Formal vs. Informal Reports

In a professional writing, there are two types of reports: Formal reports and informal reports. The difference has nothing to do with the tone of the report, or who will be addressed in the report. The difference between a formal report and an informal report depends on the topic of the report as well as the formatting of the report.

Formal reports

Formal reports tend to inform readers about major happenings. Formal reports can be written about new developments in a field, explorations of the feasibility of a new product, or an organization's end of the year review.

Formatting

Formal reports are made up of three components:

1. Front Matter

2. Body

3. Back Matter

Front Matter

Front matter includes an explanation of the topic, the purpose of the report, it indicates whether the report contains the kind of information that the audience is looking for, and lists where specific chapters, headings, illustrations, and tables can be found throughout the report.

Front Matter includes the:

•  Title Page

•  Abstract

•  Table of Contents

•  List of Figures

•  List of Tables

•  Foreword

•  Preface

•  List of Abbreviations and Symbols

Body

The body includes  the descriptions of the methods and procedures used to generate the report, how results were obtained, describes the results, draws conclusions, and make recommendations (optional).

The Body includes the:

•  Executive summary

•  Introduction

•  Text (including headings, tables, illustrations, and references)

•  Conclusions and recommendations

Back Matter

The back matter contains additional information that the reader may want.

The Back Matter includes:

•  Bibliography

•  Appendixes

•  Glossary

•  Index

Informal Reports

Informal reports often describe specific events, note the progress of ongoing activities or projects, or summarize the results of a completed project or investigation. 

Formatting

Informal reports have simple formatting. They are usual formatted like a memo and include a(n):

•  Introduction

•  Body

•  Conclusion and Recommendation

Types of Informal Reports

Informal reports can cover almost every subject. The most frequently used informal reports are:

•  Progress Reports

•  Periodic Reports

•  Investigative Reports

•  Trouble Reports

•  Trip Reports

•  Test Reports

Be aware of what type of report you need. Be sure to use correct tone, whether it is business formal or friendly casual based on your audience. 

Good luck!

Sources:

• Oliu, Walter E., Charles T. Brusaw, and Gerald J. Alred. Writing That Works: Communicating Effectively on the Job. New York, NY: Bedford/St. Martin's, 2010. Print.
•  "Reports." Writing Guidelines for Engineering and Science Students. Web. 19 Apr. 2012. <http://www.writing.engr.psu.edu/workbooks/reports.html>.