Reports serve two main functions: to inform or to analyze. Informational reports simply present facts without analysis, while analytical reports provide data, analysis, and conclusions or recommendations. Reports can take different formats depending on their length, audience, and purpose - for example, short informal reports within an organization may use a memo format, while longer formal reports for external audiences use a manuscript format. The writing process involves analyzing the problem and audience, planning research, organizing findings, drafting the report, and revising. Style ranges from informal to formal depending on the context and purpose of the report.

1. Reports: Some basics

2. Purpose
 Although reports vary greatly in length, content, form, and formality level,
they all have one common purpose: to answer questions and solve
problems.

3. Functions
 In terms of what they do, most reports fit into two broad categories:
informational reports and analytical reports.
 Informational Reports. Reports that present data without analysis or
recommendations are primarily informational. For such reports, writers
collect and organize facts, but they do not analyze the facts for readers.

4. For example:
 A trip report describing an employee’s visit to a trade show, for example,
presents information, routine operations, compliance with regulations,
and company policies and procedures.

5. Analytical Reports
 Reports that provide data, analyses, and conclusions are analytical. If requested,
writers also supply recommendations.
 Analytical reports may intend to persuade readers to act or change their beliefs.

6. For example:
 If you were writing a feasibility report that compares several potential
locations for a fast-food restaurant, you might conclude by
recommending one site. Your report, an analysis of alternatives and a
recommendation, attempts to persuade readers to accept that site.

7. Organizational Patterns

8. Direct pattern

9.  Direct Pattern. When the purpose for writing is presented close to the
beginning, the organizational pattern is direct. Informational reports, are
usually arranged directly. They open with an introduction, which is
followed by the facts and a summary.
 In Figure 11.2 the writer explains a legal services plan using a letter report. The
report begins with an introduction. The facts, divided into three subtopics and
identified by descriptive headings, follow. The report ends with a summary and
a complimentary close (pp. 313-314).

11. Indirect pattern

12. Indirect pattern
 When the conclusions and recommendations, if requested, appear at the
end of the report, the organizational pattern is indirect.
 Such reports usually begin with
 an introduction or description of the problem,
 followed by facts and interpretations

14. Formats
 The format of a report depends on its length, topic, audience, and
purpose.
 Letter Format. Use letter format for short (usually eight or fewer pages)
informal reports addressed outside an organization.
 Memo Format. For short informal reports that stay within organizations,
the memo format is appropriate. Memo reports begin with essential
background information, using standard headings: Date, To, From, and
Subject.
 Manuscript Format. For longer, more formal reports, use the manuscript
format. These reports are usually printed on plain paper instead of
letterhead stationery or memo forms. They begin with a title followed by
systematically displayed headings and subheadings.

15. 7 step Writing process
 Step 1: Analyze the problem and purpose.
 Step 2: Anticipate the audience and issues.
 Step 3: Prepare a work plan.
 Step 4: Implement your research strategy.
 Step 5: Organize, analyze, interpret, and illustrate the data.
 Step 6: Compose the first draft.
 Step 7: Revise, proofread, and evaluate.

16. Writing Style
 Like other business messages, reports can range from informal to formal,
depending on their purpose, audience, and setting.
 Research reports from consultants to their clients tend to be rather formal. Such
reports must project an impression of objectivity, authority, and impartiality.
 But a report to your boss describing a trip to a conference would probably be
informal.

17.  An office worker once called a grammar hot-line service with this problem:
“We’ve just sent a report to our headquarters, and it was returned with this
comment, ‘Put it in the third person.’ What do they mean?” The hot-line
experts explained that management apparently wanted a more formal
writing style, using third-person constructions (the company or the
researcher instead of we and I).
 Why?