FORMAL REPORTS

READER ANALYSIS

II. READER ANALYSIS Know Your Readers READERS: TYPES of Readers: More diverse than Informal Reports Of different technical levels TYPES of Readers: Decision-Makers Technicians Lay Persons Public

Different Readers = Different Needs II. READER ANALYSIS Different Readers = Different Needs Quick Overview: Table of Contents Executive Summary Conclusions & Recommendations Details, Facts, Figures: Discussions Sections Appendices

Planning & Organization II. READER ANALYSIS Planning & Organization So, as a writer of formal reports, You need to consider & meet The NEEDS Of ALL these readers As you plan and write.

ORGANIZATION

III. ORGANIZATION - Strategies 3 Key Strategies for Organizing Formal Reports Reader Analysis: Write different parts for different readers Rule of Firsts: Place important information first Repeat, Repeat, Repeat: Repeat key points as often as necessary

III. ORGANIZATION – ABC Format ABSTRACT: Cover/Title Page Letter or Memo of Transmittal Table of Contents List of Illustrations Executive Summary Introduction the “Big Picture” overview, capsule version Decision-Makers

III. ORGANIZATION – ABC Format BODY: Discussion Sections supporting data 8 Parts = Headings centered bold-faced oversized ALLCAPS begin new page each section exists on its own Technicians

III. ORGANIZATION – ABC Format CONCLUSION: Conclusions Recommendations Appendices support the Body could include “Works Cited” pages All Readers