Chapter 14 of Kolin's Successful Writing at Work

CHAPTER 14Writing Effective Short Reports

Philip C. KolinUniversity of Southern Mississippi

Copyright © Cengage Learning. All rights reserved. 14 | 2

Why Short Reports Are Important

A short report is an organized presentation of relevant data on any topic. It may indicate whether: Work is being completed. Schedules are being met. Costs have been contained. Sales projections are being met. Trips or conferences have been successful. Locations have been selected. Unexpected problems have been solved.


Types of Short Reports

Short reports can address a variety of topics in the business world, but the seven most common types of short reports are: Periodic reports Sales reports Progress reports Employee activity/performance reports Trip/travel reports Test reports Incident reports


Eight Guidelines for Writing Short Reports

The following guidelines will help you write any short report successfully: Anticipate how and why an audience will use your

report. Do the necessary research. Be objective and ethical. Organize carefully. Write clearly and concisely. Create a reader-centered design. Include visuals/graphics/tables only when they are

needed. Choose the most appropriate format.


Periodic Reports and Sales Reports

Depending on needs, periodic reports may be daily, weekly, bimonthly, monthly, or quarterly. They help a company or agency keep track of the quantity and quality of the services it provides and the amount and types of work done by employees.

Sales reports fulfill two functions: financial and managerial. As financial records, they list costs per unit, discounts or special reductions, and subtotals and totals. As managerial tools, they help businesses make both short- and long-range plans.


Figure 14.1 Poorly Written, Organized, and Formatted Report


Figure 14.2 A Well-Prepared Report, Revised from Figure 14.1


Figure 14.3 A Sales Report


Progress Reports (slide 1 of 2)

Progress reports can be written at any interval (weekly, monthly, annually, etc.) and inform readers about the status of ongoing projects.

They are intended for people who are not working alongside you but need to know your activities. They consist of three parts: Introduction. Indicate why you are writing the report,

provide any necessary project titles and codes with dates, and help readers recall the job you are doing for them.


Progress Reports (slide 2 of 2)

Body. Provide significant details about costs, materials, personnel, and times for the major stages of the project. Also describe any problems that may affect the work in progress.

Conclusion. Give a timetable for the completion of duties or submission of the next progress report.


Figure 14.4 A Progress Report for a Student’s Research Report


Figure 14.5 The Second of Three Progress Reports from a Contractor


Employee Activity/Performance Reports (slide 1 of 2)

Employee activity/performance reports provide employers with details on your specific tasks accomplished and ongoing projects during a specified period. Use these guidelines for writing an activity report: Use the format dictated by your employer or agency. Make sure you are honest, objective, and accurate. Describe your major accomplishments. Be sure your accomplishments correspond with your

job description.


Employee Activity/Performance Reports (slide 2 of 2)

Include training sessions or workshops you attended, licensure/certification updates, committee memberships, and presentations you made.

Stress how your job accomplishments benefited the company, your department, or the community.

Be prepared to verify your activities with relevant documents.


Figure 14.6 Employee Activity Report Email with Attachments


Trip/Travel Reports (slide 1 of 2)

Travel/trip reports may be field trip reports, site inspection reports, home health or social work visits, or sales/customer visit reports. Writing the travel/trip report will be easier and your report will be better if you follow these suggestions: Before you leave, obtain contact information, do

background research, gather necessary documents, bring a laptop or notebook, get directions, list all appointments and job titles of people you will meet, and bring a recording device.


Trip/Travel Reports (slide 2 of 2)

When you return, write the report promptly In the report, detail where all you stayed and for how long, exclude irrelevant details, be objective about, anticipate readers’ questions and double check names and figures.


Figure 14.7 A Field Trip Report


Figure 14.8 A Site Inspection Repost Using a Map


Test Reports

Test reports, also called experiment, investigation, laboratory or operations reports, collect and document the results or tests. Test reports must supply the following information: Why you performed the test—an explanation of the

reasons, your goals, and who authorized you to perform the test.

How you performed the test—under what circumstances and controls you conducted the test, what procedures and equipment you used.

What the outcomes were—your conclusions. What implications or recommendations follow from

your test—what you learned, discovered, confirmed, or even disproved or rejected.


Figure 14.9 A Short, Informal Test Report


Figure 14.10 A Test Report Published in a Scientific Journal

(slide 1 of 2)


Figure 14.10 A Test Report Published in a Scientific Journal

(slide 2 of 2)


Incident Reports (slide 1 of 2)

Incident reports are submitted after an unexpected negative occurrence in the workplace, such as a fire delivery delay.

They must contain identification details, the type of incident, the time and location of the incident, a description of what happened, an indication of what was done after the incident, an explanation of what caused the incident, and recommendations.


Incident Reports (slide 2 of 2)

Because incident reports may be used as official legal records: Submit your signed report promptly. Double-check spelling. Be accurate, objective, and complete. Give facts, not opinions. Do not exceed your professional responsibilities.


Figure 14.11 An Incident Report in Memo Format


Short Reports: Some Final Thoughts

For successful short reports: Take into account your readers’ needs and

expectations. Document carefully what you write about. Take accurate and complete notes. Write objectively and ethically. Present complicated data clearly and concisely. Provide background and context as needed. Include specific recommendations.

Education

Chapter 14 of Kolin's Successful Writing at Work