Types of Formal Reports

1. Types of Formal Reports Chapter 14

2. Definition • Report is the term used for a group of documents that inform, analyze or recommend. • We will categorize formal reports into: • Informational reports • Analytical reports • Recommendation reports

3. Informational Reports • Informational reports present results so readers can understand a particular problem or situation. • Example: Manager of a city’s website might prepare an informational report for the city council; the report would provide statistics on the number of people who pay their city water and sewage bills online etc. • Informational reports might: • Present information on the status of current research or of a project. • Present an update of the operation in your division. • Explain how your organization or division does something. • Present the results of a questionnaire or research.

4. Analytical Reports • This type goes a step beyond presenting results. Analytical reports present results, analyze those results, and draw conclusions based on those results. • These reports attempt to describe why or how something happened and then to explain what it means. • Like informational reports, analytical reports can be formal or informal. • Explain what cause a problem or situation – Present the results of a traffic study showing accidents at an intersection – the report explains what it means. • Explain the potential results of a particular course of action. • Suggest which option, action, or procedure is best.

5. Recommendation Reports • This type advocate a particular course of action. This usually present the results and conclusions that support the recommendations. • This type is identical to analytical report. • For example, your analytical report suggests using treatment X to be more efficient than treatments Y and Z. However, that does not mean that you will use treatment X as cost and other considerations might recommend treatment Y. • What should we do about a problem? • Should we or can we do something? • Should we change the method or technology we use to do something?

6. Principle 1: Identify the Readers and Purpose of Your Reports • Before you begin writing your report, you need to identify the readers and purpose of your report. • If possible, begin by talking with the readers or with the person who asked you to write the report. • What do you want readers to know, do or learn from the report? • Do you only want to present results, not to draw conclusions or make recommendations? • Do you want to draw conclusions? • Do you want to make recommendations based on conclusions? • Is the report routine?

7. Analyzing Readers • What do readers know about the field or topic? • Why are they reading your report? – to gather information, complete a task, take a decision etc? • How much detail will readers need or expect? • Do your readers expect an informal or formal report? • Are the readers external or internal? • What positions do your readers hold in the organization? • Will more than one group read the report? • What do your readers know about you or your organization?

8. The Plan for Preparing a Formal Report • Identify the readers • Determine your purpose • Formulate specific questions • Conduct research to answer the questions • Draw valid conclusions (for analytical or recommendation reports) • Decide on recommendations (for recommendations) • Write the report

9. Formulate Questions and Research When Needed? Vague: Do electric and magnetic fields cause health problems? Specific: What are the health risks of exposure to low-strength, low frequency electric and magnetic fields produced by power lines and electric appliances?

10. Make Valid Conclusions and Recommendations Based on Sound Research • When examining the results of your research, look for any cause-and-effect relationships. • Look for any results that seem to point to the same conclusion. • Watch for areas where you have used illogical or unsupported arguments.

11. Introduction in a Formal Report • State clearly the subject of your report. • State the purpose of your report. • Identify how the report affects or relates to the readers (optional). • Present the background information that the readers need to understand your report. • Present an overview of the report.

12. Methods, Results, Conclusions & Recommendations Methods: • Tell the readers how you did the research or conducted the study? • Use clear, specific language Results: • What did you find out and how are you reporting it? Conclusions: • What do the results mean? Recommendations: • Given the results and the conclusions, what should occur? • Eliminate explanations of the recommendations.

13. Writing Feasibility Reports • This is a type of recommendation report. • Feasibility reports evaluate options based on appropriate criteria and recommend the most feasible or preferable option. Major Issues: • Establish criteria for evaluating the options. • Identify all available options, research carefully, avoid using lesser options for simplifying the study. • Evaluate the options based on the criteria and draw conclusions about each option.

14. Read…. • Starting 04/18, we will start working on a group feasibility report. • You will work on this project exactly like what is shown in the text on Figure 14.13 (# 442 – 449). • Your group might also choose to follow these examples too.