1. Creating ReportsCreating Reports
Understanding variousUnderstanding various
types of reports andtypes of reports and
writing persuasivewriting persuasive
Analytical ReportsAnalytical Reports

2. DifferentiatingDifferentiating
Informal/Formal ReportsInformal/Formal Reports
Audience Analysis - yields info onAudience Analysis - yields info on
formalityformality
• How familiar is audience with topic?How familiar is audience with topic?
– Regular contact: iRegular contact: informalnformal (not chatty/personal)(not chatty/personal)
– not necessary to document extensivelynot necessary to document extensively
– No regular contact:No regular contact: formalformal (background/history)(background/history)
– documentation vital to persuasivenessdocumentation vital to persuasiveness
– standard sections needed (front matter, etc.)standard sections needed (front matter, etc.)
– more info repeated throughoutmore info repeated throughout

3. Purpose &Purpose &
CharacteristicsCharacteristics
To report info – daily activities, meetings,To report info – daily activities, meetings,
trips, conferences, progress on projectstrips, conferences, progress on projects
To analyze info – data for decision making orTo analyze info – data for decision making or
lab/field studieslab/field studies
To persuade readers to consider analysis andTo persuade readers to consider analysis and
accept recommendationsaccept recommendations

4. Sequence of InfoSequence of Info
OverviewOverview – states purpose and/or problem– states purpose and/or problem
BackgroundBackground – when needed, presents info about methods of– when needed, presents info about methods of
investigation, material & equipment useinvestigation, material & equipment use
ResultsResults – presents results of research (discussion later)– presents results of research (discussion later)
DiscussionDiscussion – explains or justifies conclusions or– explains or justifies conclusions or
recommendations; not included in informal reportrecommendations; not included in informal report
RecommendationRecommendation – makes clear recommendations for– makes clear recommendations for
resolving problem; stems logically from evidence (data)resolving problem; stems logically from evidence (data)

5. Informal ReportsInformal Reports
Task reportsTask reports –– recommendation or justificationrecommendation or justification
(defends a suggestion or solution such as equipment(defends a suggestion or solution such as equipment
purchase or changes in procedures);purchase or changes in procedures);
inspection/examination – records observable detailsinspection/examination – records observable details
(often on a form)(often on a form)
Periodic ActivityPeriodic Activity –– daily, weekly, etc.daily, weekly, etc.
(supervisors/managers describe work completed);(supervisors/managers describe work completed);
can be basis for projections, changes in projectcan be basis for projections, changes in project
design, etc.design, etc.

6. Informal Reports –Informal Reports –
cont’dcont’d
Progress ReportProgress Report – summarize progress, status &– summarize progress, status &
projections related to a specific project; akaprojections related to a specific project; aka statusstatus oror
interim reports;interim reports; includes description ofincludes description of
project/purpose, work completed, in-progress & to-project/purpose, work completed, in-progress & to-
be-completedbe-completed
Meeting MinutesMeeting Minutes – record of proceedings– record of proceedings
Trip and Conference ReportsTrip and Conference Reports – review & evaluate– review & evaluate
activities; establish prioritiesactivities; establish priorities
To File Reports –To File Reports – document ideas or actions fordocument ideas or actions for
future reference; conversations, discussions,future reference; conversations, discussions,
directives concisely documenteddirectives concisely documented

7. Formal Reports -Formal Reports -
SectionsSections
Front MatterFront Matter – all– all
that precedes bodythat precedes body
of Reportof Report
• title pagetitle page
• letter of transmittalletter of transmittal
• table of contentstable of contents
• table oftable of
illustrations/figuresillustrations/figures
• abstract/executiveabstract/executive
summarysummary

8. Body of Formal ReportBody of Formal Report
Begin on Page 1:Begin on Page 1:
• background to problembackground to problem
• literature search/literature search/
primary:secondaryprimary:secondary
• approach, method &approach, method &
materials (experiments,materials (experiments,
surveys)surveys)
• working definitions*working definitions*
• results: data/findingsresults: data/findings
• discussiondiscussion
• conclusionconclusion
• recommendationsrecommendations

9. Define the ProblemDefine the Problem
What is most important problem to be solved? Why?What is most important problem to be solved? Why?
Don’t assume reader sees it your way.Don’t assume reader sees it your way.
phrase it as a neutral questionphrase it as a neutral question
define it concretely and precisely (not abstractly)define it concretely and precisely (not abstractly)
define all terms critical to reportdefine all terms critical to report
Specific cause(s) and effect(s), short & long-termSpecific cause(s) and effect(s), short & long-term
what is wrong? what caused it to go wrong?what is wrong? what caused it to go wrong?
when did it go wrong?when did it go wrong?

10. Suggest and evaluateSuggest and evaluate
possible solutionspossible solutions
What are potential solutions?What are potential solutions?
Do they involve cost, actions, revisedDo they involve cost, actions, revised
theories?theories?
What elements are common to allWhat elements are common to all
possible solutions?possible solutions?
How are possible solutions different?How are possible solutions different?
Which can be eliminated right away (tooWhich can be eliminated right away (too
costly, beyond the scope of the report)costly, beyond the scope of the report)

11. Outline best courseOutline best course
of actionof action
Explain why/how course of action recommendedExplain why/how course of action recommended
solves problem and accounts for ALL stated causessolves problem and accounts for ALL stated causes
better than other alternativesbetter than other alternatives
Show how the course of action is practicalShow how the course of action is practical
Anticipate relevant problems/objections readers mayAnticipate relevant problems/objections readers may
havehave
Specify individualsSpecify individuals
or agencies that need to take actionor agencies that need to take action

12. OrganizationOrganization
Chronological
explain processes, setting up
a new procedure to solve problem
Spacial
describe objects or locations
Cause and Effect
arrange in descending or ascending
order depending on purpose
Comparison and/or Contrast
advocate a new approach based
on research

13. End MatterEnd Matter
(follows body of report)(follows body of report)
Appendixes -present info that would interruptAppendixes -present info that would interrupt
flow of report: consider purpose, audience,flow of report: consider purpose, audience,
task; label & title each itemtask; label & title each item
• formulas for calculationsformulas for calculations
• survey formssurvey forms
• interview questionsinterview questions
• transcriptstranscripts
• related correspondencerelated correspondence
• references for further readingreferences for further reading

14. End Matter - Cont’dEnd Matter - Cont’d
• GlossaryGlossary -mini-dictionary-mini-dictionary
– consistency in itals or asterisksconsistency in itals or asterisks
– placement may vary (see purpose/audience)placement may vary (see purpose/audience)
consider how your readers will use/needconsider how your readers will use/need
definitionsdefinitions

15. End Matter - Cont’dEnd Matter - Cont’d
List of Symbols, List of AbbreviationsList of Symbols, List of Abbreviations
• define special symbols, signpostsdefine special symbols, signposts
• use standard abbreviations but avoiduse standard abbreviations but avoid
overuseoveruse
– try to avoid if possibletry to avoid if possible

16. End Matter - Cont’dEnd Matter - Cont’d
Footnotes, Sources Cited, Works Cited orFootnotes, Sources Cited, Works Cited or
References, Annotated BibliographyReferences, Annotated Bibliography
• document sources internally and at enddocument sources internally and at end
• select format appropriate for discipline/professionselect format appropriate for discipline/profession
• include a Words Cited for all outside sources usedinclude a Words Cited for all outside sources used
(not just consulted) in the Report(not just consulted) in the Report
• NoteNote: Cite any unoriginal info, stats, facts, and: Cite any unoriginal info, stats, facts, and
visuals internally and on reference pagevisuals internally and on reference page