FORMAL

REPORTS

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DEFINITIONand

EXAMPLES

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I. DEFINITIONFormal Reports

For complex projects For readers of different technical levels For an external or internal audience For 8-10 pages (usually)

not including appendices Bound presentation

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I. DEFINITIONFormal Reports vs. Informal Reports

Length Complexity Diversity of readership

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I. EXAMPLESFormal Reports at M-Global

Internal: Salary study & recommendation Analysis of marketing problems

External: Waste-management survey Collapse of an oil rig

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READER

ANALYSIS

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II. READER ANALYSISKnow Your Readers

READERS: More diverse than Informal Reports Of different technical levels

TYPES of Readers: Decision-Makers Technicians Lay Persons Public

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II. READER ANALYSISDifferent Readers = Different Needs

Quick Overview: Table of Contents Executive Summary Conclusions & Recommendations

Details, Facts, Figures: Discussions Sections Appendices

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II. READER ANALYSISPlanning & Organization

So, as a writer of formal reports, You need to consider & meet The NEEDS Of ALL these readers As you plan and write.

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ORGANIZATION

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III. ORGANIZATION - Strategies3 Key Strategies for Organizing Formal Reports

1) Reader Analysis: Write different parts for different readers

2) Rule of Firsts: Place important information first

3) Repeat, Repeat, Repeat: Repeat key points as often as necessary

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III. ORGANIZATION – ABC Format ABSTRACT:

Cover/Title Page Letter or Memo of Transmittal Table of Contents List of Illustrations Executive Summary Introduction

the “Big Picture” overview, capsule version

Decision-Makers

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III. ORGANIZATION – ABC Format BODY:

Discussion Sections supporting data 8 Parts = Headings

centered bold-faced oversized ALLCAPS begin new page

each section exists on its own

Technicians

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III. ORGANIZATION – ABC Format CONCLUSION:

Conclusions Recommendations Appendices

support the Body could include “Works Cited” pages

All Readers

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8 PARTS of

FORMAL REPORTS

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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

COVER PAGE/

TITLE PAGE

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(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

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(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

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(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)

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(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

LETTER or MEMO

of TRANSMITTAL

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(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

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(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

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(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

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(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!

TABLE

of CONTENTS

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(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

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(3) TABLE of CONTENTSGUIDELINES: Make it readable

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

subheading

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(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

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(3) TABLE of CONTENTSGUIDELINES: List appendices

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

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(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

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

build TOC pages under the “References” tab

LIST of

ILLUSTRATIONS

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(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

EXECUTIVE

SUMMARY

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(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

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(5) EXECUTIVE SUMMARY GUIDELINES:

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

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(5) EXECUTIVE SUMMARY GUIDELINES:

Include MAJOR points only Include only important conclusions &

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

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

INTRODUCTION

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(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

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(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

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(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

DISCUSSION

SECTIONS

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(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

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(7) DISCUSSION SECTIONS GUIDELINES:

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

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(7) DISCUSSION SECTIONS GUIDELINES:

Incorporate your research and when you do

CITE

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(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

CONCLUSIONS & RECOMMENDATIONS

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(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”

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PAGINATION

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VI. PAGINATION FRONT MATERIAL:

That which precedes & includes the Table of Contents page

Lower case Roman numerals

i, iv, x

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VI. PAGINATION BODY MATERIAL:

That which follows & excludes the Table of Contents page

Arabic numerals 1, 2, 3

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VI. PAGINATION APPENDICES:

Short: continued Arabic numerals Long: internal numbering

A-1, A-2, A-3