6.1: Types of Reports
- Page ID
- 134844
This page is a draft and is under active development.
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\(\newcommand{\avec}{\mathbf a}\) \(\newcommand{\bvec}{\mathbf b}\) \(\newcommand{\cvec}{\mathbf c}\) \(\newcommand{\dvec}{\mathbf d}\) \(\newcommand{\dtil}{\widetilde{\mathbf d}}\) \(\newcommand{\evec}{\mathbf e}\) \(\newcommand{\fvec}{\mathbf f}\) \(\newcommand{\nvec}{\mathbf n}\) \(\newcommand{\pvec}{\mathbf p}\) \(\newcommand{\qvec}{\mathbf q}\) \(\newcommand{\svec}{\mathbf s}\) \(\newcommand{\tvec}{\mathbf t}\) \(\newcommand{\uvec}{\mathbf u}\) \(\newcommand{\vvec}{\mathbf v}\) \(\newcommand{\wvec}{\mathbf w}\) \(\newcommand{\xvec}{\mathbf x}\) \(\newcommand{\yvec}{\mathbf y}\) \(\newcommand{\zvec}{\mathbf z}\) \(\newcommand{\rvec}{\mathbf r}\) \(\newcommand{\mvec}{\mathbf m}\) \(\newcommand{\zerovec}{\mathbf 0}\) \(\newcommand{\onevec}{\mathbf 1}\) \(\newcommand{\real}{\mathbb R}\) \(\newcommand{\twovec}[2]{\left[\begin{array}{r}#1 \\ #2 \end{array}\right]}\) \(\newcommand{\ctwovec}[2]{\left[\begin{array}{c}#1 \\ #2 \end{array}\right]}\) \(\newcommand{\threevec}[3]{\left[\begin{array}{r}#1 \\ #2 \\ #3 \end{array}\right]}\) \(\newcommand{\cthreevec}[3]{\left[\begin{array}{c}#1 \\ #2 \\ #3 \end{array}\right]}\) \(\newcommand{\fourvec}[4]{\left[\begin{array}{r}#1 \\ #2 \\ #3 \\ #4 \end{array}\right]}\) \(\newcommand{\cfourvec}[4]{\left[\begin{array}{c}#1 \\ #2 \\ #3 \\ #4 \end{array}\right]}\) \(\newcommand{\fivevec}[5]{\left[\begin{array}{r}#1 \\ #2 \\ #3 \\ #4 \\ #5 \\ \end{array}\right]}\) \(\newcommand{\cfivevec}[5]{\left[\begin{array}{c}#1 \\ #2 \\ #3 \\ #4 \\ #5 \\ \end{array}\right]}\) \(\newcommand{\mattwo}[4]{\left[\begin{array}{rr}#1 \amp #2 \\ #3 \amp #4 \\ \end{array}\right]}\) \(\newcommand{\laspan}[1]{\text{Span}\{#1\}}\) \(\newcommand{\bcal}{\cal B}\) \(\newcommand{\ccal}{\cal C}\) \(\newcommand{\scal}{\cal S}\) \(\newcommand{\wcal}{\cal W}\) \(\newcommand{\ecal}{\cal E}\) \(\newcommand{\coords}[2]{\left\{#1\right\}_{#2}}\) \(\newcommand{\gray}[1]{\color{gray}{#1}}\) \(\newcommand{\lgray}[1]{\color{lightgray}{#1}}\) \(\newcommand{\rank}{\operatorname{rank}}\) \(\newcommand{\row}{\text{Row}}\) \(\newcommand{\col}{\text{Col}}\) \(\renewcommand{\row}{\text{Row}}\) \(\newcommand{\nul}{\text{Nul}}\) \(\newcommand{\var}{\text{Var}}\) \(\newcommand{\corr}{\text{corr}}\) \(\newcommand{\len}[1]{\left|#1\right|}\) \(\newcommand{\bbar}{\overline{\bvec}}\) \(\newcommand{\bhat}{\widehat{\bvec}}\) \(\newcommand{\bperp}{\bvec^\perp}\) \(\newcommand{\xhat}{\widehat{\xvec}}\) \(\newcommand{\vhat}{\widehat{\vvec}}\) \(\newcommand{\uhat}{\widehat{\uvec}}\) \(\newcommand{\what}{\widehat{\wvec}}\) \(\newcommand{\Sighat}{\widehat{\Sigma}}\) \(\newcommand{\lt}{<}\) \(\newcommand{\gt}{>}\) \(\newcommand{\amp}{&}\) \(\definecolor{fillinmathshade}{gray}{0.9}\)- Distinguish between informal and formal reports
- Distinguish between informational, analytical, and proposal reports
Informal versus Formal Reports
Formal reports are detailed, structured documents used to present comprehensive findings, analyses, and recommendations; they usually contain citations and visuals. On the other hand, informal reports are shorter, less structured, and focused on delivering concise information to a target audience. The key difference between the two are structure and length.
