M4-S2 - Writing an informal report

• Decide to Write, There are many forms of the informal report:
  • Progress report
  • Sales activity report
  • Financial report
  • Feasibility report
  • Literature review
  • Recommendations and suggestions
  • Acceptance or rejection of proposals.
• Think about content
  • No need for introduction material
  • Ask yourself what the reader would like to know?
  • Use a directer organization, begin with most important information, i.e. you would start with this subject line: Recommend replacing copy machine. In this, you would back up your recommendations with the reasons: Required 12 repairs in the past month Requires clerk for operation Produces too few opies per minute Is out of warranty
  • Or, use an indirect approach. Start with general information, review the facts, and end with your recommendation. In the indirect approach, you might start with this subject line: New copy machine offers superior performance.
  • Rule for selecting indirect or direct approach: when your audiance favors a conclusion or recommendation, start with it and back it up with facts later.
  • Use a personal style
  • Make a conclusion even if it repease the subject line.
• Eliminate wrong messages
  • Do not assume a level of knowledge your reader doesn't have.
  • Using a direct approach does not relieve you of listing all the facts.
  • Be sure all your backup facts are logically listed.
  • Don't fire off a report without giving it an objective, second look.
  • With e-mail and online communications, it's tempting to send something off immediately. Be sure to give yourself reflection time.
  • Don't make your report too long.This is usually a sign that it lacks organization. Keep it to under one page for simple subjects.
  • Don't automatically begin every report in a direct approach. In cur example, for instance, if the facts or evidence is not so clearcut, you may be considered biased, capricious, or arbitrary. In cases where the subject is not on the top of everyone's mind, an indirect approach may work better
• Edit, Edit, Edit
  • Check and recheck your information to be sure it is accurate and complete.
  • Have others review and critique your report in draft form, if possible.
  • Give your report (and yourself) some breathing time. Go back and read it when you are fresh to make sure you are satisfied with it before sending.