This presentation include the detail of different types of formal reporting and their preparation methods and the way how to present to authority

1. Types of Formal
Reports
Chapter 14

2. Definition
 Report is the term used for a group
of documents that inform, analyze or
recommend.
 We will categorize formal reports
into:
 Informational reports
 Analytical reports
 Recommendation reports

3. Informational Reports
 Informational reports present results so readers can
understand a particular problem or situation.
 Example: Manager of a city’s website might prepare an
informational report for the city council; the report would
provide statistics on the number of people who pay their
city water and sewage bills online etc.
 Informational reports might:
A. Present information on the status of current research or of
a project.
B. Present an update of the operation in your division.
C. Explain how your organization or division does something.
D. Present the results of a questionnaire or research.

4. Analytical Reports
 This type goes a step beyond presenting results. Analytical
reports present results, analyze those results, and draw
conclusions based on those results.
 These reports attempt to describe why or how something
happened and then to explain what it means.
 Like informational reports, analytical reports can be formal
or informal.
 Explain what cause a problem or situation – Present the
results of a traffic study showing accidents at an
intersection – the report explains what it means.
 Explain the potential results of a particular course of action.
 Suggest which option, action, or procedure is best.

5. Recommendation Reports
 This type advocate a particular course of action. This
usually present the results and conclusions that support the
recommendations.
 This type is identical to analytical report.
 For example, your analytical report suggests using
treatment X to be more efficient than treatments Y and Z.
However, that does not mean that you will use treatment X
as cost and other considerations might recommend
treatment Y.
 What should we do about a problem?
 Should we or can we do something?
 Should we change the method or technology we use to do
something?

6. Principle 1: Identify the Readers and
Purpose of Your Reports
 Before you begin writing your report, you need to
identify the readers and purpose of your report.
 If possible, begin by talking with the readers or
with the person who asked you to write the
report.
 What do you want readers to know, do or learn
from the report?
 Do you only want to present results, not to draw
conclusions or make recommendations?
 Do you want to draw conclusions?
 Do you want to make recommendations based on
conclusions?
 Is the report routine?

7. Analyzing Readers
 What do readers know about the field or topic?
 Why are they reading your report? – to gather
information, complete a task, take a decision etc?
 How much detail will readers need or expect?
 Do your readers expect an informal or formal
report?
 Are the readers external or internal?
 What positions do your readers hold in the
organization?
 Will more than one group read the report?
 What do your readers know about you or your
organization?

8. The Plan for Preparing a Formal Report
 Identify the readers
 Determine your purpose
 Formulate specific questions
 Conduct research to answer the questions
 Draw valid conclusions (for analytical or
recommendation reports)
 Decide on recommendations (for
recommendations)
 Write the report

9. Formulate Questions and Research When
Needed?
Vague: Do electric and magnetic fields cause
health problems?
Specific: What are the health risks of exposure to
low-strength, low frequency electric and
magnetic fields produced by power lines and
electric appliances?

10. Make Valid Conclusions and
Recommendations Based on Sound
Research
 When examining the results of your
research, look for any cause-and-effect
relationships.
 Look for any results that seem to point to
the same conclusion.
 Watch for areas where you have used
illogical or unsupported arguments.

11. Introduction in a Formal Report
 State clearly the subject of your
report.
 State the purpose of your report.
 Identify how the report affects or
relates to the readers (optional).
 Present the background information
that the readers need to understand
your report.
 Present an overview of the report.

12. Methods, Results, Conclusions &
Recommendations
Methods:
 Tell the readers how you did the research or
conducted the study?
 Use clear, specific language
Results:
 What did you find out and how are you reporting
it?
Conclusions:
 What do the results mean?
Recommendations:
 Given the results and the conclusions, what
should occur?
 Eliminate explanations of the recommendations.

13. Writing Feasibility Reports
 This is a type of recommendation report.
 Feasibility reports evaluate options based on
appropriate criteria and recommend the most
feasible or preferable option.
Major Issues:
• Establish criteria for evaluating the options.
• Identify all available options, research carefully,
avoid using lesser options for simplifying the
study.
• Evaluate the options based on the criteria and
draw conclusions about each option.

14. Read….
 Starting 04/18, we will start working
on a group feasibility report.
 You will work on this project exactly
like what is shown in the text on
Figure 14.13 (# 442 – 449).
 Your group might also choose to
follow these examples too.