Transcript C H A P T E R 1

Writing ReaderFocused Formal
Reports
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Presentation Overview
• How Does a Formal Report Differ from an
Informal Report?
• What Are the Types of Reports?
• How Do You Prepare to Write a Formal Report?
• How Do You Structure the Body of a Formal
Report?
• What Are the Elements of Front and Back
Matter?
• How Do You Write a Feasibility Report?
How Does a Formal Report Differ
from an Informal Report?
Informal Report
Formal Report
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Written to communicate
information about routine,
everyday business
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Written to communicate
less-routine business
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Formatted using a memo,
letter, e-mail, forms or
templates, or a formal
report format
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Formatted in most cases
using a formal report
format, which contains
front and back matter
What Are the Types of Reports?
• Information reports
• Analytical reports
• Recommendation reports
Information Reports
• Present information on the status of current
research or of a project.
• Explain how your organization or division
does something.
• Present the results of a questionnaire or
research.
Analytical Reports
• Explain what caused a problem or situation.
• Explain the potential results of a particular
course of action.
• Suggest which option, action, or procedure is
best.
Recommendation Reports
• Recommend a course of action for dealing
with a problem.
• Look at whether your organization can or
should do something.
• Examine whether a change would benefit
your organization.
How Do You Prepare to Write a
Formal Report?
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Determine your purpose.
Identify the readers.
Formulate specific questions.
Conduct research to find the answers.
Make conclusions and recommendations
based on sound research.
Determine Your Purpose
Ask:
• What do you want readers to know, do, or
learn from the report?
• Do you only want to present results?
• Do you want to draw conclusions?
• Do you want to make recommendations
based on those conclusions?
• Is the report routine?
Identify the Readers
• Their knowledge about your field or the topic
of your report
• Their reason for reading the report
• The level of detail they need or expect, and
the different needs or expectations among
readers
• The level of formality they expect
Identify the Readers
• Their position inside or outside your
organization, and if inside, their position
within the organizational hierarchy
• The various groups reading the report
• Their knowledge and opinions of you and
your organization
Formulate Specific Questions
• Determine what information you need to
know to write the report, based on your
purpose for writing and your readers’ needs
and expectations.
• Refine your research question by adding
specific details to it.
Formulate Specific Questions
Vague
Which facility should we purchase?
Specific
Of all the facilities available for purchase, which one would offer
• the greatest visibility
• the most convenient location for our customers
• the most secure neighborhood
• the lowest cost (purchase, taxes, remodeling)
• the most square footage
• the best layout
• the greatest parking availability
Conduct Research to Find the
Answers
• Determine what primary research techniques
and secondary research strategies are
appropriate for answering your questions.
Make Conclusions and
Recommendations
• Ensure that your research is thorough enough
to enable you to draw valid conclusions.
• Look for cause-and-effect relationships.
• Be wary of results that seem to point to the
same conclusions.
• Let the results of your research dictate your
recommendation.
• Watch for areas where you have used illogical
or unsupported arguments.
How Do You Structure the Body of a
Formal Report?
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Introduction
Methods
Results
Conclusions (analytical and recommendation
reports)
• Recommendations (recommendation reports)
Introduction
• Identify the purpose of the report.
• Identify the topic of the report.
• Indicate how the report affects or relates to
readers.
• Present background information.
• Present an overview of the report.
Introduction
Example
Workers in the downtown area have many choices when it
comes to buying their morning coffee. A good coffee house will
offer fresh coffee at reasonable prices, a variety of coffees from
which you can choose, and a friendly smile .
The staff at Cup of Joe magazine investigated the coffee houses
located in a five-mile radius from the courthouse to find the best
one. We compared these six coffee houses . . . .
In the end, Java Junction stood out as the clear winner.
Methods
• Answer the question, “How did I do the
research or conduct the study?”
• Use language specific enough for others to
reproduce your research method.
Methods
Example
To find the best coffee house, we visited each one between
10:00-11:00 am . . . . We rated the coffee houses using the
following criteria:
• Price: We ordered a 12 oz. cup of the house blend. We
awarded 10 points to the coffee house with the lowest cost,
5 to the coffee house with the next lowest cost, and 0 to all
others.
• Variety of Coffee: We counted the number of coffees
available. We awarded 10 points to the coffee house with the
most variety, 5 to the coffee house with the next most
variety, and 0 to all others . . . .
We determined the overall rating by adding the points together.
Results
• Answer the question, “What did you learn?”
• Include only the results.
• Use a standard pattern of organization to
organize the results.
• Use graphics when appropriate.
Results
Karma Café
Cost: For the house blend, what was the
cost for a 12 oz. cup?
$3.00
Rating: 0 points
Variety of Coffee: How many coffees
were available?
6 – Second Most Variety
Rating: 5 points
Freshness: How long was it since the
coffee was last brewed?
15 minutes—First Most Fresh
Rating: 10 points
Quality of Service:
• Did the server greet us?
• Did the server thank us?
• How long did it take him or her to
serve the coffee?
• How long did it take him or her to give
change?
4—Best Service
Yes
Yes
30 seconds —Fastest
Total
25 points
10 seconds —Fastest
Rating: 10 points
Conclusions
• Answer the question, “What do the results
mean?”
• Interpret and explain the significance of the
results.
• State your conclusions clearly and
confidently.
Conclusions
Example
The ratings reveal that more expensive coffee houses
consistently offer more variety, fresher coffee, and better service
....
Recommendations
• Answer the question, “Based on the results
and the conclusions, what do you
recommend?”
• State the recommendations in clear, direct
language.
• Make sure your recommendations clearly
follow the conclusions and results.
• Eliminate unnecessary explanations of the
recommendations.
Recommendations
Example
We recommend Java Junction as the best place for coffee. It may
not be the absolute cheapest, but it isn’t the most expensive
either. However, it does have the freshest coffee and best service
and the second best selection. For an all-around good
experience, visit Java Junction.
What Are the Elements of Front and
Back Matter?
Front Matter
Back Matter
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Letter of transmittal
Cover
Title page
Table of contents
List of illustrations
Abstract and executive
summary
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Works cited or list of
references
Glossary
List of abbreviations or
symbols
Appendices
Index
How Do You Write a Feasibility
Report?
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Establish the criteria.
Identify the options.
Gather information and evaluate the options.
Draw conclusions and make sound
recommendations.
5. Organize the results section by criteria or by
options.
Questions?