Module 23

            Module 23 is titled “Short Reports.”  Whenever you have a choice between writing a short report or a long report, the module recommends that you write a short report.  Do not put information in the report because you have it available or because you researched it but have not used it in the report.  Only choose the information the reader needs to make a decision.  There were three different kinds of reports described in the module.  Informative and closure reports summarizes completed work or research that does not result in action or a recommendation.  This type of report has an introductory paragraph, chronological account, and a concluding paragraph. Feasibility reports evaluate several alternatives and recommends one of them.  Justification reports recommend or justify a purchase, investment, hiring, or change in policy.  The writer needs to indicate what you are asking for and why it is needed.  Also briefly give the background of the problem or need, and explain each of the possible solutions.  Summarize the action needed to implement your recommendation, and ask for the action you want.  The module advises that informative, feasibility, and justification reports will be more successful when you work with the readers’ expectations for that kind of report.  If the reader will be reluctant to grant your request, the module offered a variation of the format used in Module 12.  It recommends describing the organizational problem which your request will solve and show why easier or less expensive solutions will not solve the problem.  Present your solution impersonally, and show that the disadvantages of your solution are outweighed by the advantages.  Summarize the action needed to implement your recommendation and then ask for the action that you want.

            One section detailed in Module 23 is “Should I use the same style for reports as for other business documents?”  The module recommends using a formal style in your report, and avoid using any contractions or slang.  Avoid the word you, because when multiple audiences review your report, it might not be clear who you is.  Also due to the multiple audiences, include in your report all the definitions and documents needed to understand the recommendations.  Say what you mean, choose the right words carefully.  By using the wrong word or words that are not accurate and concise will damage your report.  People that read your report may know very little about your subject.  Put the meaning of your sentence in the verbs and this will help you to say what you mean.  You also want to tighten your writing by eliminating unnecessary words, using gerunds and infinitives, and combining sentences.  Reword your sentences to reduce the number of words.  The module also recommends the using of blueprints, transitions, topic sentences, and headings.  Blueprints are overviews or forecasts that tell the reader what you will discuss in a section or in the entire report.  You can make your blueprint easier to understand by telling the reader how many points there are and by numbering them.  Transitions tell the reader if you are staying on point or shifting to a new point.  A topic sentence summarizes the main idea of a paragraph.  Headings are short words or phrases that identify the different sections of the report.  Topic headings focus on the structure and set up of the report.