Language Studies and Academics

Semi-formal Reports Differences and similarities with

informal and formal reports

CM1401

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Informal Report

May not be requested or expected Discussion of the topic is brief One to 3 pages

When the topic suits a direct, informal presentation to the reader Correspondence format

Letter Memo Email

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Correspondence style reports

Letter style Prepared by one organization for another Good security/privacy

Memorandum style Communication between people within an

organization Good security/privacy

Email style Internal or external communication Only for brief reports When security/privacy is not important

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Formal Reports

Six pages or more Informational, Analytical, Persuasive In response to a request for a detailed

report or when one is expected When the topic is important to policy

and/or business processes and/or has legal implications

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Semi-formal Report

Four to 10 pages More detail than correspondence style

Informational, Analytical, Persuasive Often prepared on request or is expected as

part of business, but may be volunteered When the topic is important to policy and/or

business processes and/or has legal implications

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Parts of…

1. Transmittal letter included2. Report does not use letterhead

or memo template3. Title page4. Executive Summary5. Table of contents6. List of illustrations7. Introduction / Opening8. Background9. General discussion/analysis

1. One or more sections10. Conclusion

1. May include recommendations11. List of references (if sources

cited)12. Appendix is optional

1. Transmittal letter is optional2. Report does not use letterhead

or memo template 3. Title page is optional4. No Summary5. Table of contents is optional6. List of illustrations not included7. Introduction / Opening8. Background is optional9. Details / Analysis of data

1. One or more sections10. Outcomes

1. May include recommendations, but not always

11. List of references is optional12. Appendix is optional

Formal Report Semi-formal Report

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Formatting

1. Three or more levels; main headings always begin new page

2. Top/bottom margins of 1st page of sections are different from other pages

3. Paragraphs not indented4. Double line space

between paragraphs5. Bullet/numbered lists6. Headers usually included

Formal Report Semi-formal Report

1. Not more than two levels; main headings do not begin new page

2. Top/bottom margins are same on all pages of each section

3. Paragraphs not indented4. Double line space

between paragraphs5. Bullet/numbered lists6. Headers seldom included

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Report Structure Guidelines

Action opening Refer to reader’s needs that relate to the topic Summarize the report’s main message Respond to reader’s previous communication

(letter, memo, email, phone call) on the topic

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Report Structure Guidelines

Background Review circumstances leading up to the topic

of the report Define important terms Explain technical background Review a related problem or an already

proposed solution

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Report Structure Guidelines

Details Who What When Where Why How much?

Analysis of Data

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Report Structure Guidelines

Action closing Summation of the topic and identification of

main issues Recommendations/suggestions

What should the reader or the reader’s organization do next

What will the report writer do next

List of possible actions, without indicating who should do them

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Writing a short report efficiently

Analyze the report’s purpose and audience List the report’s content; evaluate and revise the

content Develop a rough outline with headings Compose the first draft Revise the content of the draft Edit the writing for clarity, conciseness and

coherence Proofread the report for errors and correct them

Language Studies and Academics

Another way to think about reports …

So far we have looked at reports in terms of:

1) Organization – Pyramid / Inverted Pyramid

2) Intended Reader – Non-technical / Semi-technical / and Highly-Technical

3) Document Form – Informal / Semi-formal

We should also know types reports based on function …

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Recommendation Report: (informal & semi-formal)Presents information AND analysis (eg. evaluating options, making recommendations etc). Usually solicited (requested)

Information Report: (informal & semi-formal)Presents information, but does not analyze it (eg. sales reports).

Often based on routine activities

Justification Report: (informal & semi-formal) Similar to recommendation report (ie: suggests solutions), but NOT solicited

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2.

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Six Types of Report by Function

Language Studies and Academics

Six Types of Report by Function

Summary: (Semi-formal)Condenses primary ideas, conclusions etc. of longer reports or publications. Enables quick comprehension.

Progress Report: (Semi-formal)Used to monitor progress. Often used to track projects (Eg: Is it on schedule? What happens next? Any problems to be solved?)

To-file Report: (Informal & Semi-formal)Developed ‘for the record’ – to keep a written account of conversations, directions, decisions etc. Important to record in case questions, problems, or liability issues arise.

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Click here to view other report types and access a matching exercise:http://elc.polyu.edu.hk/CILL/eiw/typesofreport.htm

Language Studies and Academics

Thanks for your attention!

That’s all for now!