INFORMAL REPORTS

CHAPTER #9

INFORMAL REPORTS Made by : Nadeem Rasheed Roll # 111510

FUNCTIONS OF REPORT

Business reports are the systematic ways to answer questions and to provide problems. A  business report may range from half page t o 200 pages. Most Mo st of the reports are categorized into two main categories as per the purpose pur pose of the report. 1) INFROMATION REPORTS These are the reports which provide data without analysis and recommendations. Just data is collected and is presented. These may contain company policies and procedure. 2) ANALYTICAL REPORTS These reports provide data, analysis and conclusions .These reports provide suggestions and recommendations. Analytical reports may pursue the reader to change his decisions and a nd  beliefs. ORGANIZATIONAL PATTERNS OF WRITING BUSINESS REPORTS

There are two patterns of o f writing writing business report: 1) DIRECT PATTERN When the purpose of writing a report is closed to the beginning is called direct pattern. They open up with w ith an introduction, followed by facts and su mmary. In short these reports  present conclusions and recommendations near to the start of the report. These are used to write good will letters and reports. 2) INDIRECT PATTERN When the conclusions and reco mmendations are written at the end of the report is called indirect pattern. These reports start up with the introduction, followed followed by b y the facts and they e nd up with conclusions. These are used to convey bad news. FORMATS OF WRITING REPORTS

There are four formats of writing a business repo rt depending upon length, audience,  purpose and topic of the report. These are: 1) LETTER FORMAT Letter format is used for writing reports of ten or fewer pages. They may carry information that is available in correspondences; these are usually longer reports and also include headings.

2) MEMO FORMAT These short reports stay within an organization organizat ion and follow memo format. These reports  begin date, to from and subjects. sub jects. These are different from letters memo as they vary in length. 3) MANUSCRIPT FORMAT These are used for longer format. These reports are printed on plain papers instead of  letter heads. They begin with title t itle followed followed by systematic display of headings and sub-headings. 4) PRINTED FORMAT They are often used for repetitive data such as sales report, performance appraisals etc. Standardized headings on these t hese reports save the writer's time. GUIDELINES FOR DEVELOPING INFORMAL REPORTS

There are some guidelines which help you to plan your report. These are: 1) DEFINING THE PROJECT It is the beginning of o f the report that explains the purpose purpo se (definition) (definition) of o f the report. This is mostly one line sentence that describes the readers about what the report is about. 2) GATHHERING DATA A good report is based o n facts that are verified. The sources of data gathering may include the company records, o bservations, surveys, questionnaires and inventories, interviews and research work. 3) DEVELOP AN APPROPRIATE WRITING STYLE Like other businesses report can range from informal informal to formal depending on the purpose, and audience. Reports from consultants to their clients or a report to your bo ss would be written in different styles. 4) USE OF EFFECTIVE HEADINGS Good headings are helpful he lpful to both reader and writer. For a reader it serves as an outline which highlights main ideas and headings. For a writer, headings force organizing the d ata into meanings blocks. 5) BEING OBJECTIVE Reports are convincing when the facts are believable and the writer is credible. Both sides of an issue should be presented and personal opinions should not be included in facts.

INDS K INDS

OF INFORMAL REPORTS

There are six types of informal reports report s written in business environment. These are: 1) INFORMATION REPORTS In these reports we collect co llect and organize information. They may include routine act ivities ivities like daily, weekly or monthly reports. repo rts. These reports just provide information they do not analyze that information and do not provide any conclusion. This report contains three main parts. Introduction, body and conclusion. 2) PROGRESS REPORTS These reports include the unusual or non-routine activities. activities. Such reports repo rts usually answer  three questions. is the project on schedule? Are corrective measures needed? And what activities are next? These reports repo rts may be external (customer) or internal (management). It describes the  progress or status of the ongoing project. 3) JUSTIFICATION\RECOMMENDATION REPORTS These are just like information reports but they t hey also offer analysis in addition to data. They tend to solve problems by evaluating options and offering recommendations. These reports are being directed by the management to be made. It also discusses the porns and corns and cost of a project and a lso lso describes the benefits of the recommendation. 4) FEASIBILITY REPORTS A report that is made when a company needs to decide whether to proceed with the plan of action or not. It examines the practicality of implementing the proposal. These reports are mostly formed by out sourced consultants. In short it describes whether the plan is going to work  or not. 5) MINUTES OF MEETING The records of the proceed ings of the meeting are called as minutes of o f the meeting. It summarizes the record of old and new business and announcements. It provides the na me of the groups, the date, time and place of meeting. It is concluded with the name and signature of the  person who is recording the minutes. 6) SUMMARIES A summary condenses the primary idea, conclusions and recommendations of a longer  report, business plan or proposals. It omits all the examples, illustrations and references. It includes the overall evaluation of the document. It is mostly needed by the top management to get an overview of the pro blem and saves precious time.