Informal Reports: Characteristics

The terms "formal" and "informal" might automatically conjure up specific images when you think of them. For example, an event advertised as "formal" usually means black tie, evening dresses, champagne, and elegance; on the other hand, an "informal" one might translate to jeans, t-shirts, beer, and bbq. Or something along those lines.

So what do the terms mean when we're talking about technical writing documents? What does an informal document do that a formal one doesn't, and vice versa?

Here are just a few of the differences between informal and formal types of writing, with specific reference to reports.

Characteristic Informal Reports Formal Reports
Usual Length 2-3 pp Length varies, but longer than 3 pp
Components No front or end matter Front (cover letter, cover page, table of contents, executive summary) and often end matter (appendices)
Purpose Informational (usually) Persuasive
Approach

Direct

  • no buildup
  • provide crux of content, then give details.

Indirect

  • provide buildup
  • give details, then provide crux of content
  • prepare the reader for the recommendations by providing sufficient research and persuasive facts
Language/Wording

Personal

  • more one-to-one
  • might focus on writer's experiences
  • can use first person: I, me, we, our
  • can use second person: you, yours
  • can use third person: they, them
  • can use contractions but sparingly: can't, shouldn't, won't, etc.
  • use active voice more than passive voice
  • opinion usually okay

Impersonal

  • more formal and distanced
  • provides facts objectively
  • uses only third person: them, them
  • no opinion
  • no superlatives (greatest, most interesting, etc.)
  • no contractions
Writing

Short paragraphs are better: 6 to 8 lines

Longer paragraphs are acceptable: 10 to 12 lines

But do not use only long paragraphs, as that reduces usability
Research None or limited Research + analysis usually required