The Difference Between Informal and Semi-Formal Investigation Reports

As we just discussed earlier in this lesson, semi-formal investigation reports are written using the titled document format. This is because it's the best and most useful way to present information to a third party -- for example, if Company A is providing an investigation report for Company B. That said, because a titled document is not addressed to the audience, it also requires a cover letter. A cover letter should summarize the results in the report. It should also include your comments that you decided not to (or couldn't) include in the report.

It can be something as simple as this:

Dear Mr. Smith,

My investigation of the Hillsboro plant shows that the increase of on-the-job injuries is a partially the result of [briefly describe findings]. I find, however, that they are also caused by [insert other findings].

I hope the attached report will help you to take the appropriate steps to reduce on-the-job injures and [any other outcome you want to mention].

Sincerely,

[Your Name]

However, an informal investigation report, such as a letter-form investigation report, is not as long as a semi-formal investigation report. You do not need a cover letter. In fact, an informal investigation report doesn't typically exceed three pages. When writing an informal, letter-form investigation report, you can address the recipient right in the report.You can still use headings, if you want, but it's not a requirement.

You will also notice that as you write an informal investigation report, the language you use is more personal as well. Since you're writing directly to your audience (and have addressed the report to your audience), you can write it as more of a conversation between two interested parties, rather than a more formal document.

Here's an example summary of a semi-formal report that's not addressed to the audience:

My investigation of the increased rate of on-the-job injuries at the Hillsboro plant shows the majority of on-the-job injuries are caused by improper safety equipment worn by employees, as well as inefficient workplace policies that lead to employees traveling to areas in which they are not trained or properly outfitted. I suggest that …

Here's an example summary of an informal report written in letter format:

I've investigated the increase in on-the-job injuries at your Hillsboro plant and found the majority of those injuries are caused by improper safety equipment worn by employees, and inefficient workplace policies that cause employees to be in areas where they are not trained or properly outfitted.

I believe you can decrease on-the-job injuries by half, or even more than half by…

You can see the differences in the way you write an informal report, in which you address your audience – and a semi-formal report, in which you do not address your audience.

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