Profession Comm. Questions 6

Unit VI

Lesson 2: Formal and Informal Reports

Introduction

Sooner or later, most managerial employees are tasked with writing formal or informal reports

for their organizations. Formal reports generally provide well-researched information about

changes or new developments in an organization. They may be used to address a problem and

ways to resolve the problem. Such reports are usually prepared for executives or for external

distribution.

Informal reports, on the other hand, are used to communicate internally and are generally shorter

than formal reports. They may not contain addenda like the charts and statistical information that

are necessary in most formal reports. Particular elements of the formal report are frequently

omitted such as the table of contents and abstract.

Formal Reports

Formal reports are created for a variety of reasons. Within the workplace, they are usually sent

outside the organization or to upper management. Such reports are usually written in the third

person, that is, without using the word “you.” Every word is written out in full—in other words,

in formal Standard English. For example, instead of writing “can’t,” you must write “cannot.” If

you use acronyms, you must explain what the acronym means the first time it is mentioned.

Formal reports can be quite long, and in most cases, some research is carried out before they are

written. These reports must include references, meticulously naming all the sources included as

part of the research.

In general, a formal report will be highly structured, containing the following sections:

Title page: The first page of your report should contain the name of the report, either the name of

the person writing the report or the name of the company, and the date it was prepared.

Abstract: On the next page, summarize the report. Very briefly, cover important aspects of the

report.

Table of Contents: List all the sections of the report and the page numbers. See the following

example:

Table of Contents

1. Introduction 1 2. Analysis 2 3. Methodology 7

Introduction: This section provides a general understanding of the report. It should contain some

background and briefly explain the reasons for the report. You should also include a statement of

what the report will achieve. End the introduction with an explanation of how the report is

structured.

Analysis: In this section, it is useful to follow the SWOT analysis; in other words, look for

strengths, weaknesses, opportunities, and threats. The report will explain what made it necessary

to research and resolve the issue covered in the document. You should refer to the department or

departments that will be affected by the projected outcomes as well as any internal or external

entities that will likewise feel the effects of the projected results. Next, explain opportunities and

threats that potentially exist internally and externally. Conclude the analysis to show how to use

the information that you provided for the good of the company.

Methodology: The report must describe clearly how the information in your report was obtained.

For example, explain when the data was collected and the methods used for collection. If surveys

were used, explain how many people were contacted and, out of that group, how many

participated.

Discussion on findings: The analysis or discussion of the findings is an essential part of the

report. This portion of the report must carefully discuss the analysis of the problem and provide

evidence to support all findings. The discussion of the report’s findings must use a structure that

is easy to follow. One way this step is habitually handled is to communicate each idea under a

specific heading.

Conclusion and recommendations: This section contains a well-organized summary of the

findings and shows how the conclusions relate to the issues discussed in the report. If there is

more than one conclusion or recommendation, it is best to number each one and arrange them in

order of importance. Traditionally, there should be a recommendation for each conclusion.

References: As you write the report, include citations and references according to your

company’s preferred writing style. At the end of the report, have a specific section in which you

list all the references used when writing the report.

Appendix (if needed): These reports must list any supplementary materials that support the

reader’s understanding of the report. This section will also include any other materials relevant to

the objectives and successful completion of the report.

Informal Reports

Informal reports are usually used to communicate within an organization. This type of report is

usually much shorter than a formal report. This type of report can use personal pronouns such as

“you.” However, they avoid using contractions. Using acronyms is acceptable, but, by tradition,

always explain what the acronym means the first time it is mentioned. For example, the first time

the Education Department is mentioned, write Department of Education (DOE). Thereafter,

always use the acronym DOE when you are referring to the Department of Education.

Your report should be formatted like a memo:

From:

To:

Date:

Subject:

Informal reports contain an 1) introduction, 2) discussion on findings, 3) conclusion, and 4)

recommendations. See the sample informal report below:

To: John Doe

From: Jane Doe

Date: January 2, 2016

Subject: Financing Report

In response to your questions regarding raising money to carry out the department’s

objectives, I researched several organizations, including government and corporate

financiers, to find out who would be interested in our project.

I identified 50 organizations that might be willing to provide financial assistance for

some of our programs, including job training, fiscal responsibilities, and safety programs.

I could not locate any federal funding—all of the assistance would come from the private

sector.

I recommend that we approach the first three organizations named in the attached

document to seek finance for immediate use. I also recommend that we conduct research

locally by investigating our county and city departments that might offer assistance to

businesses. Since it can take up to a year to obtain funding, I recommend that we create

and maintain an index of prospective lenders.

