University of Foreign Languages and International Studies

DIVISION OF ENGLISH FOR SPECIAL PURPOSES Chapter 9

Student’s name: …………………………………………………… Informal Reports
Date of birth: ……………………………………………………….

Fill the gap with a suitable word or phrase. Use textbook as a reference.

Outcome 1: Understanding Report Basics

1. Functions
§ (1)_______reports:
informational Reports that present data without analysis or
recommendations are primarily informative. Although writers collect
and organize facts, they are not expected to analyze the facts for readers.
§ (2)_______
analytical reports : Reports that provide data, analyses, and conclusions
are analytical. If requested, writers also supply recommendations. These
reports may intend to persuade readers to act or to change their beliefs.
2. Patterns
§ (3)_____pattern:
direct If readers are informed/ supportive/ eager to have results
first
§ (4)_____pattern:
indirect If readers need to be educated/ persuaded/ may be
disappointed or hostile
§ The direct pattern places (5)_______ purposes and recommendations near the
beginning of a report.
§ The indirect pattern is appropriate for analytical reports that seek to persuade
or that convey (6)_____ unfamiliar news. Such reports usually begin with an
introduction or description of the problem, followed by facts and
interpretation from the writer. They end with conclusions and recom
mendations.
3. Report Formats
§ Use (7)_____ letter format for short (usually eight or fewer pages) informal
reports addressed outside an organization. This report format usually is
longer and shows more careful organization than most letters. email/memo
§ For short informal reports that stay within organizations, (8)____ format
is appropriate. These reports begin with essential background information,
using standard headings: Date, To, From, and Subject.
manuscript
§ For longer, more formal reports, use (9)____ format. These reports are
usually printed on plain paper instead of letterhead stationery or memo
forms. Forms and templates
§ (10)____ are often used for repetitive data, make similar information
easy to locate and ensure that all necessary information is provided.
§ Some reports are not primarily meant to be printed but will be projected or
viewed and edited in (11)_____ format.
Digital

Outcome 2: Guidelines for Developing Informal Reports

§ Begin the report-writing process by determining your (12)____ for writing
the report. problem
 § The next important steps in the process of writing a report is that of
researching and gathering (13)____. The facts for reports are often obtained
in4mation

from company records, observation, surveys, interviews, printed material,

and electronic resources.
§ Developing an Appropriate Writing Style:
• An (14)_____ informal writing style includes first-person pronouns, contractions,
active-voice verbs, short sentences, and familiar words.
• A (15)_____formal writing style includes use of passive-voice verbs (the study

was conducted), complex sentences, long words; absence of contractions

(cannot, do not); absence of humor and colorful adjectives and verbs.
§ Using effective Report Headings: Good headings are helpful to both the
report reader and the writer. You may choose functional or talking
headings:
functional
• (16)_____ headings describe functions or general topics. They show the
outline of a report but provide little insight for readers.
• (17)_____
talking
headings describe content and provide more information to the
reader.

Outcome 3: Typical Informal Reports

trip/ convention reports § (18)____ collect and organize information. They may record routine
activities such as daily, weekly, and monthly reports of sales or profits.
They may investigate options, performance, or equipment. Although they
provide information, they do not analyze that information.
progress reports § (19)____ monitor the headway of unusual or nonroutine activities. Such
reports usually answer three questions: (a) Is the project on schedule? (b)
Are corrective measures needed? and (c) What activities are next?
justification/recommendation § (20)____ are similar to information reports in that they present
information. However, they offer analysis in addition to data. They attempt
to solve problems by evaluating options and offering recommendations.
§ When a company must decide whether to proceed with a plan of action, it
feasibility may require a (21)____. This report would examine the practicality of
implementing the proposal.
§ A record of the proceedings of a meeting is called (22)____. This record
is generally kept by a secretary or recorder. minutes of meetings
summary § A (23)____condenses the primary ideas, conclusions, and recommendations
of a longer report or publication.

Outcome 4: Determines Structure for Justification/Recommendation Reports

based on Reader Response
1. Direct Pattern: For nonsensitive topics and recommendations that will be
agreeable to readers, you can organize directly according to the following sequence:
1) In the introduction (24)____
identify the problem or need briefly.
2) Announce the recommendation, solution, or action concisely and with
action verbs.
3) Explain more fully the (25)____ benefits of the recommendation or steps to be
taken to solve the problem.
 4) Discuss pros, cons, and costs.
5) Conclude with a (26)____ specifying the recommendation and necessary
action. summary

2. Indirect Pattern: When a reader may oppose a recommendation or when

circumstances suggest caution, don’t be in a hurry to reveal your
recommendation. Consider using the following sequence for an indirect approach
to your recommendations:
1) Make a general reference to the problem, not to your recommendation, in
the (27)_____.
subject line

2) Describe the problem or need your recommendation addresses.

solutions
3) Discuss alternative (28)_____, beginning with the least likely to succeed.
4) Present the most promising alternative (your recommendation) last.
5) Show how the advantages of your recommendation outweigh its
disadvantages.
summarize 6) (29)____ your recommendation. If appropriate, specify the action it requires.

7) Ask for authorization to proceed if necessary.

Outcome 5: What should the minutes of a meeting include?

§ Provide the name of the group, as well as the date, time, and place of the
meeting.
attendees
§ Identify the names of (30)______and absentees, if appropriate.
§ State whether the (31)______were approved or revised. previous minutes
§ Record old business, new business, announcements, and reports
§ Include the precise (32)_______; record the vote and action taken.wording of motions
§ Conclude with your name and signature.