Chapter 4 reports

Chapter 4SHORT REPORTS: PAGE DESIGN, FORMATS, AND TYPES

Copyright © 2017, 2014, 2011 by Pearson Education, Inc.

All rights reserved.

Chapter 4 Learning Objectives

In this chapter, you will learn how to: Understand the basic principles of page design Use several short report formats (memo, letter,

booklet) Compose clear, accurate incident reports Write persuasive recommendation reports Create comprehensive progress reports Complete detailed travel reports

Reports

Internal or external documents that follow standard conventions

Rarely just a written account of information the reader already knows Subject matter is nearly always new information Reader may be acquainted with the general outline of

the situation but not the details Communicate needed information that is too

complicated for an e-mail or memo Two kinds of reports: short and long

Copyright © 2017, 2014, 2011 by Pearson Education, Inc. All rights reserved.

Understand the Basic Principles of Page Design

Legible type 12-point type with uppercase and lowercase letters

Generous margins 1” on top and bottom, 1.25” on sides (2” on left side if

it is going to be bound) Use left-justified margin


Page Design, continued

Textual divisions Limit paragraphs to five or six sentences, separated by

ample white space Group related paragraphs into separate sections

Headings Use to clarify content and allow the reader to skim for

specific aspects Limit to a word or phrase Use relative importance to determine location Limit to three levels of heading


Page Design, continued

Lists Number items in descending order if the list indicates a definite

order of importance Number items in sequential order if list indicates a chronological

sequence Use bullets or dashes instead of numbers if items are of

approximately equal value Adequate white space

Helps readers focus and go through the document faster


Use Several Short Report Formats

Memo Typically used for in-house purposes Longer than conventional memo (two or more pages) Divided into labeled sections Often contains visuals

Letter Typically sent to an outside reader Formatted like a conventional business letter Divided into labelled sections Sometimes contains visuals

Report Formats, continued

Booklet Resembles a short term paper and includes a title

page Divided into labeled sections Accompanied by a cover memo (in-house reports) or

cover letter (for outside readers) Cover memo or letter establishes context and purpose Often contains visuals


Compose Clear, Accurate Incident Reports

Explain the circumstances surrounding a troublesome occurrence

Create a written record Written either by person involved or person in charge of

area where incident took place Must describe the occurrence and explain causes (if

possible) Often include recommendations for corrective measures Be aware of the legal ramifications of incident reports

(see p. 71)Copyright © 2017, 2014, 2011 by Pearson Education, Inc. All rights reserved.

Write Persuasive Recommendation Reports

Assess a troublesome or unsatisfactory situation, identify a solution, persuade decision makers to pursue a specific course of action; usually solicited

Intended to enhance quality of products or services, maximize profits, reduce costs, or improve conditions

Should emphasize solutions and avoid assigning blame—guard against being overly critical

May benefit from input from co-workers


Create Comprehensive Progress Reports

AKA status or periodic reports Outline status of an ongoing project Submitted upon completion of key stages or at regular, pre-

established intervals Written by individual(s) directly responsible for the success of

the undertaking Usually read by management sector Tend to be more general and less technical than other kinds of

reports See p. 75 for more details about the content and structure of a

progress report.Copyright © 2017, 2014, 2011 by Pearson Education, Inc. All rights reserved.

Complete Detailed Travel Reports

Identify purpose and summarize results of business-related travel

Two kinds—field reports and trip reports Submitted to immediate supervisor Describes activity and assesses activity’s value

See p. 86 for more details about content and structure of travel reports.


Review Question 1

1. Which of the following principles is not generally recommended for effective page design?

a. Use a paragraph length of eight to nine sentences.b. Use top and bottom margins of at least 1 inch and

side margins of 1.25 inches.c. Use 12-point type with both uppercase and

lowercase letters.d. Use a ragged right margin.


Review Question 11. Which of the following principles is not generally

recommended for effective page design? a. Use a paragraph length of eight to nine sentences.b. Use top and bottom margins of at least 1 inch and side margins of

1.25 inches.c. Use 12-point type with both uppercase and lowercase letters.d. Use a ragged right margin.

Learning Objective—Understand the basic principles of page design


Review Question 2

2. Identify the type of report associated with each of the following structures:

a. Introduction—Activity/Service performed—Cost accounting—Discussion

b. Introduction—Work completed—Work remaining— Problems—Conclusion

c. Problem—Solution—Discussion


Review Question 2

2. Identify the type of report associated with each of the following structures:

a. Travel Report: Introduction—Activity/Service performed—Cost accounting—Discussion

b. Progress Report: Introduction—Work completed— Work remaining—Problems—Conclusion

c. Recommendation Report: Problem—Solution— Discussion

Learning Objective—Use several short report formats


Review Question 3

3. Which of the following is best omitted from an incident report?

a. A detailed description of any medical intervention required

b. Reliable statements from persons involvedc. The writer’s opinion about who is to blame for the

incidentd. A step-by-step narrative description of the incidente. Use of qualifiers such as maybe, possibly, and it

appears


Review Question 3

3. Which of the following is best omitted from an incident report?a. A detailed description of any medical intervention requiredb. Reliable statements from persons involvedc. The writer’s opinion about who is to blame

for the incidentd. A step-by-step narrative description of the incidente. Use of qualifiers such as maybe, possibly, and it

appears

Learning Objective—Compose clear, accurate incident reports


Review Question 4

4. A recommendation reporta. Is persuasive in natureb. Is usually unsolicitedc. Should focus more on what is than on what will be

d. Should avoid discussions of the recommendation’s costs, timing, and the like


Review Question 4

4. A recommendation reporta. Is persuasive in natureb. Is usually unsolicitedc. Should focus more on what is than on what will bed. Should avoid discussions of the recommendation’s

costs, timing, and the like

Learning Objective—Write persuasive recommendation reports


Review Question 5

5. A progress reporta. Is strictly informative (i.e., does not contain any

recommendations about problem-solving)b. Discusses only work that has been completed up to

the time of the submission of the reportc. Tends to be more general and less technical than

other kinds of reportsd. Is ideally submitted only once during the course of

a project


Review Question 5

5. A progress reporta. Is strictly informative (i.e., does not contain any

recommendations about problem-solving)b. Discusses only work that has been completed up to

the time of the submission of the reportc. Tends to be more general and less technical

than other kinds of reportsd. Is ideally submitted only once during the course of a

project

Learning Objective—Create comprehensive progress reports


Review Question 6

6. What is the basic difference between a field report and a trip report?

a. A field report records travel directly related to the performance of routine duties, while a trip report records travel related to professional development.

b. A trip report records travel directly related to the performance of routine duties, while a field report records travel related to professional development.

c. A field report must include cost accounting, but a trip report usually does not.

d. There is no difference; they are synonymous terms.


Review Question 6

6. What is the basic difference between a field report and a trip report?a. A field report records travel directly related

to the performance of routine duties, while a trip report records travel related to professional development.

b. A trip report records travel directly related to the performance of routine duties, while a field report records travel related to professional development.c. A field report must include cost accounting, but a trip report usually does not.d. There is no difference; they are synonymous terms.

Learning Objective—Complete detailed travel reportsCopyright © 2017, 2014, 2011 by Pearson Education, Inc. All rights reserved.