Chapter 20

Valerie Teagarden and Robert Lawson


Chapter 20 is an excellent source for report writing. Burnett breaks the chapter into four sections: planning reports, types of reports, formats of reports and finally examining a report.
Planning a report consists of deciding on the purpose, formality, audience, organization and genre. Determining the purpose can consist of one of three choices: to report information, to analyze information or to persuade readers. Assessing the formality is important to decide how formal or informal the report should be. Informal reports are usually letters, memos or a condensed report. Formal reports need to include more background information and usually are for an unknown audience. Knowing your audience is a necessary process as well. Decide whether the report is for a primary reader, intended for the decision makers or those who need technical details. If the report is for secondary readers usually including supervisors, those who don’t need to make decisions but the process may affect their work.
Organizing your information is crucial. A common structure is starting with your overview followed by background, recommendation, evidence and ending with your discussion. Important things to keep in mind when writing is to not use acronyms, provide definitions, and explanations and if using visuals make sure they are of high quality. The last part of planning a report is selecting the genre. Whether it is a prepared form, memo, letter or formal report, selecting the genre depends on the material and the audience.
The next section Burnett discusses is types of reports. Most common reports are; research, task, periodic activity reports, progress reports and trip and conference reports. All of these reports are used frequently. Research reports are used to introduce new knowledge and to have the new knowledge applicable to outside matter. Task reports are useful while working on a project. Discusses the projects methods and procedures and evaluates the procedures. Periodic activity reports are used frequently and are filed for future reference. Usually consist of an overview, activities and recommendations. Progress reports are used frequently as well. Typically used to give an overview, state the progress, suggest recommendation, provide evidence and discuss the impact. Meeting minutes can be another form of reporting which is also common in the workplace. Meeting minutes describe what was done at a meeting and not what was said. These are usually filed for future reference. The last type of report is trip and conference reporting. This is done to describe what took place, contacts that were made and a summary of the activities these reports are done for the people that were not able to attend.
Formatting a report uses inductive or deductive reasoning depending on the audience. An important part of formatting is design. When designing your report make sure to examine whether it is accessible, comprehensible, and usability. Using the correct, simple fonts at the right size and boldness are important.
Finally Burnett discusses examining a report. She discusses the important of identifying the content and context, anticipate the reader’s needs, establish connections, make it professional and easily accessible.