1. Writing Reader-Focused Informal Reports
C H A P T E R

2. Presentation Overview
What Is an Informal Report?
How Do You Prepare to Write an Informal Report?
How Do You Write Directives?
How Do You Write Progress Reports?
How Do You Write Meeting Minutes?
How Do You Write Field and Lab Reports?
How Do You Write Trip Reports?

3. What Is an Informal Report?
Reports are oral or written communications that help people to understand, to analyze, to act, and/or to make decisions. Informal reports communicate information about routine, everyday business.

4. How Do You Prepare to Write an Informal Report?
Find out about your readers.
Anticipate and answer your readers’ questions.
Select the appropriate format.

5. Find Out about Your Readers
Their knowledge about the topic of your report
Their reason for reading the report
Questions will they ask as they read the report
Their position inside or outside your organization, and if inside, their position within the organizational hierarchy
The various groups reading the report
Their knowledge and opinions of you and your organization

6. Anticipate and Answer Their Questions
Ask:
What is the purpose of the report?
Why are they receiving the report?
How does the report affect them or their organization?

7. Select the Appropriate Format
Memos
Letters
Forms and templates
Formal report format

8. How Do You Write Directives?
Inform or remind readers of a policy or procedure.
Explain why the policy or procedure is important to the readers and/or the organization.
Example
In my first act as new president of Picket Fence Properties, I am enacting an open door policy. This policy means that employees can approach any supervisor in the company with an idea, question, or problem, without fearing any adverse consequences. I would like to foster an environment of open communication

9. How Do You Write Progress Reports?
Describe the current status of an ongoing project or the activities of a department or division.
Honestly report your progress.
Use the conventional structure:
Introduction
Discussion of the progress
Conclusion

10. Introduction Identify the project or projects that the report covers.
State the time period that the report covers.
State the objectives of the project or projects (if readers need this information).
Example
This report covers my team’s progress from March 1 to April 1 on the 5435 Easy Street remodeling job.

11. Discussion of the Progress
Organize by
Progress made and progress expected
Tasks or projects
Include information about
How your progress compares with what you planned to accomplish during the reporting period
Any problems that you have encountered
The results of your work

12. Discussion of the Progress
Example of Progress Made/Progress Expected Organization
Progress Made
Cleared and prepped site
Painted
Progress Expected
Replace carpet
Replace fixtures and hardware
Landscape

13. Discussion of the Progress
Example of Task Organization
Task #1: Clear and prep site
Progress made
Progress expected
Task #2: Paint
Task #3: Replace carpet
Task #4: Replace fixtures and hardware
Progress made
Progress expected
Task #5: Landscape

14. Conclusion Summarize the progress made on the project.
Summarize any problems experienced during the reporting period.
Evaluate the overall progress.
Recommend ways to improve or change the project or future work, if necessary.
Example
At this point, we are about 30% finished with the job. Because we did not receive the carpet and other supplies until this week, we lost valuable time and will not finish by the April 10 deadline. In the future, we should consider ordering from a different supplier to avoid experiencing delays

15. How Do You Write Meeting Minutes?
Decide whether they are informal or formal.

16. Informal Summarize what was discussed. Summarize agreements.
Identify action items.

17. Formal Use the conventional structure:
Information about the meeting and the attendees
Items discussed
Action items
Your information

18. Information about the Meeting and the Attendees
The name(s) of the group(s) involved in the meeting
The location, date, and time of the meeting
The type of meeting
The attendees
The time the meeting adjourned
Name and title of the person who wrote the minutes.

19. Items Discussed Follow the organization of the agenda:
Old business and new business for recurring meetings
Discussion items for one-time meetings
Record major topics discussed.

20. Action Items Identify the specific action
the person responsible for completing the action
the deadline for completing the action

21. Your Information Include Your name as the note taker
Your contact information (optional)

22. Minutes for [Type of Meeting]
[Organization Name]
Minutes for [Type of Meeting]
[Date and Time]
[Location]
Member Presiding
Attendees
Old Business
Topic:
Discussion
Conclusions
Action Item
Person Responsible
Deadline
New Business
Respectfully Submitted by [Your Name]

23. How Do You Write Field and Lab Reports?
Use the conventional structure*:
Introduction
Methods
Results
Conclusions
Recommendations
* You can read more about the content for these sections in Chapter 18.

24. How Do You Write Trip Reports?
Use the conventional structure:
Introduction
Summary
Discussion
Recommendations

25. Questions?