Technical Communication:

Process and Product

Eighth Edition

Sharon Gerson and Steven Gerson

Chapter 16: Short, Informal

Reports

Copyright 2014, 2012, 2008 Pearson Education, Inc.

Learning Objectives
Distinguish the differences between short,
informal reports and long, formal, researched
reports
Write different types of short reports including
incident reports, investigative reports, trip reports,
progress reports, lab reports, and
feasibility/recommendation reports
Choose the correct communication channel (email, letter, or memo) for your short, informal
report
Technical Communication: Process and Product, 8/e
Sharon Gerson and Steven Gerson

Copyright 2014, 2012, 2008 Pearson Education, Inc.

Learning Objectives (continued)

Write an introduction for your short report that
explains the purpose, documents personnel
involved, and states when and where the
activities occurred
Write a discussion section that quantifies what
occurred by supplying accurate dates, times,
calculations, and problems encountered
Design a discussion section that is accessible
with highlighting techniques, such as headings,
boldface, underlining, itemization, and graphics
Technical Communication: Process and Product, 8/e
Sharon Gerson and Steven Gerson

Copyright 2014, 2012, 2008 Pearson Education, Inc.

Learning Objectives (continued)

Select an appropriate method of organization in
your discussion section, such as chronology,
importance, comparison/contrast, or
problem/solution
Present a value judgment in the conclusion
based on the findings in the discussion section
Provide a recommendation that tells your reader
what to do next or what you consider to be the
appropriate course of action

Technical Communication: Process and Product, 8/e

Sharon Gerson and Steven Gerson

Copyright 2014, 2012, 2008 Pearson Education, Inc.

Learning Objectives (continued)

Recognize your audiences level of
understanding (high tech, low tech, lay,
management, subordinate, colleague), multiple,
internal, or external and write accordingly

Technical Communication: Process and Product, 8/e

Sharon Gerson and Steven Gerson

Copyright 2014, 2012, 2008 Pearson Education, Inc.

What Is a Report?
Reports come in different lengths and levels of
formality, serve different and often overlapping
purposes, and can be conveyed to an audience
using different communication channels. Reports
will satisfy one or all of the following needs:
Supply a record of work accomplished
Record and clarify complex information for future reference
Present information to a large number of people with
different skill levels

Technical Communication: Process and Product, 8/e

Sharon Gerson and Steven Gerson

Copyright 2014, 2012, 2008 Pearson Education, Inc.

What Is a Report? (continued)

Record problems encountered

Document schedules, timetables, and milestones
Recommend future action
Document current status
Record procedures

Technical Communication: Process and Product, 8/e

Sharon Gerson and Steven Gerson

Copyright 2014, 2012, 2008 Pearson Education, Inc.

Unique Aspects of Reports

Reports differ in the following ways:
Length and scope:
Short reports. Limited to one to five pages and is focused on
topics with limited scope.
Long reports. More than five pages and focus on topics with large
scope.

Formality (tone):
Informal. Short reports, written as letters, memos, or email.
Formal. Long reports that contain standardized components, such
as a title page, table of contents, list of illustrations, abstract,
appendices, and works cited/references.

Technical Communication: Process and Product, 8/e

Sharon Gerson and Steven Gerson

Copyright 2014, 2012, 2008 Pearson Education, Inc.

Unique Aspects of Reports

(continued)
Audience:
Internal audience. Colleagues, supervisors, or subordinates
within your company.
External audience. Vendors, clients, customers, or companies
with whom you are working.

Purpose:
Informational reports. Focus on factual data. Heres what
happened.
Analytical reports. Provide information and draw conclusions.
Heres what happened and why this occurred.
Persuasive reports. Convey information, draw conclusions, and
use persuasion to justify recommended followup action. Heres
what happened, why this occurred, and what we should do next.
Technical Communication: Process and Product, 8/e
Sharon Gerson and Steven Gerson

Copyright 2014, 2012, 2008 Pearson Education, Inc.

