INFORMAL REPORTS

MARIA BELEN ROBLES – BALANDRA

1ST SEMESTER, SY 2019-2020
Basics:
primarily numerical data, such as tax
Systematic attempts to answer questions reports or profit-and-loss statements
and solve problems

May be presented orally in front of a group

information only
or electronically via e-mail or a Web site

analyze and make recommendations

Short (usually eight or fewer pages), use
memo or letter format, and are personal in
tone
Informative present data without analysis or recommendations

not expected to analyse

the facts for readers  trip report describing an employee’s
visit to a conference

 routine operations i. e. compliance

with regulations

 company policies and procedures

Functions:

Analytical Reports **provide data, analyses, and conclusions

**if requested also supply recommendations
**persuade readers to act or to change beliefs

recommendation of
comparison of
analyses and one restaurant site,
several potential
discussion of thus attempting to
locations for a fast-
alternatives persuade readers to
food restaurant
accept this choice
Organizational Patterns
DIRECT
INFORMATIVE:

 purpose for writing is presented close to the

beginning
 open with an introduction, followed by the facts
and a summary

ANALYTICAL:

 when readers are supportive or are familiar with

the topic
 many prefer this pattern because it gives them
the results of the report immediately
INDIRECT
**USEFUL WHEN READERS MUST BE
when the conclusions and recommendations, if PERSUADED OR WHEN THEY MAY BE
requested, appear at the end of the report DISAPPOINTED IN, OR HOSTILE
TOWARD THE REPORT’S FINDINGS
begin with an introduction or description of the **MORE LIKELY TO RETAIN THE
problem, followed by facts and interpretation from READER’S INTEREST BY FIRST
the writer EXPLAINING, JUSTIFYING, AND
ANALYZING THE FACTS AND THEN
end with conclusions and recommendations MAKING RECOMMENDATIONS
helpful when readers are unfamiliar with the **MOST RATIONAL TO READERS
problem BECAUSE IT FOLLOWS THE NORMAL
THOUGHT PROCESS: PROBLEM,
ALTERNATIVES (FACTS), SOLUTION
Formats
LETTER
Prepared on a company’s letterhead stationery
Contains a date, inside address, salutation, and complimentary close
Usually longer and show more careful organization than most letters

MEMO
Short informal reports that stay within organizations
Begin with essential background information, using standard headings: Date, To, From, and Subject

Differ from regular memos in length, use of headings, and deliberate organization

MANUSCRIPT
For longer, more formal reports
Usually printed on plain paper instead of letterhead stationery or memo forms
Begin with a title followed by systematically displayed headings and subheadings
GUIDELINES FOR DEVELOPING INFORMAL REPORTS
1. Determining the Problem and Purpose

STATEMENT OF PURPOSE.
Ask yourself:
Am I writing this report to
inform? This report presents data regarding the feasibility
analyze? of and costs involved with opening an on-site day
solve a problem? care facility for use by employees with children.
persuade?

 answer to this question should be a clear, accurate statement identifying your purpose
 preferably one sentence which usually becomes part of the introduction
2. Gathering Data

based on solid, accurate, verifiable facts

typical sources of factual information for informal reports include:

(1) company records - analysis of company records and files; observe past performance and
methods used to solve previous problems; collect pertinent facts that will help determine a course
of action

(2) observation - personal observation and experience; i.e., if you were writing a report on the need
for a company e-mail and Internet-use policy, you might observe how much employees are using e-
mail and the Web for personal use
(3) surveys, questionnaires, and inventories – i.e., if you were part of a committee
investigating the success of an employee carpooling program, you might begin by using a
questionnaire to survey use of the program by employees

(4) interviews - talking with individuals directly concerned with the problem produces
excellent first-hand information; i.e., , if you are researching whether your company
should install wireless technology, you could interview an expert in wireless technology
about the pros and cons; allows one-on-one communication, thus giving you an
opportunity to explain your questions and ideas in eliciting the most accurate information
(5) printed material - books, newspapers, and periodicals, such as magazines and journals

(6) electronic resources - electronic databases, and other online resources; information
provided by the government, newspapers, magazines, and companies; many use electronic
tools as mailing lists, discussion boards, and weblogs (or “blogs”) to conduct research
KINDS OF INFORMAL
REPORTS
INFORMATION REPORTS

Generally contain three parts: introduction, body (findings), and conclusion:

introduction: explain why you are writing or for some reports, describe what methods and sources were used to
gather information and why they are credible; provide any special background information that may be necessary;
preview of what is to follow

findings section: organize the facts in a logical sequence; group information in one of these patterns:
(1) chronological, (2) alphabetical, (3) topical, (4) geographical, (5) journalism style (who, what, when, where, why,
and how), (6) simple-to-complex, or (7) most to least important

Example
PROGRESS REPORTS

Usually used for continuing projects which require progress reports to describe their status

May be external (advising customers regarding the headway of their projects) or internal
(informing management of the status of activities).

PATTERN OF DEVELOPMENT:

• Specify in the opening the purpose and nature of the project.

• Provide background information if the audience requires filling in.
• Describe the work completed.
• 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.
JUSTIFICATION/RECOMMENDATION REPORTS

Analyze a problem, discuss options, and present a recommendation, solution, or action to be taken.

i.e., Buying equipment, changing a procedure, hiring an employee, fusing departments, or investing funds.

