FORMAL

REPORTS

2

8 PARTS of

FORMAL REPORTS

3

V. 8 PARTS1. Cover/Title Page

2. Letter or Memo of Transmittal

3. Table of Contents

4. List of Illustrations

5. Executive Summary

6. Introduction

7. Discussion Sections

8. Conclusions and Recommendations

4

COVER PAGE/

TITLE PAGE

5

(1) COVER/TITLE PAGECOVER: Attractive & Informative

“1st impressions”! Illustrations

To attract attention To persuade

Perhaps 1 or 2 of these – Project title Your client’s name Your name and/or organization’s name Date of submission

66

(1) COVER/TITLE PAGETITLE PAGE: We will use this for our project Everything centered

1. Project title larger, bolder font clear, specific title

we should know exactly what the project is from this title

77

(1) COVER/TITLE PAGETITLE PAGE:

2. Your client’s name “Prepared for…”

3. Your name and/or organization’s name “Prepared by…”

4. Date of submission Month (unabbreviated) Day (followed by comma) Year (complete year - 2010)

88

(1) COVER/TITLE PAGETITLE PAGE:

Proposal for a Writing Center at Luzerne County Community College

Prepared for: Mr. Thomas P. Leary, PresidentPrepared by: Dr. Stephen A. Housenick, ProfessorDate: July 25, 2011

9

LETTER or MEMO

of TRANSMITTAL

10

(2) LETTER/MEMO of TRANS. Like an “appetizer,” they give the reader a

taste of what is ahead.

GUIDELINES: Immediately after the Title Page Include a MAJOR POINT from the report

a finding, conclusion, recommendation

Follow letter & memo format

11

(2) LETTER/MEMO of TRANS.LETTER:

External Single-spaced Ragged-edged copy Only 1 page Include project number with the letter date Correctly spell reader’s name Inside address = mailing address Only use last names Include the project title as a main heading Closing = “Sincerely” Indicate copies with cc, pc, bc

12

(2) LETTER/MEMO of TRANS.MEMO of TRANSMITTAL:

Internal Single-spaced Ragged-edge copy Only 1 page Subject Line =

clear description of the project

Include distribution lists of those who receive copies

1313

(2) LETTER/MEMO of TRANS.MEMO of TRANSMITTAL:

Follow the typical memo format we have been employing all semester

If for LCCC, then use the “LCCC Memo Template”

If for another company (from employee to employer within the company), make your own Company Template

Don’t forget to initial it!

14

TABLE

of CONTENTS

15

(3) TABLE of CONTENTS OUTLINE:

Acts like an outline for readers Comes from your outline (for headings)

START: Gives readers a glimpse of the overall structure of the

report Most readers go HERE first, to grasp the structure of the report

RETURN: Allows readers to find what they are looking for – fast!

Readers return HERE to locate sections of interest

16

(3) TABLE of CONTENTSGUIDELINES: Make it readable

Space items Indent to draw attention to headings Include page numbers for every heading &

subheading

17

(3) TABLE of CONTENTSGUIDELINES: Use Contents Page to reveal report emphasis

Headings = indication of section contents Headings = specific yet brief (concise)

Consider leaving out low-level headings Don’t clutter this page with subheadings

18

(3) TABLE of CONTENTSGUIDELINES: List appendices

Listed at the end of the TOC Descriptions of Tables & Procedures Internal pagination

19

(3) TABLE of CONTENTSGUIDELINES: Maintain parallel form in all entries

Parallel structure – same type of phrase

Proofread carefully! Correct page numbers Correct headings Perhaps write last

after all additions, revisions

2020

(3) TABLE of CONTENTSGUIDELINES: WORD 2007 has templates to help writers

build TOC pages under the “References” tab

21

LIST of

ILLUSTRATIONS

22

(4) LIST of ILLUSTRATIONS A list of Illustrations within the Body Listed on a separate page Immediately after the Table of Contents Exception:

When you have only a FEW illustrations, Merely list them at the bottom of the TOC

23

EXECUTIVE

SUMMARY

24

(5) EXECUTIVE SUMMARY Short section A generalized account of the report’s contents

A “summary” of the report For decision-makers

The most important readers! Provides them with a capsule version of the

report Free of technical jargon

2525

(5) EXECUTIVE SUMMARY GUIDELINES:

Put it on ONE page Avoid technical jargon Avoid references to the report Body Write your Executive Summary last

26

(5) EXECUTIVE SUMMARY GUIDELINES:

Include MAJOR points only Include only important conclusions &

recommendations The most essential information (for them) 1-3 highlights bout the report

Use PARAGRAPH form No lists A series of short paragraphs Perhaps numbered list with detailed explanations

27

INTRODUCTION

28

(6) INTRODUCTION Prepares ALL readers for the discussion

ahead Both technical & non-technical readers

DO NOT summarize the report – You already did this in the Executive Summary

What’s the report’s Purpose? Scope? Format?

Give a project description

29

(6) INTRODUCTION GUIDELINES:

State your purpose & lead-in to subsections Purpose Statement comes immediately after the main

heading “This report presents…”

Mention next the Introduction subheadings that follow

30

(6) INTRODUCTION GUIDELINES:

Include a project description Describe a physical setting, set of problems,…

Include scope information Precise objectives of the study Bulleted or numbered lists Parallel the order of the Body

31

DISCUSSION

SECTIONS

32

(7) DISCUSSION SECTIONS This is the longest part of Formal Reports The “Body” of the report Readers = technicians

Generally, the most technically oriented members of your audience

33

(7) DISCUSSION SECTIONS GUIDELINES:

Move from facts to opinions Collect data Verify & test data Analyze all information (+ experience) Develop recommendations based on conclusions

3434

(7) DISCUSSION SECTIONS GUIDELINES:

Incorporate your research and when you do

CITE

35

(7) DISCUSSION SECTIONS GUIDELINES:

Use frequent headings & subheadings Use listings to break up long paragraphs Use illustrations to clarify or explain Use appendices for excessive details

36

CONCLUSIONS & RECOMMENDATIONS

3737

(8) CONCLUSIONS CONCLUSIONS & RECOMMENDATIONS:

A comprehensive description of all conclusions & recommendations

Lists, generally Like an expanded version of the Executive Summary

Be sure to label “Conclusions” “Recommendations,” “Conclusions and Recommendations”

38

V. 8 PARTS1. Cover/Title Page

2. Letter or Memo of Transmittal

3. Table of Contents

4. List of Illustrations

5. Executive Summary

6. Introduction

7. Discussion Sections

8. Conclusions and Recommendations