Module 23

Module 23 is about short reports. The book recommends writing a short report whenever possible. Long reports take up too much of your audience’s time and will therefore, probably, not be read. Short reports can still accomplish many things though. There are informative or closure reports that summarize completed work. Feasibility reports present alternatives to the problem and give reasons why one is the best. Justification reports are used when explanation or recommendation needs to be given on a large purchase or a organizational change such as hiring.

The text also goes into details about the various types of organization for these reports. It is best to use an organization style that works for your audience and your message. The seven types are: Compare/Contrast, Problem-Solution, Elimination of Alternatives, General to Particular or Particular to General, Geographic, Functional and Chronological. Pages 404 to 407 explain these in detail.

While reports follow the basic rules of business writing there are several key differences. First of all, reports tend to be more formal than memos or letters. Reports almost never use the word you. Reports should also be self-explanatory. There shouldn’t be a need to attach yet another document to explain your report. The recommends saying what you mean and having a very clear organizational style.