Technical Communication A Practical Approach Chapter 11: Reports for Information and Analysis...

Technical CommunicationA Practical Approach

Chapter 11: Reports for Information and Analysis

William Sanborn Pfeiffer

Kaye Adkins

Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins

Reports for Information and Analysis

Four Common Informative Reports Four Common Analytical Reports

Four Common Informative Reports

Activity Reports Abstract

Time period, project, or event covered Body

Organization that emphasizes type of activity, by project or by client

Problems important to the reader Conclusion

Actions for continuing and ongoing activities Plans for addressing problems

Progress Reports Provides your manager with details about work

on a specific project Use ABC format for progress/periodic reports

Periodic Reports Summarizes your work on diverse tasks over a

specific period of time Use ABC format for progress/periodic reports

Progress/Periodic Reports Abstract

Purpose/Capsule summary/Main progress to date

Body Description of work completed/Clear reference to any dead

ends/Explanation of delays/Description of work remaining/Reference to attachments

Conclusion Brief restatement of work/Expression of confidence or

concern/Willingness to make suggested adjustments

Regulatory Reports Abstract

Summary of the findings, including statement of extent to which the organization is in compliance

Summary of recommended actions

Regulatory Reports Body

Organization that emphasizes required activities or documents

Description of observations Description of problems observed Data that support observations

Regulatory Reports Conclusion

Recommendations for improvement of compliance Summary of consequences if problems are not

addressed in a timely manner

Lab Reports Describes work done in any laboratory—with

emphasis on topics such as purpose of work, procedures, equipment, problems, results, and implications

Use ABC format for lab reports

Lab Reports Abstract

Purpose/Capsule summary

Body Purpose or hypothesis of lab work/Equipment

needed/Procedures or methods used in lab test/Unusual occurrences/Results of test

Conclusion Statement or restatement of main results/Implications of

lab test for further work

Specific Guidelines for Five Informal Reports

Problem Analyses Presents readers with a detailed description of

problems Follow ABC format for problem analyses

Four Common Analytical Reports

Problem Analyses Abstract

Purpose/Summary of problems Body

Background/Description of problems/Data Conclusion

Brief restatement/Degree of urgency/Suggested next step

Recommendation Reports Presents readers with specific suggestions that

affect personnel, equipment, procedures, products, services, and the like

Use ABC format for recommendation reports

Recommendation Reports Abstract

Purpose/Brief reference to problem/Capsule summary of recommendations

Body Details about problem/Recommendations/Data that support

recommendations/Benefits/Drawbacks

Conclusion Brief restatement/Main benefit/Your offer to help with next

Guidelines for Feasibility Studies

Choose Format Carefully Use the ABC Structure Call Your Abstract an Introductory

Summary Organize the Body Well

Choose Format Carefully Use the ABC Structure

Abstract Capsule summary

Body Details that support conclusions and

recommendations Conclusion

Wrap-up of conclusions and recommendations

Call Your Abstract an Introductory Summary Brief statement about who has authorized the

study and for what purpose Brief mention of the criteria used during the

evaluation Brief reference to your recommendation

Organize the Body Well Describe evaluation criteria Describe exactly what was evaluated and how Choose criteria that are most meaningful to

readers Discuss both advantages and disadvantages Follow organization guidelines for

comparisons

Use the Conclusion for Detailed Conclusions and Recommendations

Use Graphics for Comparisons Offer to Meet with the Readers

Equipment Evaluations Provides objective data about how equipment

has, or has not, functioned Use ABC format for equipment evaluations

Equipment Evaluations Abstract

Purpose/Capsule summary

Body Thorough description of equipment/Well-organized

critique/Additional supporting data, with reference to any attachments

Conclusion Brief restatement of major findings, conclusions, or

recommendations

Technical Communication A Practical Approach Chapter 11: Reports for Information and Analysis...

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