Part IV - Harty

pg. 167

Part 4
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Reports and Other Longer Documents:

What does the word report really mean?
-its just a generic term for a variety of documents that vary in form and purpose

What are the some purposes reports could have?
-purely informative
-argumentative
-persuasive
-analyze information/draw conclusions
-make recommendations

What are some forms reports could take?
-simple check lists
-interoffice memos and e-mails
-letter to clients
-full-blown documents that are the results of much time and effort

Distinguish b/w formal vs. informal report:
Formal--> -generally follow a multi-part format
-used to present the results of a detailed project
format:-cover letter or memo of transmittal attached to bound document
consisting of: an abstract, table of contents, glossary, an intro, a detailed discussion of all aspects of the topic, a set of conclusions and recommendations, and pages of attachments.

Informal--> tend to be shorter
format:-less complex,
consisting of: essential items (intro, discussion, conclusion, and maybe a list of recommendations

Goal to be USEFUL (action-oriented)
how can writer ensure their reports are useful?
-take some kind of process approach that they would use when writing any other business or technical document.
-plan their reports carefully from the start
-to stick to their intended purpose
-analyze your audience
why?
- the length of reports can be intimidating

what are some kinds of audiences that tech. writers address?
Thomas Pearsall Audience Analysis for Technical Writing (1969)
- the layperson
- the executive
- the expert
- the technician
- the operator
What must a a report writer take into account if they want to be effective?
-each type of audience has a different background & set of needs
-an expert is not going to need information that is "common knowlege" to himself, he wants a report to focus on telling him something he dosen't already know.
-use abstaracts and visual aids allow you to be effective to many of different degrees of expertise.

what is are proposals
are a simple specialized report with the primary purpose to persuade readers to do something
common examples?
- sales letters
- requests for adjustments
types?
- internal
aimed at changing poplicies and procedures w/in an organization
ex) bill
- external
documents seeking grants or funding thus tend to be more complex