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    GROUP 3 - Informal Reports

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    Arjay Ordiz

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    GROUP 3 - Informal Reports

    Uploaded by

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    GROUP 3- Informal Reports

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    2 views8 pages

    GROUP 3 - Informal Reports

    Uploaded by

    Arjay Ordiz

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    of 8

    Republic of the Philippines

    CAMARINES SUR POLYTECHNIC COLLEGES


    Nabua, Camarines Sur

    GE 5 – Purposive Communication

    Lesson 12: Informal Reports

    A report is a type of business communication that provides an update about a


    project or event related to an organization. Its primary purpose is to inform or persuade
    the target reader who is usually the immediate superior of the writer of the reports.
    Reports appear in different forms and types. They may be formal or informal. Formal
    reports are those that are the lengthy and cover complicated topics while informal
    reports are those that are shorter (usually not more than five pages) and deal with a
    specific event or aspects of an organization. Three of the most common types of
    informal reports include incident report, trip report, and progress report. An incident
    report provides a factual account of an incident to make sure the incident will not
    happen again. Some of the common situations that require an incident report are as
    follows:

    ● Machine breakdown
    ● Installation problems
    ● Brawl between and among personnel
    ● Accidents
    ● Problems cause by natural calamities
    ● Operation-related problems

    In 5 minutes, read the following incident report before writing your own report. Bear in
    mind the following questions:
    1. What is the purpose of the given report?
    2. Has the writer achieved his/her purpose?
    3. How is the report organized?
    STRUCTURE OF AN INCIDENT REPORT

    1. Problem Description
    This section narrates the events related to the incident. It includes the people
    involved, time and date, place, and problems. This section needs to be clearly
    narrated in a way that the reader can visualize the events. As such, events
    should be chronologically presented.

    2. Actions Taken
    This section state the actions that were taken by the sender or by the personnel
    directly involved in the incident during or immediately after the incident.

    3. Recommendation
    This section provides some suggestions on how the incident can be prevented
    from happening again.

    This second type of an informal report is the trip report. Its purpose is to provide a
    record of a job-related trip and evaluate whether it was a success or not. Some
    examples of trips that require a trip report are as follows:

    ● Inspection of a site
    ● Attendance in a conference program
    ● Participation in a training program
    In 5 minutes, read the following trip report writing your own report. Bear in mind the
    following questions:
    1. What is the purpose of the given report?
    2. Has the writer achieved his/her purpose?
    3. How is the report organized?
    STRUCTURE OF A TRIP REPORT

    1. Background
    This section provides basic information about the trip. These include the date,
    duration, and objectives of the trip, the destination, and the rational for the trip.
    This section also identifies other people that joined the trip as well as the person
    who authorized the trip.

    2. Discussion
    This section contains the details and findings obtained from the trip. It includes
    observation, contact, sessions attended, and problems encountered.
    Subheadings may be used if the details are too lengthy.

    3. Conclusion
    This section presents what you have accomplished from the trip such as sales
    made and linkages established. It also assess if the trip was successful or not.

    4. Recommendation
    The section presents suggestions to make the next trips more successful. It also
    recommends certain steps that the company may take relevant to its own growth
    and advancement and indicates whether the trip would be recommended to other
    colleagues.

    The last type of an informal report is the progress report which provides an
    update on the compilation or status of a particular task. These updates are used by the
    management to make decisions about the personnel involved, budget, and timeline of
    the task. When preparing a progress report, the following items are explained: (1)
    completed task since the last report (2) tasks that are in progress, (3) delays and their
    causes, (4) resolution of the problems encountered, (5) remaining work, (6) other task to
    be done, and (7) target compilation date of the task.
    In 5 minutes, read the following progress report before writing your own report.
    Bear in mind the following questions:
    1. What is the purpose of the given report?
    2. Has the writer achieved his/her purpose?
    3. How is the report organized?
    STRUCTURES OF A PROGRESS REPORT
    I. Introduction
    A. Purpose of the report
    B. Period covered by the report
    C. Brief summary
    D. Main progress to date or since last report

    II. Body
    A. Description of the work completed
    1. Completed tasks or accomplished items
    2. Duration of accomplishing the task or items
    3. Compliance with the schedule
    B. Problems encountered such as delays and incomplete work
    C. Remaining Work
    1. Remaining tasks
    2. Projects to be completed
    3. Timetable and strategies to do the remaining tasks
    4. Possible risk and strategies in controlling these risks

    III. Conclusion
    A. Evaluation of current status (with expression of confidence or concern
    about the progress)
    B. Forecast for project completion
    C. Willingness to make adjustments
    D. Contact details

    ______________________________________ (End of Lesson)

    Reference: Barrot, Jessie S. and Philippe John S. Sipacio. Purposive Communication in the 21st
    Century. Quezon City: C & E Publishing Inc, 2018
    Restrictions: Please take note that your access to this material is STRICTLY VIEW ONLY, to
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    FOR STRICT COMPLIANCE.

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