Question

Using Chapters 10-11, compare and contrast formats for formal and informal reports. Describe an example of either kind of report you have actually used or locate one on the internet. Explain how the document meets (or fails to meet) the standard described in our text. Is it more or less difficult to compose a solicited or an unsolicited proposal? Why? Describe a situation in which you would compose an unsolicited proposal. Who is your imagined audience—internal or external? How might you persuade your reader to agree to your proposal? What ethical or legal issues must you anticipate? Note: Each week, you are to compose discussion in written form and to provide a narrated slide presentation. Here is a good practice to follow: Meet with your peers and brainstorm the assignment together. Freely exchange ideas in your group to help each other achieve the best outcomes. On your own, create a short document that responds to the discussion questions (and provides the basis of your narrated presentation) Organize your ideas into bullet points on your slides Use visual images to support your text Gracefully narrate your ideas in a 1-2 minute slide presentation. Respond to your classmates' presentations in writing, audio, or video.

Answer 1

1. Formal and informal reports:

Formal and informal reports are the two most common types of business reports. When a report is highly structured and is relatively long in size, it is called formal report. On the other hand, when a report is less likely structured and is short in size, it is called informal report. These two types of reports differ in many ways. Major distinctions between them are as follows:

• Form of the report Formal report is highly structured and is prepared in a prescribed format. on the other hand, Informal report is less structured and it is less important to follow prescribed format as it is used when the reader’s time is very limited and the complete detail of the subject is not needed.
• Purpose: While the Formal report is written to help management in making long- term and strategic decisions, an informal report is to present the facts that help managers in making thy-to-thy business decisions.
• Circulation: formal reports are circulated to top-level executives and in external communication. Short report is usually circulated within the organization between officials, colleagues or departments.
• Nature of problem: Formal report deals with complex and novel problems and thus lay out the issues in a relatively longer description. However, Informal reports are used with less complex and recurring problems.
• Length and Frequency: It is long in size and for this reason it is also called long report. An informal report is much shorter and it involves extremely short reports like memorandums and letter, reports where the information is presented in a brief and simple way. Formal report is written very infrequently such as on a quarterly or monthly or annual basis depending on the nature of team evaluations or other executive decisions. while informal reports are a part of day to day or weekly communication and recording to activities in the office.
• Use of visual aids: The formal type of reports involve an extensive use of visual aids to present the facts and findings. On the other hand, The informal type of report does not require use of visual aids since   the shortened length of the report lessens the need for coherence aid.
• Writing Style: The formal report follows inductive or indirect and impersonal writing style and can be best exemplified in the inspection report made by the executive manager at the end of the financial year to discuss the business decision and review the employees’ performance. In contrast, informal report follows deductive (direct) and personal writing style and thus one of the most common examples of an informal report can be seen in the memorandum drafted by subordinates in a company to communicate amongst themselves.