Short Reports

2. To learn how to Organize information in reports. Create a good writing style for reports. Ask good questions on the job. Short Reports

3. Start by answering these questions: What are the basic strategies for organizing information? Do different kinds of reports use different patterns of organization? Should I use the same style for reports as for other documents? Proposals and Progress Reports

4. Patterns of Organization • Comparison/Contrast • Problem/Solution • Elimination of Alternatives • General to Particular/Particular to General • Geographic or Spatial • Functional • Chronological

5. Types of Reports • Informative and Closure Reports • Feasibility Reports • Justification Reports

6. Justification Reports • Indicate what you’re asking for and why it’s needed. • Briefly give the background of the problem or need. • Explain each possible solution. • Summarize the action needed. • Ask for the action you want.

7. Problem-Solving Reports • Describe the organizational problem. • Show why easier or less expensive solutions will not solve the problem. • Present your solution impersonally. • Show that the disadvantages of your solution are outweighed by advantages. • Summarize the action you need. • Ask for the action you want.

8. Report-Writing Style • Follow the advice in Modules 15 & 16, except • Use a fairly formal style, without contractions or slang. • Avoid the word you. • Include in the report all definitions and documents needed to understand the recommendations.

9. Headings • Informative or Talking Heads • Tell the reader what to expect. • Are preferred over topic headings. • Should be expressed in parallel form. • Topic Headings • Focus on the structure of the report. • Should be expressed in parallel form.