COMMUNICATION IN VARIOUS PURPOSES
PURPOSIVE COMMUNICATION GROUP 1 – AB-ELS 1B
“COMMUNICATION IS MADE FOR NUMEROUS PURPOSES.”
Communication vary depending on the purpose and the way the message
are crafted on the intention of the sender. The purpose of communication
can be informative, persuasive, and argumentative.
What is informative communication?
What is persuasive communication?
What is argumentative communication?
TYPES OF FORMAL AND INFORMAL
REPORTS
REPORTS
A report is a type of business
communication that provides an
update about a project or event
related to an organization. Its
primary purpose is to inform or
persuade the target reader who is
usually the immediate superior of
the writer of the lengthy report.
Reports appear in different forms
and types. They may be formal or
informal.
FORMATS OF REPORT
Formal - It adheres to a standard format where
profundity, intricacy, and style are considered as its
unique features. Its main goal is to present an
analysis or interpretation of a problem or a
condition and find ways to deal with these
problems. It requires appropriate form and style;
FORMATS OF REPORT
Informal – This type of report is brief, which is
usually written in wo or more pages. The details
are presented as a regular business letter or a
lengthened memorandum. The tone is
conversational and personal.
TYPES OF FORMAL REPORTS
Informational Report – present results so readers can
understand a particular problem or situation.
Example: Manager of a city’s website might prepare an
informational report for the city council; the report would
provide statistics on the number of people who pay their city
water and sewage bills online etc.
TYPES OF FORMAL REPORTS
Analytical Reports – This type goes a step beyond presenting results.
Analytical reports present results, analyze those results, and draw
conclusions based on those results. These reports attempt to describe
why or how something happened and then to explain what it means.
Analytical reports can:
Explain what cause a problem or situation – Present the results of a
traffic study showing accidents at an intersection – the report explains
what it means;
Explain the potential results of a particular course of action;
Suggest which option, action, or procedure is best.
TYPES OF FORMAL REPORTS
Recommendation Report – This type advocate a particular course of
action. This usually present the results and conclusions that support the
recommendations.
For example, your analytical report suggests using treatment X to be
more efficient than treatments Y and Z. However, that does not mean
that you will use treatment X as cost and other considerations might
recommend treatment Y.
TYPES OF INFORMAL REPORT
Information – this usually follows the format of introduction, main
body, and conclusion. These reports are usually just data based, and used
to stack necessary data e.g. Daily activity.
Progress – these are progress-based reports that satisfy questions in
the veins of, “in anything in addition needed to complete the activity?” or
“is everything running according to plan?”. It is essentially a troubleshoot
checker.
Recommendation/Justification – these reports are largely oriented
around analysis. This is the trouble shoot report, offering solutions to
problems and evaluating pros and cons.
TYPES OF INFORMAL REPORTS
Feasibility – how feasible is the project? These reports suggest
whether it is likely to fail or succeed, and whether it’s wise to
invest (further) capital.
Summary – this is the final evaluation of the entire project,
and aims to provide an overview of performance.
Minutes of meeting – this is a report that accounts for all
details of the meetings, including date, time, and discussions.
FINDING, ANALYZING, AND
DOCUMENTING INFORMATION
TYPES OF RESEARCH
Primary
Gathers new information.
Includes surveys, interviews, and observations.
Secondary
Retrieves published information.
Includes library research and online searches.
HOW CAN I FIND INFORMATION ONLINE
AND IN PRINT?
Keywords – the terms that the computer searches for in
a database or on the web. At the beginning of a search,
use all the synonyms and keywords you can think of.
Skim several of the first sources you find; if they use
additional or different terms, search for these new terms.
USING THE INTERNET FOR RESEARCH
Finding Web Pages Evaluating Web pages
Use root words to find variations. Use reputable sources.
Use quotation marks for exact Look for an author.
terms. Check the date and source.
Uncapitalize words. Compare the information with
other sources.
HOW DO I WRITE QUESTIONS FOR
SURVEYS AND INTERVIEWS?
Survey – questions a large group of people, called
respondents or subjects.
Questionnaire – a written list of questions that people
fill out.
Interview – a structured conversation with someone
who will be able to give you useful information.
WHEN ASKING QUESTIONS:
Use phrasing that doesn’t bias the response.
Avoid questions that make assumptions about your
audience.
Use words that mean the same thing to you and
your audience.
HOW DO I WRITE QUESTIONS FOR
SURVEYS AND INTERVIEWS?
Closed Questions – have a limited number of possible
responses.
Open Questions – do not lock the subject into any sort of
response
Branching Questions – direct different respondents to
different parts of the questionnaire based on their answers to
earlier questions.
HOW DO I DECIDE WHOM TO SURVEY OR
INTERVIEW?
The population is the group you want to make
statements about.
Defining your population correctly is crucial
to getting useful information.
HOW DO I DECIDE WHOM TO SURVEY OR
INTERVIEW?
Random Sample – each person in the population
theoretically has an equal chance of being chosen
Convenience Sample – a group of respondents who
are easy to get.
Judgment Sample – a group of people whose views
seem useful.
HOW SHOULD I ANALYZE THE
INFORMATION I’VE COLLECTED?
Understand the source of the data.
Analyze numbers.
Analyze words.
Check your logic.
HOW SHOULD I DOCUMENT SOURCES?
The two most widely used formats for endnotes
and bibliographies in reports are those of the
Modern Language Association (MLA) and the
American Psychological Association (APA).
HOW SHOULD I DOCUMENT SOURCES?
In-Text Citations – how you reference sources
within the text of your assignment
Reference List – the list of references mentioned
in the text. This goes at the end of your
assignment.
Thank You!
Questions, Clarifications, and Comments are now recognized.
REFERENCES
Bernandez, E. (2011). English for Specific Purposes. Jimczyville Publications.
Carter,A. (2017, October 15). Finding,Analyzing, and Documenting Information [Video]. Ppt Video
Online Download. https://slideplayer.com/slide/6851848/
Lopez, R. S. (2005a).A Practical Approach to Business Writing .
Rodrigo, R. (2022, January 16). LIB300 Week 9 finding, analyzing, and documenting information.
https://www.slideshare.net/RussellRodrigo3/lib300-week-9-finding-analyzing-and-documenting-
information
UNICATION FOR VARIOUS PURPOSES. (n.d.). [Video].YouTube.
https://youtube.com/watch?v=4X79GLU3Z1k&feature=share
