Writing tips
5780 6715 6765 3880 Writing Tips Index

 
Writing informal reports

Format

Memo header

To:  (name and title of target audience)
From:  (name and title of writer: remember to sign or initial)
Date:
RE:
CC: (distribution list when necessary)
Introduction  [no heading necessary]
Discussion sections [varies with purpose of report]
Conclusion
 

Parts of an informal report

Reports are written for many different reasons and use two basic formats. One is the long or formal report  and the short or informal report. But EVERY report, like every letter, essay, or article has 3 main parts: Introduction, Discussion sections, Conclusion. These reports follow the same format as the memo but are longer and more comprehensive. Because they are longer than one or two pages, reports also include such formatting elements as headings, bulleted or numbered lists, and graphs and charts or tables.

The introductory section includes 3 parts:

1. a statement of the problem or situation,
2. the task assigned to the writer and the scope of the project.
3. purpose of the report and forecasts for the reader the topics of the report.
Finally, when appropriate, the introduction ends with the conclusion or recommendation reached by the writer.

An introduction for a proposal might read:

XYZ Company has been troubled recently by an ineffective inventory control system. I propose to investigate this system at the South Side Branch. This report discusses the problem, research methods, possible solutions, and a budget and schedule for the research.
[Notice that the introduction has no heading. Headings for introductory sections are optional.]

An introduction for a final report that includes a recommendation might read:

XYZ Company has been troubled recently by an ineffective inventory control system. Task Force A has researched the problem to identify possible causes and solutions. We have limited our investigation to the South Side Branch. This report discusses the problem, research methods, alternative solutions, and presents our recommendation and details of implementation.

Task Force A recommends the reorganization of Warehouse management to include inventory supervisor whose staff will be responsible for all inventory records.

Another aspect of report writing that is somewhat different from other business communications is the reading patterns of various audiences. Remember that most memos and reports have a target audience, but a number of secondary audiences who must be accommodated. Some of the readers will skim the report. If I am the finance officer, for example, I will be more interested in the cost of the change and the return in the investment than the research methods or the details of the problem. I might read the budget section very thoroughly, yet only skim the other sections. If I am skeptical of the cost effectiveness of a recommended solution, I will go back and read what other solutions were considered.

In other words, the report, particularly the discussion sections, may not be read in a linear way—from the first word progressing to the last. Therefore, the writer must be certain the report is comprehensible when read in that manner. Each section must work together as part of the whole report, but a reader should be able to read one section and understand the context. An example of the first section of a discussion follows.
 

Description of the Problem
For the past two years, South Side Branch has recorded higher than normal inventory losses. Employees reported that many items shown to be in stock are not and other items were reordered when there was no need. The costs of these inventory mistakes have increased steadily for the past eight quarter (see Figure 1) and--------
Notice how the first sentence of the section "Description of the Problem" provides the context of the report (inventory loss, South Side Branch). If each section of a long or short report contains a contextual reference, a reader will be able to skim a report and read pertinent sections without having to refer back to the introduction for its context.

Anytime you use a list, or graphic or visual representation, you should introduce that list or visual and explain its purpose to the audience.
 

Mission of Parks and Recreation Advisory Board

The mission and goals of the Parks and Recreation Advisory Board (PRAB) include

  •   provide and maintain playgrounds and other outdoor facilities for city residents
  •   sponsor recreational programs for both children and adults
  •   maintain centers for indoor activities
    • Finally, the conclusion of a report, depending on its purpose, should remind the reader of any action needed, ask for a response, indicate a willingness to answer questions, and provide contact information.
     

    Caution: Please note that the format of business and professional reports includes short paragraphs of text. So, do not use a heading as a paragraph marker. In other words, a heading may be followed by several paragraph. See the example above of the introductory paragraph. The recommendation is in a second paragraph, not part of one long paragraph.

    For additional information on business writing style and tone, consult a textbook or handbook.

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    Last Modified: 1.29.01