Informal Reports- Guffey

1. Instructor Only Version
© 2010 Thomson South-Western
CHAPTER 9
Informal
Reports

2. Understanding Report Basics
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 2
Formats
Letter
Memo
Manuscript
Printed form
Digital
Functions
Informative reports
Analytical reports
Patterns
Direct Pattern
Indirect pattern
Report Delivery
In person
U.S. mail
Fax
E-mail or online
Online

3. If readers
are informed
If readers
are supportive
If readers are
eager to have
results first
Direct Pattern
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 3
Patterns
The Direct Pattern

4. Direct Pattern
Inform
ational Report
Introduction/Background
Facts/Findings
Analytical Report
Introduction/P
roblem
C
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Facts/Findings
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Discussion/Analysis
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 4

5. Patterns
The Indirect Pattern
If readers
need to be
educated
If readers need
to be persuaded
If readers may
be disappointed
or hostile
Indirect Pattern
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 5

6. Indirect Pattern
Analytical Report
Introduction/P
roblem
Facts/Findings
Discussion/Analysis
C
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/
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C
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S
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 6

7. Information Report—Letter Format
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Document
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 7

8. Report Delivery
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 8
Letter
Letterhead stationery. Useful for
informal reports sent to outsiders.
Memo
Memo style. Useful for informal reports
circulated within organizations.
Manuscript
Plain paper. Useful for longer, more
formal reports.
Printed form
Standardized forms. Useful for routine
activities, such as expense reports.
Digital
Viewed online. Useful for collaboration
and for posting to company intranet.

9. Guidelines for Developing
Informal Reports
Determine
problem and
purpose.
Gather data.
Organize data.
Write first draft.
Edit and revise.
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Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 9

10. Where to Gather Data for Reports
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 10
Look in company records.
Make personal observations.
Use surveys, questionnaires, and
inventories.
Conduct interviews.
Search printed material such as books,
newspapers, and periodicals.
Search databases and other electronic
resources.

11. Developing an
Appropriate
Writing Style
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 11

12. Report Writing Styles – Informal Style
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 12

13. Report Writing Styles –Formal Style
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 13

14. Being Objective in Writing Reports
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 14
Present both
sides of an
issue.
Separate fact
from opinion.
Be sensitive
and moderate in
language.
Cite sources carefully.

15. Making Effective
Report Headings
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 15
Use appropriate heading levels.
Strive for parallel construction within
levels.
Use first- and second-level headings for
short reports.
Capitalize and underline carefully.
Keep headings short but clear.

16. Don't use headings as antecedents for
pronouns.
For example, avoid:
Inserting Hypertext Links. These links . . . .
Include at least one heading per report
page.
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 16
Making Effective
Report Headings

17. Preparing Typical
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 17
Informal Reports
Information reports
Progress reports
Justification/recommendation reports
Feasibility
reports
Minutes of
meetings
Summaries

18. Information Reports
Information reports provide
findings without analysis or
persuasion. For example,
your boss asks you to
investigate prepaid legal
services as a possible
employee benefit.
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 18

19. Information Reports
Explain why you are writing; define
purpose.
Describe credibility of data methods
and sources.
Provide background.
Preview what is to follow.
Findings Conclusion
Introduction
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 19

20. Information Reports
Organize chronologically, alphabetically,
topically, by importance, or by another
method.
Group similar topics together.
Use appropriate headings.
Conclusion
Introduction Findings
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 20

21. Information Reports
Summarize findings.
Suggest action to be taken.
Express appreciation, if applicable.
Findings
Introduction Conclusion
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 21

22. Progress Reports
Progress reports explain the
progress of continuing projects.
For example, you must report
on the progress of a golf
tournament your organization
is planning.
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 22

23. Progress Reports
Specify in the opening the
purpose and nature of the
project.
Provide background information
if the audience requires filling in.
Describe the work completed.
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 23

24. Progress Reports
Explain the work currently in progress,
including personnel, activities, methods, and
locations.
Anticipate problems and possible remedies.
Discuss future activities and provide the
expected completion date.
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Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 24

25. Progress Report – Memo Format
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Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 25

26. Justification/
Recommendation Reports
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 26
Justification/recommendation
reports are written to justify or
recommend something, such as
buying equipment, changing a
procedure, hiring an employee,
consolidating departments, and
so forth.

27. Reader Response Determines
Structure
Recommendations
Facts
Discussion Recommendations
Indirect Pattern
Problem
Facts
Discussion
Direct Pattern
Problem
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recommendations
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Reader may
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recommendations
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 27

28. Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 28
Use direct organization for nonsensitive topics
and recommendations that will be agreeable to
readers.
Use indirect organization when readers may
oppose a recommendation or when
circumstances suggest caution.
Identify the problem or the need briefly.
Announce the recommendation, solution, or
action concisely and with action verbs.
Justification/
Recommendation Reports

29. Identify the problem or the need briefly.
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 29
Announce the recommendation, solution, or
action concisely and with action verbs.
Explain more fully the benefits of the
recommendation or steps to be taken to solve
the problem.
Present a discussion of pros, cons, and costs.
Conclude with a summary specifying the
recommendation and action to be taken.
Direct Pattern

30. Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 30
Make a general reference to the problem in
subject line.
Describe and establish credibility for the
seriousness of the need or problem that your
recommendation addresses.
Discuss alternative solutions, beginning with
the least likely to succeed.
Present most promising alternative—your
recommendation—last.
Indirect Pattern

31. Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 31
Show how the advantages of your
recommendation outweigh its
disadvantages.
Summarize your recommendation and
any action required.
Ask for authorization to proceed if
necessary.
Indirect Pattern

32. Justification/Recommendation
Report—Memo Format
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Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 32

33. Feasibility Reports
Feasibility reports examine the
practicality and advisability of
following a course of action. For
example, your company must
decide whether to add a child-
care facility.
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 33

34. Feasibility Reports
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 34
Begin by announcing your decision
immediately.
Describe the background and problem
necessitating the proposal.
Discuss the benefits of the proposal.
Describe any problems that may result.
Calculate the costs associated with the
proposal, if appropriate.
Show the time frame necessary for
implementation of the proposal.

35. Feasibility Report – Memo Format
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Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 35

36. Minutes of Meetings
Meeting minutes
summarize the
proceedings of
a meeting.
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 36

37. Minutes of Meetings
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 37
Include name of group, date, time, place,
name of the meeting.
List names of attendees and absentees.
Describe disposition of previous minutes.
Record old business, new business,
announcements, and reports.
Include the precise wording of motions.

38. Minutes of Meetings
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 38
Record the vote and
action taken.
Conclude with the
name and signature
of the individual
recording the
minutes.

39. Minutes of Meeting—Report Format
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Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 39

40. Summaries
Summaries compress data
from a longer publication,
such as a business report,
a magazine article, or a
book chapter.
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 40

41. Summaries
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 41
Present the goal or purpose of the document
being summarized.
Highlight the research methods (if appropriate),
findings, conclusions, and recommendations.
Omit illustrations, examples, and references.
Organize for readability by including headings
and bulleted or enumerated lists.
Include your reactions or an overall evaluation of
the document if asked to do so.

42. Executive Summary
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Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 9, Slide 42

43. Instructor Only Version
© 2010 Thomson South-Western
END