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Technical Report Writing: Lecture # 6

This document discusses different types of reports and their purposes and formats. It outlines two main types - formal reports and informal reports. Formal reports are highly structured, prepared in a prescribed format, and deal with complex problems. They are used to help management make long-term decisions. Informal reports have a less strict format, deal with recurring but less complex problems, and are used to help managers make day-to-day decisions. The document provides examples of different kinds of formal and informal reports and their distinguishing characteristics.

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34 views

Technical Report Writing: Lecture # 6

This document discusses different types of reports and their purposes and formats. It outlines two main types - formal reports and informal reports. Formal reports are highly structured, prepared in a prescribed format, and deal with complex problems. They are used to help management make long-term decisions. Informal reports have a less strict format, deal with recurring but less complex problems, and are used to help managers make day-to-day decisions. The document provides examples of different kinds of formal and informal reports and their distinguishing characteristics.

Uploaded by

fasih
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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Technical Report Writing

Lecture # 6
A report is a planned, organized, factual presentation of
information prepared for a specific purpose and for a specific audience.

Updates receivers
Makes recommendations
Gives results
Provides operational data
Two most common types of
reports are…
• Formal report
• Informal report
Formal Report
• A formal report is an official report that contains detailed
information, research, and data necessary to make decisions in an
organization. This report is generally written for the purpose of
solving a problem.
Some examples of formal reports include:
• Inspection Report
• Safety Report
• Compliance Report
• Audit
• Incident Report
• Annual Report
• Situational Report
Informal Report
• An informal report can be used to share important
information with one person or a small group of people. It
is generally brief and direct and can be delivered in email
or memo format.

• Memo
• Policy
Major Distinctions Between
Formal and Informal Report
Formal Report Informal Report
Form of the report Highly structured and is less structured and it is less
prepared in a prescribed important to follow prescribed
format. format
Purpose written to help management in to present the facts that help
making long term and strategic managers in making thy-to-thy
decisions. business decisions.

Length  long in size short in size


Distribution Normally circulated to top-level usually circulated within the
executives and outside parties organization

Nature of problem deals with complex and non- deals with less complex and
recurring problems recurring problems
Frequency of writing written very infrequently written very frequently even
daily or weekly
Writing responsibility usually written by internal or usually written by subordinate
external experts
Use of visual aids extensive use of visual aids seldom uses visual aids
Before starting your report
consider the following…
• What is the main aim of the report?
•  Who will read the report?
•  Does the format need to be formal or
informal?
•  How should the report be presented?
•  Is there a need to make
recommendations for the findings and
conclusions?
• Report writing usually requires a formal,
impersonal style which means that the
word ‘I’ is not often used.

• The person writing the report would not


say ‘I had a meeting with X’ but would say
‘a meeting was held with X’
Essential and Optional part of
a Report

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