Unique Aspects of Reports

(continued)
Communication Channels:
E-mail. Email reports, written to internal and external audiences,
are short and informal.
Memo. Memo reports are written to internal audiences and are
usually short and informal.
Letter. Letter reports are sent to external audiences and can be
long or short, formal or informal, depending on the topic, scope,
purpose, and audience.
Electronic (online). Many reports can be accessed via a
companys Web site.

Technical Communication: Process and Product, 8/e

Sharon Gerson and Steven Gerson

Copyright 2014, 2012, 2008 Pearson Education, Inc.

10

Types of Reports
Many reports fall into the following categories.
Following are the most common types of short,
informal reports:
Incident reports
Investigative reports
Trip reports
Progress reports
Lab or test reports
Feasibility/recommendation reports

Technical Communication: Process and Product, 8/e

Sharon Gerson and Steven Gerson

Copyright 2014, 2012, 2008 Pearson Education, Inc.

11

Criteria for Writing Reports

Although there are many different types of reports
and individual companies have unique
requirements, organization, development,
audience, and style are basic to all reports:
Organization. Every report should contain 5 organizational
features:
Identification lines. Identify the date on which your report is
written, the names of the people to whom the report is written, the
names of the people from whom the report is sent, and the
subject of the report.
Headings and talking headings. Improve page layout and make
content accessible.
Technical Communication: Process and Product, 8/e
Sharon Gerson and Steven Gerson

Copyright 2014, 2012, 2008 Pearson Education, Inc.

12

Criteria for Writing Reports

Introduction. Provide an overview of the report, including a
purpose statement, names of other personnel involved in the
reporting activity, and dates.
Discussion. Include detailed development.
Conclusion/Recommendations. Sum up, relate what you have
learned, or state what decisions you have made regarding the
activities reported.

Development. To develop your ideas:

Ask the reporters questions. Who? When? Why? Where?
What?
Quantify your information. Do not be vague or imprecise.

Technical Communication: Process and Product, 8/e

Sharon Gerson and Steven Gerson

Copyright 2014, 2012, 2008 Pearson Education, Inc.

13

Criteria for Writing Reports

Audience. Your audience can be internal and external,
high tech, low tech, lay, or read by multiple readers.
Before you write your report, determine who will read your
text and decide if terminology needs to be defined and
what tone you should use.
Style. Be concise and use highlighting techniques.

Technical Communication: Process and Product, 8/e

Sharon Gerson and Steven Gerson

Copyright 2014, 2012, 2008 Pearson Education, Inc.

14

Incident Reports
An incident report documents an unexpected
problem that has occurred. Criteria for incident
reports include:
Introduction. Provide a purpose statement (when and
where the incident occurred) and list personnel involved.
Discussion. Using subheadings or itemization, quantify
what you saw, organize your content, and provide specific
details.
Conclusion/recommendations. Explain what caused the
problem and what can be done in the future to avoid similar
problems.
Technical Communication: Process and Product, 8/e
Sharon Gerson and Steven Gerson

Copyright 2014, 2012, 2008 Pearson Education, Inc.

15

Investigative Reports
An investigative report asks you to examine the
causes behind an incident. Criteria for investigative
reports include:
Introduction. Provide a purpose statement, and indicate
the location of the occurrence, the personnel involved, and
who authorized the investigation.
Discussion. Using subheadings, document your findings.
Conclusion/recommendations. Explain what you learned
and what changes are required to prevent a future incident.

Technical Communication: Process and Product, 8/e

Sharon Gerson and Steven Gerson

Copyright 2014, 2012, 2008 Pearson Education, Inc.

