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INFORMALREPORTS

Chapter 9


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You can have brilliantideas, but if you cantget them across, yourideas wont get youanywhere.

Lee Lacocca

Pg. 238


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OBJECTIVES Describe business report basics, including functions,

organizational patterns, formats, and delivery methods.

Follow guide lines for developing informal reports,

including determining the problem and purpose,gathering data, using an appropriate writing style,composing effective headings, and being objective.

Describe six kinds of informal reports.

Write information and progress reports.

Write justification/recommendation reports.

Write feasibility reports.

Write minutes of meetings and summaries.

Pg. 238


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UNDERSTANDINGREPORT BASICS Business reports are difficult to define.

Business reports may range in size or content.

They can be represented by presenting themorally or by sending them through a email.

Business reports can be created as memos,letters, numerical data, information, or make

recommendations. They all have one thing in common and that is

too answer questions and solve problems.

Pg. 239


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FUNCTIONS OF REPORTS There are two categories of reports,

Informative Reports and Analytical

Reports. Informative Reports present data without

analysis or recommendations.

Analytical Reports provide data,analyses, conclusions, and if requested

recommendations.Pg. 239


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ORGANIZATIONALPATTERNS Reports may be organized directly or indirectly.

Direct Pattern has the purpose of the writing close tothe beginning.

Direct Pattern begins with an introduction, then facts,then a summary, and a complimentary close.

Indirect Pattern has the conclusions andrecommendations, if requested, appear at the end ofthe report.

Indirect Pattern begins with an introduction, thenfollowed by facts, and ends with a conclusion orrecommendation.

Most people prefer the Indirect Pattern because itfollows the normal thought process.

Pgs. 239-240


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FORMATS Letter Formatis used for short (usually eight or

fewer pages) informal reports addressed

outside an organization. Memo Formatis used for short reports that

stay within organizations.

Manuscript Formatare for longer, more formal

reports.

Printed Forms are used for repetitive data.

Pgs. 240-242


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REPORT DELIVERY Reports can be delivered:

In person

By Mail By Fax

By E-Mail

Online

Pgs. 242-243


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GUIDELINES FORDEVELOPING INFORMALREPORTS

The first step in writing a report isunderstanding the problem or assignmentclearly. This includes coming up with a

statement of purpose. You then have to gather the data. Some

examples are; Company Records

Observation

Surveys, Questionnaires, and Inventories

Interviews

Printed Material

Electronic Resources

Pgs. 243-248


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GUIDELINES FORDEVELOPING INFORMALREPORTS (cont.)

After you have gathered your information you

have to develop an appropriate writing style.

Once all that is done, you must come up with aeffective heading. This is important because it

is what is going to be very meaning.

When writing a report you must be objective.

You should do this by presenting both sides ofan issue, separate fact from opinion, be

sensitive, and cite sources.

Pgs. 243-248


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SIX KINDS OF INFORMALREPORTS Information Reports they collect and

organize information or investigative.

Progress Reports monitor the headwayof unusual or nonroutine activities.

Justification/Recommendation Reports

are similar to information reports exceptthey offer analysis in addition to data.

Pgs. 248-249


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SIX KINDS OF INFORMALREPORTS (cont.) Feasibility Reports are used when a

company must decide to proceed with a

plan of action. Minutes of meetings are a record of the

proceedings of a meeting.

Summaries condense the primary ideas,conclusions, and recommendations of a

longer report or publication.

Pgs. 248-249


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OVERVIEW In conclusion there are six types of

informal reports.

Also this chapter discussed four formatsfor reports.

All of the examples presented are

examples of informal reports.


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QUESTIONS?


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REFERENCEGuffey, M. E. (2007). Essentials ofBusiness Communication. Ohio:

South-Western.

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