Formal Report Strategies

Types of Formal Reports Informational Presents Info Analytical Presents Info Analyses info and draws conclusions Recommendation Presents Info Analyses info and draws conclusions Recommends Course of Action

Your Documents Manuals Should reflect some report aspects Usability Report Traditional Formal Report Will Use Your Manuals As A Basis Of Study

Traditional Report Strategy Identify Problem or Issue Includes researching current situation Establish Criteria for Analysis, Recommendation, or Evaluation Main Info Research Options, Conduct Procedure, etc. Apply Criteria to Research to Draw Conclusions and Make Rec’s

Sections of a Formal Report (text page 558)

Figure 19.3 Elements of a Typical Report (text page 555) Elements of A Report

Formatting Issues Single Space Text Double Space between Paragraphs Page Numbers on all pages after Table of Contents 10-12pt Times (or equivalent) font 1” ” margins White Space Headings Graphics

Cover Memo or Letter Memo or letter or company form Overview of logistics completion date; proposal date Gracious elements Highlight content of interest to this reader Any differences between proposal, progress report, and this report Offer to answer questions or hold meeting Note any further desires for follow up

Title Page First page of the manuscript Descriptive Title of Report (What and Why) Submitted To... Include name(s), title(s), organization(s), address, etc. Submitted By... Include name(s), title(s), organization(s), address, etc. Date of Submission of Report

Table of Contents Layout important Line up Info White Space Around Rows Bold, Italics, etc. for categories Overview of report structure Label any graphics or appendixes List of figures/tables

Executive Summary / Abstract Complete, but Brief, one-page Summary What you did, why, and your recommendation Follow outline of table of contents Note any suggestions Answer purpose of report “Executive” Should not need to read the report

Preface or Introduction Serves similar function as cover Narrative of the project  problem  record of problem  your project  report Often includes brief overview of the structure of the report

Body of the Report Follow table of content outline each step of the proposal and progress report should be detailed Summarize each topic before moving on Rule of "thumb" for text Visuals

Layout of Body Margins White space No Single lines at top or bottom of pages No section titles as last line Bullets Font bold, italics, etc

Appendix / Attachments / Exhibit Graphics Any Material Used questionnaires, previous reports, full texts of material (legal, references) Glossary of terms, abbrev. or symbols Communiqués, bills, receipts, etc. References / Bibliography / Works Cited Index (for long reports)