Chapter 5 Longer Reports Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Writing Pyramid Flexibility The Pyramids are templates only. You can use them as is or adapt them to your unique situation Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

An Investigation Report A general title for any report in which you describe how you performed tests, examined data, or conducted and investigation into an problem and need to provide a recommendation. The final document may be a letter, an internal memo, or a semiformal document to a client. Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Basic Plan for Investigation Reports Summary Approach: How you tackled the investigation Findings: What you found out Ideas: Ideas on how the situation or problem can be resolved Criteria: Factors used to analyze each idea Analysis: Evaluate each idea against each criteria A brief statement of the situation or problem and what you recommend be done about it Investigation Details Background Describe the situation or problem and its history Conclusions A summing-up of the analysis or investigation Recommendation Attachments A confident statement advocating an action Evidence to backup your facts, figures, and statistics presented in the details Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Conducting a Comparative Analysis An Objective Report: No opinions injected into report until the recommendation (yet stated in the Summary) A Subjective Report: Your voice, or opinions are heard throughout the report, especially in the analysis Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Introduction Describe Subjects Product A Product B Product C Present Facts only about the Product, Idea or Solution Criteria List them and prove why you selected them Evaluation Conclusions Explain any background information and guidelines Compare each product, idea or solution against the listed criteria Recommendations Sum up the evaluation Confidently state your recommendation(s) if you have any An Objective Analysis Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Introduction Explain any background information and guidelines Criteria List them and prove why you selected them Description: Product A Product B Product C Discuss features about the Product, Idea or Solution while comparing it to each criteria Conclusions Sum up the evaluation Recommendations Confidently state your recommendation(s) if you have any A Subjective Analysis Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Which Type to Use? An Objective Report: No opinions Use when your audience may not want to hear your recommendations A Subjective Report: State your opinions Your audience sees you as the expert Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Summary Formal Report Traditional Arrangement Discussion Introduction Conclusions Recommendations Appendices References/Bibliography Cover or Jacket Title Page Table of Contents (if used) A cover letter or Executive Summary normally accompanies a formal report Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Letter of Transmittal Introduces the report Permanent record of document delivery Memo or letter format TW Chap 5 Copyright 2012 Blicq and Moretto

Letter of Transmittal Begins with statement indicating topic of report Here is the report on privacy issues you requested on November 10 Refers to the report’s purpose and authorization under which it was written Briefly describes the report and highlights its conclusions and recommendations TW Chap 5 Copyright 2012 Blicq and Moretto

Letter of Transmittal Expresses appreciation for the assignment and for special help received from others in its preparation Closes with follow up action and an offer to answer any questions TW Chap 5 Copyright 2012 Blicq and Moretto

Summary Major Parts of a Formal Report Discussion Introduction Conclusions Recommendations Appendices Most important part of report Informative yet brief Use simple, non-technical terms Written for the Executive but read by everyone Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Summary Discussion Introduction Conclusions Recommendations Appendices Begins major narrative Length and depth depends on readers’ knowledge of topic Uses semi-technical language Sets the purpose, scope and background Major Parts of a Formal Report Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Summary Major Parts of a Formal Report Discussion Introduction Conclusions Recommendations Appendices Purpose: why the project was carried out Scope: defines the parameters of the report Background: facts readers must know to understand the discussion Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Summary Major Parts of a Formal Report Discussion Introduction Conclusions Recommendations Appendices Normally the longest part Presents the evidence Must be logical order Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Summary Major Parts of a Formal Report Discussion Introduction Conclusions Recommendations Appendices Chronological: present information in the sequence it occurred Subject: arrange information by predetermined order Concept: organize information to reveal your reasoning to a logical conclusion Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Summary Major Parts of a Formal Report Discussion Introduction Conclusions Recommendations Appendices Briefly state the major inferences drawn from the Discussion Never introduce new material State main conclusion first and follow with minor conclusions Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Summary Major Parts of a Formal Report Discussion Introduction Conclusions Recommendations Appendices Appear when further work is required or several solutions have been presented Use strong, definite terms to convince Use the first person, in the active voice Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Summary Major Parts of a Formal Report Discussion Introduction Conclusions Recommendations Appendices Related information but not necessary for comprehension Place in order of reference in report Label with A, B, C, Copyright © 2012 Pearson Canada Inc., Toronto, Ontario