Writing Reader-Focused Formal Reports

C H A P T E R 18

• How Does a Formal Report Differ from an Informal Report?

• What Are the Types of Reports?• How Do You Prepare to Write a Formal Report?• How Do You Structure the Body of a Formal

Report?• What Are the Elements of Front and Back

Matter?• How Do You Write a Feasibility Report?

Presentation Overview

Informal Report• Written to communicate

information about routine, everyday business

• Formatted using a memo, letter, e-mail, forms or templates, or a formal report format

Formal Report• Written to communicate

less-routine business

• Formatted in most cases using a formal report format, which contains front and back matter

How Does a Formal Report Differ from an Informal Report?

• Information reports• Analytical reports• Recommendation reports

What Are the Types of Reports?

• Present information on the status of current research or of a project.

• Explain how your organization or division does something.

• Present the results of a questionnaire or research.

Information Reports

• Explain what caused a problem or situation. • Explain the potential results of a particular

course of action.• Suggest which option, action, or procedure is

best.

Analytical Reports

• Recommend a course of action for dealing with a problem.

• Look at whether your organization can or should do something.

• Examine whether a change would benefit your organization.

Recommendation Reports

1. Determine your purpose.2. Identify the readers.3. Formulate specific questions.4. Conduct research to find the answers.5. Make conclusions and recommendations

based on sound research.

How Do You Prepare to Write a Formal Report?

Ask:• What do you want readers to know, do, or

learn from the report?• Do you only want to present results?• Do you want to draw conclusions?• Do you want to make recommendations

based on those conclusions?• Is the report routine?

Determine Your Purpose

• Their knowledge about your field or the topic of your report

• Their reason for reading the report • The level of detail they need or expect, and

the different needs or expectations among readers

• The level of formality they expect

Identify the Readers

• 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

Identify the Readers

• Determine what information you need to know to write the report, based on your purpose for writing and your readers’ needs and expectations.

• Refine your research question by adding specific details to it.

Formulate Specific Questions

VagueWhich facility should we purchase?

SpecificOf all the facilities available for purchase, which one would offer • the greatest visibility• the most convenient location for our customers• the most secure neighborhood• the lowest cost (purchase, taxes, remodeling)• the most square footage• the best layout• the greatest parking availability

Formulate Specific Questions

• Determine what primary research techniques and secondary research strategies are appropriate for answering your questions.

Conduct Research to Find the Answers

• Ensure that your research is thorough enough to enable you to draw valid conclusions.

• Look for cause-and-effect relationships.• Be wary of results that seem to point to the

same conclusions.• Let the results of your research dictate your

recommendation. • Watch for areas where you have used illogical

or unsupported arguments.

Make Conclusions and Recommendations

• Introduction• Methods• Results• Conclusions (analytical and recommendation

reports)• Recommendations (recommendation reports)

How Do You Structure the Body of a Formal Report?

• Identify the purpose of the report.• Identify the topic of the report.• Indicate how the report affects or relates to

readers.• Present background information.• Present an overview of the report.

Introduction

ExampleWorkers in the downtown area have many choices when it comes to buying their morning coffee. A good coffee house will offer fresh coffee at reasonable prices, a variety of coffees from which you can choose, and a friendly smile .

The staff at Cup of Joe magazine investigated the coffee houses located in a five-mile radius from the courthouse to find the best one. We compared these six coffee houses . . . .

In the end, Java Junction stood out as the clear winner.

Introduction

• Answer the question, “How did I do the research or conduct the study?”

• Use language specific enough for others to reproduce your research method.

Methods

ExampleTo find the best coffee house, we visited each one between 10:00-11:00 am . . . . We rated the coffee houses using the following criteria:• Price: We ordered a 12 oz. cup of the house blend. We

awarded 10 points to the coffee house with the lowest cost, 5 to the coffee house with the next lowest cost, and 0 to all others.

• Variety of Coffee: We counted the number of coffees available. We awarded 10 points to the coffee house with the most variety, 5 to the coffee house with the next most variety, and 0 to all others . . . .

We determined the overall rating by adding the points together.

Methods

• Answer the question, “What did you learn?”• Include only the results.• Use a standard pattern of organization to

organize the results.• Use graphics when appropriate.

Results

Results

Karma CaféCost: For the house blend, what was the cost for a 12 oz. cup?

$3.00Rating: 0 points

Variety of Coffee: How many coffees were available?

6 – Second Most VarietyRating: 5 points

Freshness: How long was it since the coffee was last brewed?

15 minutes—First Most FreshRating: 10 points

Quality of Service: • Did the server greet us?• Did the server thank us?• How long did it take him or her to

serve the coffee?• How long did it take him or her to give

change?

4—Best ServiceYesYes30 seconds —Fastest

10 seconds —FastestRating: 10 points

Total 25 points

• Answer the question, “What do the results mean?”

• Interpret and explain the significance of the results.

• State your conclusions clearly and confidently.

Conclusions

ExampleThe ratings reveal that more expensive coffee houses consistently offer more variety, fresher coffee, and better service . . . .

Conclusions

• Answer the question, “Based on the results and the conclusions, what do you recommend?”

• State the recommendations in clear, direct language.

• Make sure your recommendations clearly follow the conclusions and results.

• Eliminate unnecessary explanations of the recommendations.

Recommendations

ExampleWe recommend Java Junction as the best place for coffee. It may not be the absolute cheapest, but it isn’t the most expensive either. However, it does have the freshest coffee and best service and the second best selection. For an all-around good experience, visit Java Junction.

Recommendations

Front Matter• Letter of transmittal• Cover• Title page• Table of contents• List of illustrations• Abstract and executive

summary

Back Matter• Works cited or list of

references• Glossary• List of abbreviations or

symbols• Appendices• Index

What Are the Elements of Front and Back Matter?

1. Establish the criteria.2. Identify the options.3. Gather information and evaluate the options.4. Draw conclusions and make sound

recommendations.5. Organize the results section by criteria or by

options.

How Do You Write a Feasibility Report?

Questions?