Chapter 21
Informal Reports
Technical Communication,
13th Edition
Global Edition
John M. Lannon
Laura J. Gurak
© Pearson Education Limited 2015
Learning Objectives
 Understand the role and purposes of informal
reports
 Differentiate between informal and formal
reports
 Differentiate between informational and
analytical reports
 Write informational reports
 Write analytical reports
Informal Reports
 The most common types of workplace reports
are informal reports.
 Unlike long formal reports, most informal
reports require no extended planning, are
prepared quickly, contain little or no
background information, and have no front
or end matter.
 Informal reports most often take the form of
memorandums, but are sometimes sent as
email attachments or distributed in hard copy.
Information versus Analytical
Reports
In the professional world, decision makers rely
on two types of informal reports:
 Informational reports answer basic questions and
include progress reports, periodic activity reports, trip
reports, and meeting minutes.
 Analytical reports include both information
and analysis, and include feasibility reports,
recommendation reports, justification reports, and
peer review reports.
Progress Reports
Progress reports monitor the progress of
particular projects. They may be written either
for internal personnel or outside clients and are
usually written at regular intervals. Following
these guidelines when writing progress reports:
 Choose an appropriate format.
 Provide a clear subject line.
 Present information efficiently.
 Use a timeline structure to answer the anticipated
questions.
Periodic Activity Reports
Periodic activity reports resemble progress
reports in that they summarize activities over a
specified period, but they focus on general
accomplishments, not on a particular project.
Follow these guidelines when writing periodic
activity reports:
 Choose an appropriate format.
 Provide a clear subject line.
 Present information efficiently.
 Make sure your report answers the expected
questions.
Trip Reports
Trip reports focus on business-related travel
during a given period. Follow these guidelines
when writing trip reports:
 Take accurate notes.
 Begin with a clear subject line and purpose




statement.
Record the names of people and places.
Account for times and locations.
Use a format that is easy to navigate. Describe
findings completely and objectively.
Offer to follow up.
Meeting Minutes
Meeting minutes are the records of company
meetings and are distributed to all attendees
and interested parties. Follow these guidelines
when writing meeting minutes:
 Take good notes during the meeting.
 Complete the minutes immediately after the meeting.
 Include a clear title and the meeting date. List all
attendees.
 Describe all agenda items.
 Record all decisions or conclusions.
Meeting Minutes (continued)
 Make the minutes easy to navigate.
 Make the minutes precise and clear.
 Keep personal commentary, humor, and “sidebar”
comments out of meeting minutes.
 Proofread.
 Try to anticipate any unintended consequences.
Feasibility Reports
Feasibility reports help decision makers
assess whether an idea, plan, or course of
action is realistic and practical. Follow these
guidelines when writing feasibility reports:
 Make the subject line clear.
 Provide background if needed.
 Offer the recommendation early.
 Follow up with details, data, and criteria.
 Explain why your recommendation is the most
feasible among all the choices.
 End with a call to action.
Recommendation Reports
Recommendation reports shorten or even
skip the feasibility analysis and gets right to the
recommendation. Follow these guidelines when
writing recommendation reports:
 Provide a clear subject line.
 Keep the background brief.
 Summarize the problem or situation prior to making
recommendations.
 Use an authoritative tone.
 Use informative headings.
 End with a list of benefits for taking action.
Justification Reports
Justification reports justify a writer’s position
by answering the question “Why should we
follow your recommendation?” Follow these
guidelines when writing justification reports:
 State the problem and your recommended solution.
 Highlight the benefits of your plan before presenting
the costs.
 If needed, explain how your plan can be implemented.
 Conclude by encouraging the reader to act.
Peer Review Reports
Peer review reports provide a way for people
(peers) to give each other constructive criticism
and feedback. Follow these guidelines when
writing peer review reports:
 Start with the positives.
 Organize by topic area.
 Always provide constructive criticism.
 Support your critique with examples and advice.
 Close positively.
Review Questions
1. How are informal reports different from formal
reports?
2. What is the difference between an
informational report and an analytical report?
3. What is the purpose of a progress report?
4. What is the purpose of a periodic activity
report?
5. What is the purpose of a trip report?
6. What is the purpose of meeting minutes?
Review Questions (continued)
7. What is the purpose of a feasibility report?
8. What is the purpose of a recommendation
report?
9. What is the purpose of a justification report?
10. What is the purpose of a peer review
report?