Report

Writing

Defined
A report is an organized presentation of factual
information
A
document in which a given problem is
examined for the purpose of conveying
information and findings, putting forward ideas
and sometimes making recommendations.
The results of an investigation
A trip
A research project

Reports

Feasibility reports
Progress reports
Investigative reports
Trip reports
Laboratory reports
Trouble reports

Types
Formal
Informal
Formal reports often present the results of longterm projects or those that involve multiple
participants.
Such projects may be done either for your own
organization or as a contractual requirement for
another organization.
Different format

Informal Reports
Informal and short reports normally run from a
few paragraphs to a few pages and ordinarily
include only an introduction, a body, a
conclusion, and (if necessary) recommendations.
Because of their brevity, informal reports are
customarily
written
as
correspondence,
including letters (if sent outside your
organization), memos, and e-mails.

Informal Reports

Introduction (what and why)

Body (Investigation)
Conclusion
Recommendation

The introduction announces the subject of the

report, states its purpose, and gives any essential
background information
The body presents a clearly organized
investigation of the reportthe results of a test
carried out, and the status of a project.. Analysis

Informal Reports
The conclusion summarizes your findings and
interprets their significance for readers.
In some reports, a final, separate section gives
recommendations; in others, the conclusions
and the recommendations are combined into
one section.
This final section makes suggestions for a course
of action based on the data you have presented.

Feasibility Report
When organizations consider a new projectdeveloping a new
product or service, expanding a customer base, purchasing
equipment, or moving operationsthey first try to determine the
projects chances for success.
A feasibility report presents evidence about the practicality of a
proposed project based on specific criteria. It answers such
questions as the following: Is new construction or development
necessary?
Before the project.
Is sufficient staff available?
What are the costs?
Is funding available?

Feasibility Report
Based on the findings of this analysis, the report
offers logical conclusions and recommends
whether the project should be carried out.
When feasibility reports stress specific steps that
should be taken as a result of a study of a
problem or an issue, they are often referred to as
recommendation reports.
For Sample See Hand Book of Technical
Writing page 186, 187

Investigation Reports
Certain issues, and problems are investigated for
facts
An investigative report offers a precise analysis
of a workplace problem or an issue in response
to a request or need for information.
See page 282

Laboratory Report
A laboratory report communicates information
acquired from laboratory testing or a major
investigation.
It should begin by stating the reason that a
laboratory investigation was conducted (Intro.
What and Why? )
It should also list the equipment and methods
used during the test, the problems encountered
(Methods)
The results and conclusions reached
And any recommendations
Passive voice

Progress Report
A progress report provides information to decisionmakers about the status of a projectwhether it is on
schedule and within budget.
Progress reports are often submitted by a contracting
company to a client company
They are used mainly for projects that involve many
steps over a period of time and are issued at regular
intervals to describe what has been done and what
remains to be done.
Progress reports help projects run smoothly by
helping managers assign work, adjust schedules,
allocate budgets, and order supplies and equipment.
All progress reports for a particular project should

Progress Report cont

The introduction to the first progress report should identify
the project, methods used, necessary materials, expenditures,
and completion date.
Subsequent reports summarize the progress achieved since
the preceding report and list the steps that remain to be
taken.
The body of the progress report should describe the projects
status, including details such as schedules and costs, a
statement of the work completed, and perhaps an estimate of
future progress.
The report ends with conclusions and recommendations
about changes in the schedule, materials, techniques, and
other information important to the project.
See page 403

Trouble Reports
The trouble report is used to analyze such events as
accidents, equipment failures, or health emergencies.
The report assesses the causes of the problem and
suggests changes necessary to prevent its recurrence.
Because it is usually an internal document, the
trouble report normally follows the memo format.
In the subject line of the memo, state the precise
problem you are reporting.
Then, in the body of the report, provide a detailed,
precise description of the problem.

Trouble Reports
What happened? Where and when did the problem
occur? Was anybody hurt? Was there any property
damage? Was there a work stoppage?
In your conclusion, state what has been or will be
done to correct the conditions that led to the
problem.
That may include, for example, recommendations for
training in safety practices, and improved equipment.
See page 541, 542

Trip Report
A trip report provides a permanent record of a
business trip and its accomplishments.
It provides managers with essential information
about the results of the trip and can enable other
staff members to benefit from the information.

Trip Report cont

Written as a memo or an e-mail and addressed to an
immediate superior
The subject line identifies the destination and dates
of the trip.
The body of the report explains why you made the
trip, whom you visited, and what you accomplished.
The report should devote a brief section to each major
activity and may include a heading for each section.
Follow the body of the report with the appropriate
conclusions and recommendations.
Finally, if required, attach a record of expenses to the
trip report.
Page 540

Thank You
Any Questions?