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chapter
nine
Writing Short Reports
9-3
Overview of Report
Components
Long problems and formal contexts
require a more elaborate makeup.
Short problems and informal contexts
need a simpler makeup.
9-4
High
1st Titl Title Letter Table Executive
e Pag of of THE REPORT PROPER
Lev Fly e Trans. Contents
Summary
el
Letter Table Executive
Title
2nd Page
of of Summary THE REPORT PROPER
Trans. Contents
Level
Title Table Combination
3rd Pag of Transmittal/ THE REPORT PROPER
Contents Exec.Sum.
Level e
formality
Title Combination
4th Transmittal/ THE
Page Exec.Sum.
REPORT PROPER
Level
Title
5th Pag
THE REPORT PROPER
Level e
9-5
Possible Prefatory Elements for a
Long, Formal Report
Title pages
Title fly
Title page
Transmittal
message
Table of contents
Executive summary
9-6
Executive Summary
Diagram
9-7
Characteristics of Short
Reports
Little need for introductory
information
Predominance of direct order
More personal writing style
Less need for a structured coherence
plan
9-8
Illustration of an Email Report,
Direct Order
Kara Lenaghan
Jeff T. Koontz
Quality of Plant Fire Protection
Kara Lenaghan
Jeff T. Koontz
Following the fire in the Calcination Department on July 14, you instructed me to
investigate the quality of our fire protection. My investigations revealed the
following deficiencies.
Training deficiency of fire brigade.
Although they worked hard to put out the fire, the fire brigade was not effective.
It was obvious to all present at the scene (including brigade members) that the
brigade had not been trained properly. Brigade members had difficulty working
the pump and generally did not perform as a coordinated unit.
9-11
Shortage of fire extinguishers.
Recommended actions.
These actions should bring us into compliance with federal fire safety
regulations and ensure a safer plant.
9-12
Forms of Short Reports
Short Report
Letter Report
Email and Memo
Reports
Other Forms
9-13
Common Types of Reports
Routine Operational
Report
Progress Report
Problem-Solving Report
Audit Report
Meeting Minutes
9-14
We are drowning in information, while
starving for wisdom. The world
henceforth will be run by synthesizers,
people able to put together the right
information at the right time, think
critically about it, and make important
choices wisely.
--E. O. Wilson, Pulitzer Prize Winner
Professor, Harvard University
9-15