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Semi-formal Reports

Semi-formal Reports. CM1401. Differences and similarities with informal and formal reports. 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

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Semi-formal Reports

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  1. Semi-formal Reports CM1401 Differences and similarities with informal and formal reports

  2. 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

  3. 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

  4. 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

  5. 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

  6. Parts of… Formal Report Semi-formal Report • Transmittal letter is optional • Report does not use letterhead or memo template • Title page is optional • No Summary • Table of contents is optional • List of illustrations not included • Introduction / Opening • Background is optional • Details / Analysis of data • One or more sections • Outcomes • May include recommendations, but not always • List of references is optional • Appendix is optional • Transmittal letter included • Report does not use letterhead or memo template • Title page • Executive Summary • Table of contents • List of illustrations • Introduction / Opening • Background • General discussion/analysis • One or more sections • Conclusion • May include recommendations • List of references (if sources cited) • Appendix is optional

  7. Formatting Formal Report Semi-formal Report • Not more than two levels; main headings do not begin new page • Top/bottom margins are same on all pages of each section • Paragraphs not indented • Double line space between paragraphs • Bullet/numbered lists • Headers seldom included • Three or more levels; main headings always begin new page • Top/bottom margins of 1st page of sections are different from other pages • Paragraphs not indented • Double line space between paragraphs • Bullet/numbered lists • Headers usually included

  8. 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

  9. 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

  10. Report Structure Guidelines Details • Who • What • When • Where • Why • How much? Analysis of Data

  11. 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

  12. 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

  13. Another way to think about reports … So far we have looked at reports in terms of: • Organization – Pyramid / Inverted Pyramid • Intended Reader – Non-technical / Semi-technical / and Highly-Technical • Document Form – Informal / Semi-formal We should also know types reports based on function …

  14. Recommendation Report:(informal & semi-formal)Presents information AND analysis (eg. evaluating options, making recommendations etc). Usually solicited(requested) Six Types of Report by Function 1. Information Report:(informal & semi-formal)Presents information, but does not analyze it (eg. sales reports). Often based on routine activities 2. 3. Justification Report: (informal & semi-formal)Similar to recommendation report (ie: suggests solutions), but NOT solicited

  15. Six Types of Report by Function Summary: (Semi-formal)Condenses primary ideas, conclusions etc. of longer reports or publications. Enables quick comprehension. 4. 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?) 5. 6. 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. Click here to view other report types and access a matching exercise: http://elc.polyu.edu.hk/CILL/eiw/typesofreport.htm

  16. Thanks for your attention! That’s all for now!

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