, Guidelines for writing informal reports
By M.E. Guffey
Collect and report and organize information
Records routine activities
Do not analyze information
They present information
They offer analysis in addition to data
Evaluates options and offer recommendations
Attempts to solve problems
Observes a problem, analyzes alternatives, and
describes a potential solution
Monitors the headway of unusual or
A. Is the project on schedule?
B. Are corrective measures needed?
C. What Activities are next?
A record of proceedings of a meeting
For clubs or committees
Condense the primary ideas, conclusions, and
recommendations of a longer report or
Prepared to document an idea or action
Provides a written record of
conversations, directives, and decisions
1. Letter format
2. memo format
3. Report format
4. Prepared forms
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.
Surveys, Questionnaires, and Inventories
Electronic and other Research
Reports may be organized INDUCTIVELY or
That means placement of the main ideas is
It mirrors our method of thinking:
problem, facts, analysis, and recommendation.
It is useful when persuasion is necessary
Commonly used in business reports
It is more direct.
Recommendations and conclusions are
presented first so that the readers have a frame
of reference for the following discussion and
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.
Uses Introduction, Discussion of Findings , and
Helps the writer outline a report
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
Use appropriate heading levels.
Strive for parallel construction.
For short reports use first- and second- level
Capitalize and underline carefully
Keep headings short but clear.
Don’t enclose headings in quotation marks.
Don’t use headings as antecedents for
Reports are convincing only when the facts are
believable and the writer is credible.
Present both sides of an issue
Separate fact from opinion
Be sensitive and moderate in your choice of
Analyze your audience
Choose an appropriate type size
Use a consistent type font.
Generally, don’t justify right margins.
Separate paragraphs and sentences
Design readable headlines
Strive for an attractive page layout.
Use graphics and clip art with restraint.
Avoid amateurish results.
Professor Rodelito L. Sazon
University of Mindanao
Matina Gravahan, Davao City , Philippines