4.3 Direct Approach Reports: Purpose, Structure and Components
Reports by Type
Reports are written for specific audiences and purposes. Report types can be broadly categorized as Formal Reports, Semi-formal Reports, and Informal Reports (often called routine reports or routine correspondence).
No matter the type of report, the direct approach is used when the reader(s)
- anticipates receiving such information since it relates to on-going or repeated workplace contexts,
- will be interested in the content, or
- will not have to be persuaded about the content.
Reports by Function
Reports can additionally be categorized according to function, that is what they do. Two categories include Informational and Analytical Reports.
Informational reports provide content with analysis or recommendations. Their purpose is to relay information to other stakeholders. Examples of such reports include accident reports, procedural reports, or job progress reports.
Analytical reports provide facts in the form of examples, data, case studies, primary or secondary research, and so on. The facts are interpreted, synthesized, and analyzed. Analytical reports include recommendations.
Reports’ Organizational Structure and Required Parts
Formal, Semi-Formal, and Informal reports that employ the direct approach all follow similar organization patterns. All include iterations of and expand on, as required by the report’s audience and purpose, the following parts:
- Main point
- Details
- Close
| Informal Report | Semi-formal Report | Formal Report | |
|---|---|---|---|
| Channels for Different Report Types | Sent as email | Sent as an attachment via email, courier, or post | Sent as an attachment via email, courier, or post |
| Report Title and Reader Signals | Includes a clear subject line | Includes
Front matter
|
Includes
Front matter:
|
| Introductory Parts | Main point in the first paragraph establishes context and purpose of the message | Introduction
|
Abstract or Executive Summary
Introduction
|
| Discussion | Provides required details in 3 -10 paragraphs
Uses highlighting techniques to enhance readability as required |
Provides required details in 3-10 pages
Uses headings and subheadings as required Uses a variety of organizational patterns in various sections as required |
Provides required details 10-100 or more pages
Uses headings and subheadings as required Uses a variety of organizational patterns in various sections as required |
| Conclusions | Provides a brief recap. May be a single sentence or several. | Summarizes main points of the report. Length of summary is dictated by length of report.
Summary does not introduce new information. |
Summarizes main points of the report. Length of summary is dictated by length of report.
Summary does not introduce new information. |
| Recommendations | Usually a single recommendation that is an easily implementable change; thus it is combined with conclusions. | Recommendations can be placed in a separate section or combined with Conclusion section; decision is dictated by length.
Recommendations must be supported by content in the discussions section. |
Recommendations are usually placed in a separate section because of report’s length.
Recommendations must be supported by content in the discussions section. |