Transcript Constructing the Formal Report

Constructing the Formal
Report
Parts of a Formal Report
Memo of Transmittal
 Title Page
 Table of Contents/List of Illustrations
 Executive Summary
 THE REPORT BODY
 References
 Appendices
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Letter (memo) of Transmittal
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Purpose is to transmit the report to the
reader
First paragraph begins directly, with the
authorization, saying, in effect “Here is
the report.”
Middle paragraphs present pertinent
comments by alluding to problem
statement, factors, recommendations, or
problems encountered.
Last paragraph includes a goodwill closing
with your contact information
Constructing the Title
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Be concise
Build your title around the five Ws:
1.
2.
3.
4.
5.
Who:
What: Analysis of . . .
Where:
When:
Why: To accomplish what?
Title Page
Include identification of yourself
(complete address, etc.)
 Include title and identification of
authorizer or recipient of the report
(complete address, etc.)
 Date of writing
 Layout
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Table of Contents
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A list of the contents (all headings) in the
report with page numbers
Include list of figures and tables – List of
Illustrations (can be on same or separate
page)
Uses leaders to connect topics column to
page number column
Table of contents is constructed last. WHY?
Executive Summary
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It is the report in miniature.
It concisely summarizes all of the report’s
essential facts.
Includes problem statement, major
factors, primary analyses, summary,
conclusions, and recommendations.
Use indirect order for this report
(although can use direct order).
No longer than one one page.
THE REPORT PROPER
Overview
 Report Body
 Report Ending
 Write these sections first. The
preliminary and supplementary
parts are written afterward.
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Overview
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Background concerns the historical
development of the topic and relates it to the
company situation
Problem statement is presented in such a
manner that it is positive in telling what the
solution can do for the reader.
Scope (or factors) you investigated and/or
considered
Limitations (if any) are inadequacies or other
things that impeded the investigation
Sources and methods of data collection tells
how you got your facts
Report preview tells the plan of the report
Overview Section Discussion
Background – the “big picture”
How your institution affected
flow
of
logic
Statement of the Problem
Scope (factors) investigated
Limitations, if any
Sources of information
Report preview
Report Body
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Presents the information collected
Normally comprises the bulk of the
report
Follows the sequence of factors laid out
in the scope (factors) description
Thoroughly discusses all investigations,
analyses and findings
Factors in This Case
You may have more and/or different ones, or have
them organized differently.
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Description and types of casual attire policies
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Potential effects on employees job satisfaction
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Effects on productivity
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Effects on employee communication
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Effects on customer perceptions
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Effects on potential employees
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Other benefits and risks
Report Ending
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Summary and Conclusions covers main
points of the factors discussed in the
Report Body (not same as Executive
Summary), and answers what you said
you wanted to accomplish in your
problem statement.
Recommendations state the course of
action you suggest authorizer to take.
Summary and Conclusions
A summary is a brief restatement of
the main facts presented under each
factor. No new information is
included in this section.
 A conclusion is an interpretation of
the facts you gathered and
discussed. A conclusion answers the
question, “What do the facts mean?”
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References
Publication Manual of the APA
Place references on next page after
recommendations.
 For proper formatting of in-text
references and reference page at
end of report, use Publication
Manual of the American
Psychological Association, 5th edition
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(see Supplementary Section of
Formatting and Writing the Formal Report
handout).
Appendices
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Expands upon, but not critical to, what is
in report proper.
Could include the employee survey
instrument used to gather the primary
data in this case.
Each appendix is identified with a
separate title page
If more than one appendix, letter them
with capital letters (A, B, C, etc.)
A few tips to get started on the writing:
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Use manuscript format, i.e., double space,
indent each new paragraph
Do not hit return twice between new paragraphs
or sections – just continue double spacing.
First section of the report proper, i.e., Overview,
should be a level five heading. See Study
Notes, p. 18.
The Overview has no sub-headings. Use good
transitions between paragraphs in this section,
i.e., background, problem statement, scope
(factors), limitations, data gathering methods,
and preview of the report organization.
A few tips to get started on the writing:
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Two inch top margin on Overview page only
1 ½ inch left margin, all others 1 inch
Prefatory parts numbered center bottom with
small Roman numerals (i, ii, iii)
Rest numbered center bottom Arabic
numerals (1, 2, 3)
Numbering:
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Memo of Transmittal – not counted
Title page – counted as i, but number not shown
All other prefatory parts number in sequence
Arabic numbers begin on Overview page
Appendix cover sheet counted but number not
shown