Informational and Analytical Reports

Reporting InformationTechnical English

Introduction

Report writing may not be a task for entry-level jobs, but any promotion to supervisor or manager will bring report-writing responsibilities.

Executives need informational reports: Facts and statistics such as dollar volume, averages, costs, estimates, percent increases, and percent decreases. They can measure productivity, monitor sales, project costs, and determine profits with these facts.

Introduction

Executives also need analyses of those facts and statistics; they need to hear potential trends, projections, and forecasts based on those hard facts.

Information and Analysis- These are the two forms of input that business managers and executives need, and they receive both in the form of reports.

Types of Reports

Informational Reports- generally simpler and direct. They are usually prepared on standard memo letterheads or specially designed printed forms. They report statistics and data periodically.

Analytical Reports- longer and more formal, they require in-depth research and investigation. They often include conclusions and recommendations to management.

Informational ReportGenerally are developed on memo formats

or pre-printed forms for uniformity. Examples:Order Backlog Report (items behind in shipping)Shipped Order Report (items shipped on time)Employee Performance Report ( evaluations)Employee Part-Time Report (how many needed)Spoilage Statistics Report (items ruined on the way to

buyer)Reports are prepared on a daily, weekly

and monthly basis.

Analytical Reports

They go beyond providing straightforward info. They identify or define a specific topic or problem area.

Offer data specifically related to the topic or problem.Interpret the meaning, indicate trends or facts by

analyzing long term informational reports.Draw conclusions based on the data, trends or facts.Make recommendations based on the conclusions.

Analytical Reports

They are not routine or simple reports. They are thorough and extensive, and may require months of detailed research and in-depth investigation. They may require a team of contributors.

Analytical Reports are worth all the effort because they deal with important issues and affect major company decisions.

They usually have five parts.

Parts of the Analytical Report

Letter of Presentation- it identifies the report, tells why it is being submitted, and identifies the people who helped gather and analyze data.

Summary- goes directly to the heart of the material by presenting the purpose for writing the report, the methods for collecting data, the conclusions, and the recommendations.

Parts of the Analytical Report

Body- begins with an introductory paragraph stating why the topic is of interest. Then each part is labeled:Purpose- what the writers hope to accomplishScope- topic areas included and coveredLimitations- what the report doesn’t includeJustification- who will benefit from the report and whyRelated Publications- articles writers studied as

background before gathering dataThe Present Study- presents pertinent facts gathered

Parts of the Analytical Report

• Conclusions and Recommendations- They should be based on the Related Publications and The Present Study sections of the Body. The writers present their analysis of the trends and future repercussions demonstrated by the study and present what they believe should be the course of action.

• Appendix- includes working papers, graphics, visual aides such as pie charts, trend lines, maps, computer print-outs, and other materials that support the report.

Presentation FormatAnalytical Reports

Cover pageTitle pagePresentation letter

Table of contents

Executive summaryBodyConclusions and recommendations

Bibliographyappendix

Other Specifications

• Use plain white paper• Type on only one side

of each page using Times Roman or Arial

• Type double space, and number each page, except the first

• 11/2 inch on left margin for binding, the rest 1 inch.