Ten Keys to Designing Better Documents The differences between formal and informal reports include tone, structure, scope, content and purpose. Another difference is that formal reports are often used in academic papers or to provide a lengthy overview of a major change or development within a business, while informal reports are used for shorter documents, such as memos and newsletters. Consequently, formal reports are more detailed than informal reports.Formal reports have a set structure: an introduction, body and conclusion. However, informal reports can be structured in any way. Formal reports also have a formal tone and use third-person narrative, while most informal reports use first- or second-person narrative. Although some informal reports use a professional tone, it is not required in many cases. The scope of informal and formal reports is another major difference. Formal reports analyze a specific topic in great detail. On the other hand, informal reports are often very brief and only include the most relevant information. Formal reports also provide evidence to back up the information in the report. Since informal reports are brief, this is not included in this type of report. Formal reports usually include citations for the sources used to generate the report. Charts, graphs and statistical information are also common components of formal reports. This information provides evidence and summarizes the findings of the report.

1. Informal
Reports
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2. Six Categories of Informal Reports
Information Reports
Progress Reports
Justification/Recommendation Reports
Feasibility Reports
Minutes of Meetings
Summaries
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3. Report Formats
Letter format
Letterhead stationery. Useful for informal reports sent to
outsiders.
Memo format
Memo style. Useful for informal reports circulated within
organizations.
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4. Report Formats
Report format
Plain paper, manuscript form. Useful for longer, more
formal reports.
Prepared forms
Standardized forms. Useful for routine activities, such as
expense reports.
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5. General Guidelines for
Writing Reports
Define project.
Gather data.
Organize data.
Write first draft.
Edit and revise.
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6. Where to Gather Data for Reports
Look in company records.
Make personal observations.
Use surveys, questionnaires, and inventories.
Conduct interviews.
Search databases and other electronic
resources.
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7. Organizing Report Data
Indirect Strategy
Problem
Facts
Discussion
Recommendations
Direct Strategy
Problem
Recommendations
Facts
Discussion
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8. Making Effective Report Headings
Use appropriate heading levels.
Strive for parallel construction.
Use first- and second-level headings for
short reports.
Capitalize and underline carefully.
Keep headings short but clear.
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9. Making Effective Report Headings
Don't enclose headings in quotation marks.
Don't use headings as antecedents for
pronouns.
For example, avoid:
Inserting Hypertext Links. These links . . . .
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10. Being Objective in
Writing Reports
Present both sides of an issue.
Separate fact from opinion.
Be sensitive and moderate in language.
Cite sources carefully.
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11. Information Reports
Introduction
Explain why you are writing.
Describe credibility of data methods and
sources.
Provide background.
Identify report purpose.
Offer a preview of the findings.
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12. Information Reports
Findings
Organize chronologically,
alphabetically, topically, by importance,
or by another method.
Group similar topics together.
Use appropriate headings.
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13. Information Reports
Summary
May include or omit summary.
If included, summarize findings or
highlight main points.
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14. Progress Reports
Describe the purpose and nature of an
unusual or non-routine project.
Provide background information if
necessary.
Summarize work already completed.
Describe work currently in progress,
including personnel, methods, obstacles,
and attempts to remedy obstacles.
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15. Progress Reports
Forecast future activities in relation to
the scheduled completion date.
Include recommendations and requests.
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16. Justification/Recommendation
Reports
Use direct organization for non sensitive
topics and recommendations that will be
agreeable to readers.
Identify the problem or the need briefly.
Announce the recommendation, solution, or
action concisely and with action verbs.
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17. Justification/Recommendation Reports
Present a discussion of pros, cons, and costs.
Explain more fully the benefits of the
recommendation or steps to be taken to solve the
problem.
Conclude with a summary specifying the
recommendation and action to be taken.
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18. Feasibility Reports
Prepare a feasibility report when examining the
practicality and advisability of following a course of
action.
Announce your decision immediately.
Describe the background and problem necessitating the
proposal.
Discuss the benefits of the proposal.
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19. Feasibility Reports
Describe the problems that may result.
Calculate the costs associated with the proposal,
if appropriate.
Show the time frame necessary for
implementation of the proposal.
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20. Meeting Minutes
Include name of the group, the date, the time, the place,
the name of the meeting.
List names of attendees and absentees.
Describe disposition of previous minutes.
Record old business, new business, announcements, and
reports.
Include the precise wording of motions.
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21. Meeting Minutes
Record the vote and action taken.
Conclude with the name and
signature of the individual recording
the minutes.
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22. Summaries
Compress data from a longer publication, such as
a business report, a magazine article, or a book
chapter.
Indicate the goal or purpose of the document
being summarized.
Highlight the research methods (if appropriate),
findings, conclusions, and recommendations.
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23. Summaries
Omit illustrations, examples, and
references.
Organize for readability by including
headings and bulleted or enumerated
lists.
Include your reactions or an overall
evaluation of the document if asked to
do so.
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24. Ten Keys to Designing
Better Documents
Analyze your audience.
Choose an appropriate type size.
Use a consistent type font.
Generally, don't justify right margins.
Separate paragraphs and sentences
appropriately.
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25. Ten Keys to Designing Better
Documents
Design readable headlines.
Strive for an attractive page layout.
Use graphics and clip art with restraint.
Avoid amateurish results.
Develop expertise with your software
program.
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26. THANK
YOU
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