Chapter 12: Informal Business Reports – Flashcards
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Mean
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arithmetic average value
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Median
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middle point in a range of values
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Mode
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most frequently appearing value
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Correlations
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relationships between variables
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Time
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arrange data by chronology
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Component
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arrange data by classifications: location, geography, division, product, or part.
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Importance
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Order data from most important to least important, or vice versa.
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Criteria
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Arrange data by evaluative categories.
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Convention
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Organize data according to prescribed categories.
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The Introduction should:
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1. Tie the report to a problem or an assignment. 2. Introduce the subject or purpose and indicate why the subject is important. 3. Preview the main ideas and the order in which they'll be covered. 4. Establish the tone of the document and the writer's relationship to the audience.
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Headings
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1. Write short but clear headings. 2. Wording that tells who, what, when, where, and why. 3. Include at least one heading per report page. 4. Integrate headings gracefully. 5. Balance headings within levels.
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Report Heading
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The title of a report, chapter heading, or major part should be centered in all caps.
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First-Level Subheading
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Headings indicating the first level of division are centered and bolded.
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Second-Level Subheading
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Headings that divide topics introduced by first-level subheadings are bolded and begin at the left margin.
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Third-Level Subheading
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Because it is part of the paragraph that follows, a third-level subheading is also called a paragraph heading.
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Introduction (Informational)
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Identify the report and its purpose.
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Body
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Group facts or findings into three to five roughly equal segments that do not overlap.
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Summary/Conclusion
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When necessary, briefly review the main points and discuss what action will follow.
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Types of Informational Reports
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1. Periodic reports 2. Trip, convention, conference reports 3. Progress and interim reports 4. Investigative reports
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Introduction (Analytical)
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Explain why the report is being written. For research studies, include the significance, scope, limitations, and methodology of the investigation.
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Findings
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Discuss the pros and cons of each alternative. Establish criteria to evaluate alternatives. Support the findings with evidence: facts, statistics, expert opinion, survey data, and other proof. Use headings, enumerations, lists, tables, and graphics to focus attention.
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Conclusions/Recommendations
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Develop reasonable conclusions that answer the research question. Justify the conclusions with highlights from the findings.
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Types of Analytical Reports
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1. Justification/recommendation reports 2. Feasibility reports 3. Yardstick reports