Writing Proposals

When management needs to approve purchases or changes to the organization, a proposal must

be prepared and submitted. These proposals are written in the memo format discussed previously

and are used primarily to identify the problem and its solution as clearly and succinctly as

possible. The report must provide sufficient information for the manager to make an informed

decision.

Always consider the person who will receive your proposal. Is he or she familiar with the issue?

What is the most effective method of approaching him or her? Is the timing right to make this

proposal?

These are the steps to follow in making such a proposal:

1. Write a brief introduction stating why you are writing the proposal. 2. Analyze the problem in depth. Do not assume that the person will know that the problem

is occurring. Explain why you believe that the problem exists. State the cause or causes

of the problem. Explain where, when, why, and under what circumstances the problem

occurs. There must always be thorough research to ensure accurate and timely

information is provided and that the problem is presented thoroughly and clearly.

3. Describe a solution to the problem. It is best to consider two or more alternative solutions. As each solution is described, provide the anticipated pros and cons. Present all

of the resources that will be needed. For example, present all of the people who will be

needed for the project; the equipment that is necessary to complete the project; and how

much money will be needed, estimated or actual, for the project’s successful completion.

Make the solutions appealing to the reader. If possible, point out who will be responsible

for ensuring everything is done in a timely manner. The solutions must show that the

outcome will be profitable to the organization. Also, present a timeline clearly showing

the expected timing of each solution to the problem and when each will be achieved.

4. Conclude by recommending one of the alternative solutions presented, stating specific reasons for the decision.

5. Read over the proposal carefully, ensuring that there is no unnecessary information. Proofread each section meticulously to ensure that there are no spelling or grammatical

errors.

Writing Organizational Reports

Writing organizational reports is similar to writing proposals in that the basic foundation is the

analysis of a problem with a goal to provide suggestions for change. Although the reasons vary

widely for writing organizational reports, hypothetically, one might be a member of a team who

has been asked to investigate the feasibility of creating a new communication system that would

be suitable for use with government and private corporations, and the group’s members would

work together to provide a solution. Once the problem has been investigated, the team must

communicate its recommendations in a written organizational report.

To build credibility, the group will have to demonstrate a thorough familiarity with the problem

and demonstrate that the members of the group, through research, have become experts in the

area being discussed. The first important step is to explain the problem in complete detail. The

reader must be provided a complete understanding of the situation. This report will contain a title

page, a table of contents, an introduction, discussion of what occurred, conclusion and

recommendations, and references. There must be separate sections that 1) introduce the issue, 2)

explain the analysis step by step, and 3) present conclusions and recommendations. While a

reference section is a necessity, an appendix is optional.

While there are a variety of reports, many unique to a particular company or circumstance,

working on and producing these reports can be expected with virtually all businesses. Whether

an individual or group produces the report, there are always expectations about the product and

its information. Great care must be taken in the preparation, research, and presentation of these

reports, whether they are written or presented in multiple formats—either in person or in

meetings with Adobe or Skype. All reports challenge the creators to be sensitive to language and

structure so that the expectations of the recipients of the reports are not disappointed or the goals

of the reports are not met. Reports often take a great deal of time and effort, but they are the

communication system of businesses, and without them, decisions, progress, and management

would be without direction and the specific knowledge to carry these businesses forward.

Check for Understanding

(Answer Key is found below Review)

Identify the correct definition of the component of a formal report: title page, abstract, table of

contents, introduction, analysis, methodology, discussion of findings, conclusion and

recommendations, references, and appendix.

1. A list of your sources in any report—those items which you used as a part of your report: __________

2. Following the introduction, this section of the report is devoted to an exploration of strengths, weaknesses, opportunities, and threats; a thorough investigation of a particular

issue with all of its ramifications, possibilities; and plans for resolution: __________.

3. This section is the place designated for any supplementary materials that might help readers understand the report as well as auxiliary material that might help make the report

thorough and successful: __________.

4. In this section, there must be background information, a clear justification for the report, a preview of what the report is attempting to do, and, finally, how the report is to be

structured: __________.

5. This section must contain a well-organized summary of precise and clear solutions with explicit steps to achieve the end objectives of the report: __________.

Review

1. Formal reports generally provide well-researched information about changes or new developments in an organization.

2. Informal reports are used to communicate internally and are generally shorter than formal reports.

3. When management needs to approve purchases or changes to the organization, a proposal must be prepared and submitted.

4. Writing organizational reports is similar to writing proposals in that the basic foundation is the analysis of a problem with a goal to provide suggestions for change.

Answer Key

1. references 2. analysis 3. appendix 4. introduction 5. conclusion and recommendations