16

Trip Reports
A trip report allows you to report on jobrelated
travel. Criteria for trip reports include:
Introduction. Document the date(s) and destination(s) of
your travel, comment on your objectives or rationale to
taking the trip, and indicate who authorized the travel and
who you traveled with.
Discussion. Using subheadings, document your activities
during the trip.
Conclusion/recommendations. Indicate what you
accomplished and learned and what you suggest doing next
as a result of the trip.
Technical Communication: Process and Product, 8/e
Sharon Gerson and Steven Gerson

Copyright 2014, 2012, 2008 Pearson Education, Inc.

17

Progress Reports
A progress report lets you document the status of
an activity, explaining what work has been
accomplished and what work remains. Criteria for
progress reports include:
Introduction. State the objectives of the activity, indicate
with whom you are working on the project, remind your
readers what work had been accomplished previously.
Discussion. Using subheadings, indicate work
accomplished during this time period, problems
encountered, and work remaining.

Technical Communication: Process and Product, 8/e

Sharon Gerson and Steven Gerson

Copyright 2014, 2012, 2008 Pearson Education, Inc.

18

Progress Reports (continued)

Conclusion/recommendations. Sum up what youve
achieved during this reporting period and provide your
target completion date. If there were problems,
recommend changes in scheduling, personnel, budget, or
materials that will help you meet your deadlines.

Technical Communication: Process and Product, 8/e

Sharon Gerson and Steven Gerson

Copyright 2014, 2012, 2008 Pearson Education, Inc.

19

Lab Reports (Test Reports)

A lab or test report lets you document the status of
and findings from a laboratory experiment,
procedure, or study. Criteria for lab reports include:
Introduction. Indicate the reason behind the test, the
objectives hoped for, and who authorized it.
Discussion. Discuss what apparatus were used and what
procedures were undertaken.
Conclusion/recommendations. Present your findings,
indicate what you learned from the test, and recommend
follow-up action.

Technical Communication: Process and Product, 8/e

Sharon Gerson and Steven Gerson

Copyright 2014, 2012, 2008 Pearson Education, Inc.

20

Feasibility/Recommendation
Reports
A feasibility/recommendation report
accomplishes two goals. First, it studies the
practicality of a proposed plan. Then, it
recommends action. Criteria for feasibility/
recommendation reports include:
Introduction. Explain the intent of the report, what
problems motivated the study, who initiated the study, and
what other personnel were involved.

Technical Communication: Process and Product, 8/e

Sharon Gerson and Steven Gerson

Copyright 2014, 2012, 2008 Pearson Education, Inc.

21

Feasibility/Recommendation
Reports (continued)
Discussion. State the criteria upon which your
recommendation will be based and compare your findings
against the criteria.
Conclusion/recommendations. State the significance of
your findings, draw a conclusion, and recommend a
course of action.

Technical Communication: Process and Product, 8/e

Sharon Gerson and Steven Gerson

Copyright 2014, 2012, 2008 Pearson Education, Inc.

22

Chapter Highlights
1. Reports are used to document many different
occurrences on the job and written to both internal
and external audiences.
2. Use headings and talking headings when
designing your report.
3. Email, letters, and memos are effective
communication channels for short, informal reports.
4. Progress reports recount work accomplished and
work remaining on a project.

Technical Communication: Process and Product, 8/e

Sharon Gerson and Steven Gerson

Copyright 2014, 2012, 2008 Pearson Education, Inc.

23

Chapter Highlights (continued)

5. Lab reports document the findings from a lab
analysis.
6. Feasibility/recommendation reports are used to
determine the viability of a proposed project.
7. Graphics help your audience understand and
access content.
8. An incident report documents an unexpected
problem that has occurred.

Technical Communication: Process and Product, 8/e

Sharon Gerson and Steven Gerson

Copyright 2014, 2012, 2008 Pearson Education, Inc.

24

Chapter Highlights (continued)

9. An investigative report asks you to examine the
causes behind an incident.
10. Trip reports allow you to report on jobrelated
travel.

Technical Communication: Process and Product, 8/e

Sharon Gerson and Steven Gerson

Copyright 2014, 2012, 2008 Pearson Education, Inc.

25