Aswin Informal Reports

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:INF ORMA L RE PO RT S

- ASWIN

INFORMAL REPORTS • WHEN TO USE INFORMAL REPORTS. • LETTER AND MEMO REPORT AT M&K. • GENERAL GUIDELINES. • SPECIFIC GUIDELINES.

WHEN TO USE INFORMAL REPORTS • Clearly distinguishable from both formal reports, routine letters and memos. • Two briefly describe situations in which informal reports would be appropriate

LETTER REPORT • Outside the organization. • Format used is business letters (shortness) • Include more detail than a business letter.

LETTER REPORT Some examples for letter reports:  Training recommendations Requesting for changes

 Sea floor study

Opinion about places where oils found

 Marketing report

Report submitted by a staff

LETTER REPORT  Asbestos report Walls,plumbling,floors,or store rooms.

 Environmental study Interviewing a biologist, etc.,

 Equipment design project Requesting for computer controlled tools

MEMO REPORT • Informal reports that go back and forth among own employees inside the company • Memorandum format, include more technical detail and are longer than routine memos

MEMO REPORT  Need for testing equipments Requesting for more equipments

 Personnel problem Complaining about disciplinary problems in his branch

 Need for computer workstations Requesting for computers

MEMO REPORT AT M&K  Progress in hiring minorities Requesting for more labors

 Report on training session Reporting about the trainings

GENERAL GUIDELINES FOR INFORMAL REPORTS  Plan well before you write  Specific information Purpose Receivers Expectations Outline in the body

 Format Letter format Memo format

 Visually appealing Bold,italics,underline.

GENERAL GUIDELINES FOR INFORMAL REPORTS  Use the ABC format Abstract-capsule information (decision makers) Body-details are given Conclusion-reserve the end of the report

 Call the abstract an “introductory summary” Purpose-why? Scope-what range of information? Summary-what main information the reader wants?

GENERAL GUIDELINES FOR INFORMAL REPORTS Important details in the body Use headings Precede subheadings Move from general to specific

Separate fact from the opinion Findings Conclusion Recommendations

Focus attention in your conclusion

Details about your major findings, conclusions, and for recommendations

GENERAL GUIDELINES FOR INFORMAL REPORTS Use attachment for details Tables and figures Costs

Edit carefully Keep sentences short and simple, proofread several times, triple check, check format

SPECIFIC GUIDELINES FOR FIVE INFORMAL REPORTS For problem analysis

Presents readers a detailed description of problems (personnel, equipment, products, services, etc.,)

For recommendations report:

It provides specific suggestions that affects equipment, products, services etc.,

SPECIFIC GUIDELINES FOR FIVE INFORMAL REPORTS For equipment evaluations:

It provides objective data about how equipments has or has not functioned.

For progress and periodic repots:

It provides manager or client with details about work on a specific project

For lab reports:

It provides information about how work done in any laboratory

Thank you