Informal Reports By: Jessie Lemmens

 Informative Reports  Analytical Reports If readers are informed If readers are supportive If readers are eager to have results first Direct Pattern Information Report Analytical Report If readers need to be educated If readers need to be persuaded If readers may be disappointed or hostile Indirect Pattern Analytical Report

 Direct Pattern  Indirect Pattern  Example Page 240

 Letter Format  Memo Format  Manuscript Format  Printed Forms  Example Pages

 In Person  By Mail  By Fax  By  Online

 Company Records  Observation  Surveys, Questionnaires, and Inventory  Interviews  Printed Material  Electronic Resources

Informal Writing StyleFormal Writing Style Use Short, Routine Reports Theses Research Studies Effect Feeling or warmth Personal Involvement Closeness Impression of accuracy, professionalism, fairness Characteristics Use first-person pronouns Use of contractions Shorter Sentences Familiar Words Humor, Metaphors Colorful Speech No first-person pronouns No contractions Complex Sentences Longer Words No humor/figures of speech Reduced colorful adjectives and adverbs

1. Analyze your audience 2. Choose an appropriate type size 3. Use a consistent type font 4. Don’t justify right margins 5. Separate paragraphs and sentences appropriately 6. Design readable headlines 7. Strive for an attractive page layout 8. Use graphics and clip art with restraint 9. Avoid amateurish results 10. Develop expertise

 Guidelines:  Use appropriate heading levels  Strive for parallel construction within levels  For short reports use first- and second-level headings  Capitalize and underline carefully  Keep headings short but clear  Don’t use headings as antecedents for pronouns  Include at least one heading per report page

 Present both sides of an issue  Separate fact from opinion  Be sensitive and moderate in your choice of language  Cite sources

 Information Reports  Progress Reports  Justification/Recommendation Reports  Feasibility Reports  Minutes of Meetings  Summaries

 Provide information without drawing conclusions or making recommendations  Three Parts:  Introduction  Body  Conclusion

 Progress reports tell management whether projects are on schedule  Example Page 250

 Direct Pattern  Nonsensitive topics and recommendations  Example Page 252  Indirect Pattern  Readers may oppose a recommendation or circumstances suggest causation

 Example Page 253  Suggestions  Announce  Background/Problem  Benefits  Problems  Cost of Proposal  Information about Time Feasibility reports analyze whether a proposal or plan will work.

 Example Page 254  Formal Minutes  Informal Minutes  Three Categories Minutes basically are written summaries of the meeting.

 Main points from a book, report, article, website, meeting, or conversation  Percent Reduced  Guidelines  Executive Summaries  Example Page 256

 Six types of informal reports  Four formats of reports  Model documents

 nassaulibrary.org  mommytsunami.wordpress.com  communication.howstuffworks.com  giftoflife7230.org