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Technical Communication
A Practical Approach
Chapter 11: Reports for Information and Analysis

William Sanborn Pfeiffer

Kaye Adkins

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins

Reports for Information and Analysis

Four Common Informative Reports
Four Common Analytical Reports

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins

Four Common Informative Reports

Activity Reports
Abstract
Time period, project, or event covered
Body
Organization that emphasizes type of activity, by project or by client
Problems important to the reader
Conclusion
Actions for continuing and ongoing activities
Plans for addressing problems

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins

Four Common Informative Reports

Progress Reports
Provides your manager with details about work on a specific project
Use ABC format for progress/periodic reports
Periodic Reports
Summarizes your work on diverse tasks over a specific period of time
Use ABC format for progress/periodic reports

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins

Four Common Informative Reports

Progress/Periodic Reports
Abstract
Purpose/Capsule summary/Main progress to date
Body
Description of work completed/Clear reference to any dead ends/Explanation of delays/Description of work remaining/Reference to attachments
Conclusion
Brief restatement of work/Expression of confidence or concern/Willingness to make suggested adjustments

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins

Four Common Informative Reports

Regulatory Reports
Abstract
Summary of the findings, including statement of extent to which the organization is in compliance
Summary of recommended actions

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins

Four Common Informative Reports

Regulatory Reports
Body
Organization that emphasizes required activities or documents
Description of observations
Description of problems observed
Data that support observations

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins

Four Common Informative Reports

Regulatory Reports
Conclusion
Recommendations for improvement of compliance
Summary of consequences if problems are not addressed in a timely manner

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins

Four Common Informative Reports

Lab Reports
Describes work done in any laboratory—with emphasis on topics such as purpose of work, procedures, equipment, problems, results, and implications
Use ABC format for lab reports

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins

Four Common Informative Reports

Lab Reports
Abstract
Purpose/Capsule summary
Body
Purpose or hypothesis of lab work/Equipment needed/Procedures or methods used in lab test/Unusual occurrences/Results of test
Conclusion
Statement or restatement of main results/Implications of lab test for further work

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins

Specific Guidelines for Five Informal Reports

Problem Analyses
Presents readers with a detailed description of problems
Follow ABC format for problem analyses

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins

Four Common Analytical Reports

Problem Analyses
Abstract
Purpose/Summary of problems
Body
Background/Description of problems/Data
Conclusion
Brief restatement/Degree of urgency/Suggested next step

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins

Four Common Analytical Reports

Recommendation Reports
Presents readers with specific suggestions that affect personnel, equipment, procedures, products, services, and the like
Use ABC format for recommendation reports

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins

Four Common Analytical Reports

Recommendation Reports
Abstract
Purpose/Brief reference to problem/Capsule summary of recommendations
Body
Details about problem/Recommendations/Data that support recommendations/Benefits/Drawbacks
Conclusion
Brief restatement/Main benefit/Your offer to help with next step

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins

Guidelines for Feasibility Studies

Choose Format Carefully
Use the ABC Structure
Call Your Abstract an Introductory Summary
Organize the Body Well

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins

Guidelines for Feasibility Studies

Choose Format Carefully
Use the ABC Structure
Abstract
Capsule summary
Body
Details that support conclusions and recommendations
Conclusion
Wrap-up of conclusions and recommendations

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins

Guidelines for Feasibility Studies

Call Your Abstract an Introductory Summary
Brief statement about who has authorized the study and for what purpose
Brief mention of the criteria used during the evaluation
Brief reference to your recommendation

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins

Guidelines for Feasibility Studies

Organize the Body Well
Describe evaluation criteria
Describe exactly what was evaluated and how
Choose criteria that are most meaningful to readers
Discuss both advantages and disadvantages
Follow organization guidelines for comparisons

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins

Guidelines for Feasibility Studies

Use the Conclusion for Detailed Conclusions and Recommendations
Use Graphics for Comparisons
Offer to Meet with the Readers

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins

Four Common Analytical Reports

Equipment Evaluations
Provides objective data about how equipment has, or has not, functioned
Use ABC format for equipment evaluations

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins

Four Common Analytical Reports

Equipment Evaluations
Abstract
Purpose/Capsule summary
Body
Thorough description of equipment/Well-organized critique/Additional supporting data, with reference to any attachments
Conclusion
Brief restatement of major findings, conclusions, or recommendations