Direct Pattern - For non-sensitive topics and recommendations that will be agreeable to readers, can follow
this pattern:

• In the introduction identify the problem or need briefly.

• 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.
• Discuss pros, cons, and costs.
• Conclude with a summary specifying
the recommendation and necessary
action.
Indirect Pattern - When a reader may oppose a recommendation or when circumstances suggest
caution, don’t be in a hurry to reveal your recommendation.

SEQUENCE

• Make a general reference to the problem, not to your recommendation, in the

subject line.
• Describe the problem or need your recommendation addresses. Use specific
examples, supporting statistics, and authoritative quotes to lend credibility to the
seriousness of the problem.
• Discuss alternative solutions, beginning with the least likely to succeed.
FEASIBILITY REPORTS
examine the practicality and advisability of following a course of action.

answer this question: will this plan or proposal work?

are internal reports written to advise on matters i.e., consolidating departments,

offering a wellness program to employees, or hiring an outside firm to handle a company’s accounting
or computing operations.

focus in these reports is on the decision: stopping or proceeding with the proposal.
PATTERN:

• Announce 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 implementing the proposal.

EXAMPLE
Group Projects I. Information Report:
A. Searching for Career Information
Gather information about a career or position in which you might be interested. Learn about
the nature of the job. Discover whether certification, a license, or experience is required.

Your Task:
Write an information report to your instructor that describes your target career area. Discuss
the nature of the work, working conditions, necessary qualifications, and the future job outlook
for the occupation.
Include information about typical salary ranges and career paths. If your instructor wants an
extended report, collect information about two companies where you might apply. Investigate
each company’s history, products and/or services, size, earnings, reputation, and number of
employees. Describe the functions of an employee working in the position you have
investigated. To do this, interview one or more individuals who are working in that position.
Devote several sections of your report to the specific tasks, functions, duties, and opinions of
these individuals. You can make this into a recommendation report by drawing conclusions and
making recommendations. One conclusion that you could draw relates to success in this career
area. Who might be successful in this field?
B. Exploring a Possible Place to Work
You are thinking about taking a job with a Fortune 500 company, and you want to learn as much as
possible about the company.

Your Task:
Select a Fortune 500 company (or any other company that interests you), and collect information
about it on the Web. Visit www.hoovers.com for basic facts. Then take a look at the company’s
Web site; check its background, news releases, and annual report. Learn about its major product,
service, or emphasis.
Find its Fortune 500 ranking (if applicable), its current stock price (if listed), and its high and low
range for the year. Look up its profit-to-earnings ratio. Track its latest marketing plan, promotion,
or product. Identify its home office, major officers, and number of employees. Find out about the
company’s future plans. In a memo report to your instructor, summarize your research findings.
Explain why this company would be a good or bad employment choice.
Progress Report:

A. Making Headway Toward Your Degree

You agreed with your parents (or spouse, partner, relative, or friend) that you would submit a
progress report at this time describing the progress you have made toward your educational
goal (employment, certificate, or degree).

Your Task:
In memo format write a progress report that fulfills your promise to describe your progress
toward your educational goal. Address your progress report to your parents, spouse, partner,
relative, or friend. In your memo (1) describe your goal; (2) summarize the work you have
completed thus far; (3) discuss thoroughly the work currently in progress, including your
successes and anticipated obstacles; and (4) forecast your future activities in relation to your
scheduled completion date.
B. Keeping Your Supervisor Updated
As office manager for the Animal Rescue Foundation (www.arf.net), a nonprofit
organization that rescues and finds homes for abandoned and abused animals, you have
been asked to come up with ways to increase community awareness of your organization.
For the past month you have been meeting with business and community leaders,
conducting Web research, and visiting with representatives from other nonprofit
organizations.
Your supervisor has just asked you to prepare a written report to outline what you have
accomplished so far.

Your Task:
In memo format write a progress report to your supervisor. In your memo (1) state
whether the project is on schedule; (2) summarize the activities you have completed
thus far; (3) discuss thoroughly the work currently in progress; and (4) describe your
future activities. Also let your supervisor know any obstacles you’ve encountered and
whether the project is on schedule.
Justification/Recommendation Report:

Solving a Campus Problem

In any organization, room for improvement always exists. Your college campus is no
different. You are the member of a student task force that has been asked to identify
problems and suggest solutions.

Your Task: In groups of two to five, investigate a problem on your campus, such as
inadequate parking, slow registration, poor class schedules, inefficient bookstore,
weak job-placement program, unrealistic degree requirements, or lack of internship
programs. Within your group develop a solution to the problem. If possible, consult the
officials involved to ask for their input in arriving at a feasible solution. Do not attack
existing programs; instead, strive for constructive discussion and harmonious
improvements. Write a justification/recommendation report in memo or letter
format.
Address your report to the college president.
Feasibility Report:

Improving Student Fitness

Your company is considering ways to promote employee fitness and morale.

Your Task: Select a possible fitness program that seems reasonable for university
students. Consider a softball league, bowling teams, a basketball league, lunchtime
walks, lunchtime fitness speakers and demos, organization-sponsored health club
memberships, a workout room, a fitness center, nutrition programs, and so
on. Assume that your university heads has tentatively agreed to one of the programs and
has asked you to write a memo report investigating its feasibility.