Written reports vary from short, informal reports to long
formal reports. The language can vary from conversational, first person
language to highly structured, third person language. This section provide a
brief introduction to informal and formal reports: each type is then discussed
individually.
Informal Business reports
Informal business reports are generally brief. They can
consist of a body and title page or of a body only; informal reports are often
formatted as memos or letters. Memo reports communicate information to
individuals within an organization. This style is used primarily for reporting
routine information concerning day to day operation. This style is used
primarily for reporting routine information and make recommendations to
individuals outside an organization; a subject line may be used to identify the
topic of the report. This type of report will not contain graphic aids.
Informal reports are usually written in the first person.( I recommend that……)
Business formal Reports
A business formal report has manuscript format. It can be
informational or analytical, direct or indirect. It may be directed to the
readers inside or outside the organization. It may take from several months to
research and write the report. Content could be drawn from primary and / or secondary
sources. Visual aids assist readers to interpret information presented as text.
Formal report is usually written in the third person ( it is recommended that
…….) recent trend, however, suggest that informality is acceptable in formal
reports. The degree of formality is determined after the report originator has
analyzed the receiver.
Informational or analytical reports
Informational
reports offer data, facts, feedback and other types of information, without
analysis or recommendations. The annual reports of a company is an
informational report
Analytical reports offer both information and analysis and they can also include
recommendations. A report of scientific research is an analytical report.
INFORMAL WRITTEN REPORTS
In business the informal reports is used much more frequently
than the formal reports. There are many different types of informal reports;
three of the most common – progress periodic , and technical – are discussed in
the following sections
Business Progress reports
A progress report (also called a status report) is used to
inform readers about the status of a particular project. The report assists
managers in monitoring and making decision about the project. The report should
inform the reader about the work that has been accomplished, the work that is
being done currently, and the work that is scheduled to be done in the next
reporting period.
Any significant progress or problem should be discussed in
the report. The organizational plan is usually inductive.
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