Chapter 18 Formal Reports

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Chapter 18 Formal Reports Technical Communication: Strategies for College and the Workplace by Dan Jones & Karen Lane Chapter 18 Formal Reports Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

Types of Formal Reports

Informational Reports Provide essential background and other details Typically do not analyze or dissect a problem Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

Analytical Reports Evaluate or analyze Issues Problems Conditions Trends Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

Background Reports Provide information only Seldom offer recommendations Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

Feasibility Reports Tell the readers whether or not something is practical or possible Recommend pursuing one or more courses of action (or, in some cases, no action at all) Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

Recommendation Reports Analyze a problem Determine the possible solution(s) Recommend the best solution(s) Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

Empirical Research Reports Relay information collected from: Tests Surveys Experiments Present an analysis of the compiled data Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

Scientific Papers

Scientific Papers Typically Have Eight Sections

Section 1: Title Title of your paper Your Name Names of any other authors in agreed upon order Name of your university or company affiliation Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

Section 2: Abstract Features a brief version of your work Generally ranges between 100 - 200 words. Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

Section 3: Introduction Introduces the reader to the need for your research Gives background information so that the reader can evaluate the importance of your work Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

Section 4: Materials and Methods Describes the actions that you took to prove or disprove your hypothesis Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

Section 5: Results Summarizes your findings Does not include interpretation Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

Section 6: Discussion Interprets the results from the previous sections Proposes an explanation for the significance of these results Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

Section 7: Acknowledgments Acknowledges help with research and preparation provided by others in the form of: Time Funding Expertise Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

Section 8: References Gives exact citation information for sources of background information from: Books Articles Other sources Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

Strategies for Preparing Formal Reports

Focusing Analyze your audience. Narrow your subject. Determine your purpose. Limit the scope of the document. Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

Gathering Information Gather systematically Gather carefully Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

Interpreting Information Immediately upon gathering information, spend some time interpreting it. Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

Organizing Use concise and descriptive headings for every section of the report. Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

Designing and Illustrating gpo-test: Image to come? Designing and Illustrating Carefully consider the illustrations and design elements you use. Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

Writing and Revising the First Draft Expect to write several drafts before having an acceptable final version. Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

Common Elements for Formal Reports

Front Matter Transmittal Letter Cover Title Page Abstract Executive Summary Table of Contents List of Illustrations Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

Body Introduction Methods Results or discussion Conclusion Recommendations Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

Back Matter Glossary List of symbols Appendices References Index Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.