Informationive Report

Definition:  A report where only facts are given; no conclusions; no recommendations  A summary is often included at the end to recap main facts

Introduction section  No heading for the introductory paragraph  Include in the introductory paragraph:  problem statement in the topic sentence  what, why, how, (scope) of the investigation  report preview sentence (basically what sections follow)

Body (message) section  Break topic into subtopics (divisions) and use headings (except intro. & summary).  Organize subtopics from most important to least important. Most important topics come first in your report.  Include facts only, not your opinions  Omit conclusions and recommendations. You are only providing facts in an informative report.

Summary section  Restate the main facts in a few clear, concise sentences.  Omit a heading “Summary,” in an informal report unless the report is lengthy—just start a new paragraph, “In summary…”

Closing section  Omit heading “Closing”-just move to a new paragraph and start with “In summary…” (or words to that effect.  Include such items as  goodwill comments - enjoyed task, looking forward to working with reader further  feedback request – any suggestions are welcome  contact numbers – phone and  Avoid thanking reader for consideration and time.  Avoid hesitancy phrases such as “I hope you find this helpful”

Watch the Tone of the Closing  Don’t be demanding in your tone – e.g. “Call me immediately” unless the situation warrants such a tone.  If a follow up is required, don’t give your boss directions - better to you say that you will contact him or her to follow up.

Include headings (except for introduction, summary and closing)  We discussed construction of headings in the previous PowerPoint lecture: Organizing Information for a Report. You should also review Study Notes, pp As stated on page 18, short reports use Level 1 and Level 3 headings. Format as shown on that page.

Include a header on the second page.  See the bottom of Study Notes, page 19 for two header formats you can choose from. To insert a header, using Office 2003, click on View on your menu bar, then Header and Footer. You will open that view and can enter your header in the dotted line header box that appears on the page.  To remove the header from the first page of the report, click the Page Setup icon on the Header and Footer tool bar, then click the Layout tab in the Page Setup dialog box, and then check the Different first page box. OK. To add page numbers

Include a header using Office 2007  Click on the Insert tab, then on the Header icon located in the Header & Footer group.  Choose Blank (Three Columns) header format.  Click in first text box and add appropriate information.  Click in middle text box and then on Date & Time in the Insert group on the Header & Footer Tools Design tab, and select appropriate date format.  Click on right text box, then on Page Number icon and choose Current Position – Plain Number.  Click on Different First Page check box in Options group.

Informative Report Assignment – See assignment handout