Specifics of wording and phrasing vary by company and by type of report. In any case, authors must remember their reports enhance their image and credibility. The accuracy of each report, the professionalism in the layout, and the clarity of the writing all reflect the writer’s reliability, validity, and understanding of the proposed solutions. As with all business correspondence, you should focus on simple, clear phrasing and organization. Strive to make it easy for your audience to accept.
Informal Reports
Informal reports tend to be shorter--usually under ten pages. An informal report may have specific topics grouped in paragraphs with simple headings. While informal reports often don’t have required headings, you can take inspiration from the headings required in formal reports. "Talking" or descriptive headers in reports provide more detailed information than basic headers such as "Findings." Strong headings make information easy to find, define key points, and engage the audience. Informal reports can be formatted as memos, letters, web posts, and digital presentations. The format depends on the report's purpose, audience, and length.
Formal Reports
Formal reports tend to be longer, although no set number of pages is required. A report may start at ten pages and end up exceeding one hundred pages. The length of a formal report depends on its specific purpose, intended audience, the complexity of the topic, and the amount of information required to achieve its goal. These variables determine which sections, labels, and content should be included. Formal reports address complex topics that require substantial background information, research on the topic, and evidence to support any proposed solutions and recommendations. Both the data gathering and the summary of the topic generate length. To keep a substantial amount of information organized, the report requires formal headings and tight organization.
Informational versus Analytical Reports
Now that we’ve defined the difference between informal reports and formal reports, let’s dive in a little deeper. Informal reports and formal reports have two major categories: informational and analytical reports. It’s important to keep in mind that both informal and formal reports can fall into these categories (i.e., you can have an informal informational report or a formal informational report).
Informational Reports
An informational report provides a summary of information and data found on a particular topic. They tend to answer what or when instead of how or why. One such report is the expense report: this report is a set of information that is used to request allocation of funds. The format is strictly pre-determined and it is often completed at the end of a business trip.
Analytical Reports
Another category of report is an analytical report. In this report type, information is researched and collected, then the report provides an analysis that leads to one or more recommendations. For example, consider a report that helps a company determine where to open a new store. The report might look at three properties with respect to road traffic, cost of the land, future development, and adjoining stores, and then recommend the best site from the alternatives. These reports will base their recommendations on statistical analysis and predictive modeling. They answer the why behind the data and make recommendations.
Proposal Reports
A proposal report is a structured document that outlines a specific plan or course of action you want to undertake within a business context. It serves as a persuasive tool, designed to convince stakeholders or decision-makers of the value and feasibility of your proposed idea. In your proposal report, you will typically define the problem or opportunity, present your research, outline potential solutions, and detail the benefits, costs, and timeline involved. By effectively articulating your proposal, you can facilitate informed decision-making and gain the necessary support to move forward with your initiative.
- Informal and Formal Reports. Authored by: Susan Kendall. License: CC BY: Attribution
- Ethics and Technical. Provided by: WikiBooks. Located at: http://en.wikibooks.org/wiki/Professional_and_Technical_Writing/Ethics#Legal_Issues_and_Communication. Project: Professional and Technical Writing. License: CC BY-SA: Attribution-ShareAlike
- Figure 6.1.1. Businesswoman studying reports. October 3, 2020. Provided by: Pixahive. Located at: https://pixahive.com/photo/businesswoman-studying-reports/. License: CC0: No Rights Reserved