formal reports. 2 definition and examples 3 i. definition formal reports for complex projects for...
TRANSCRIPT
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