Report Formatting AOS 272

Fair Warning!

Choosing a Format Length Length Formality Formality Approach Approach

Parts of a Formal Report Cover Cover Title Fly Title Fly Title Page Title Page Letter or Memo of Transmittal Letter or Memo of Transmittal Table of Contents Table of Contents List of Illustrations List of Illustrations Executive Summary Executive Summary

Elements of the Title Who: Petco Who: Petco What: Analysis of advertising campaigns What: Analysis of advertising campaigns When: 2002 When: 2002 Where: Not important Where: Not important Why: Implied Why: Implied How: Not important How: Not important

Analysis of Petco’s 2002 Advertising Campaigns

Try this one: Who: Nokia Who: Nokia What: Sales training recommendations What: Sales training recommendations When: 2002 When: 2002 Where: Not important Where: Not important Why: To improve sales training Why: To improve sales training How: Based on a 2002 study of company sales activities How: Based on a 2002 study of company sales activities

Recommendations for Sales Training Improvement for Nokia Company Based on 2002 Sales Analysis Presented to Rita Whilson, President By Charles Crittenden Operations Division October 21, 2002

Transmittal Letter Positive – use direct pattern Positive – use direct pattern Addressed to reader Addressed to reader Should focus on reader’s needs Should focus on reader’s needs Refer to authorization Refer to authorization Mention purpose Mention purpose Highlight important information Highlight important information Goodwill closing Goodwill closing

Dear Ms. Richter: Here is the study you asked us to conduct last month. As you will see, the results show that our ethics training has increased the employees’ awareness of the need for ethical behavior. We appreciate the opportunity to conduct this study and we hope that you will find the results helpful. If you have any questions….

Table of Contents Lists all subsequent sections and parts of the report. Lists all subsequent sections and parts of the report. Includes all headings in same format as headings appear in report Includes all headings in same format as headings appear in report Use dot leaders to page numbers for ease of reading Use dot leaders to page numbers for ease of reading List only starting page of each section List only starting page of each section

Page Numbering Required! Required! Arabic numbers for body of report Arabic numbers for body of report Lower-case roman numerals on prefatory parts Lower-case roman numerals on prefatory parts Centered at bottom of page or upper right corner Centered at bottom of page or upper right corner

Paragraphs – Double spaced, first line indented Paragraphs – Double spaced, first line indented Sections kept together on page (no large blank spaces). Sections kept together on page (no large blank spaces). References/Works Cited/Bibliography on separate page. References/Works Cited/Bibliography on separate page.

References h/r_mla.html h/r_mla.html h/r_mla.html h/r_mla.html

End Notes May be used in place of MLA citations and “Works Cited” list. May be used in place of MLA citations and “Works Cited” list. Use MSN Word feature Use MSN Word feature Insert->Reference->Footnotes Insert->Reference->Footnotes Set to “endnotes.” Set to “endnotes.” Include same information as MLA Include same information as MLA

Evaluation Report Evaluation Questions Introduction 1. Does it explain the purpose of the report? 2. Does the introduction explain the background of the information? Body 3. Is the information organized in a way that is clear and easy to follow? 4. Did the writer select or highlight the most significant information?

Conclusion 5. Are the conclusions based on the data, clearly explained, and supported with reasonable facts? 6. Are recommendations provided and clearly explained? 7. Are the recommendations based on the conclusions? Overall Impression 8. Is the report attractive and appealing to the reader? 9. Is the report free from grammatical and typographical errors?

Proposals A persuasive message that analyzes a problem and proposes a solution A persuasive message that analyzes a problem and proposes a solution External: to customers, agencies, foundations External: to customers, agencies, foundations Internal: within the organization Internal: within the organization

Contents of proposals are designed to meet the information needs of readers. The following topics can be combined or subdivided to meet these needs. Contents of proposals are designed to meet the information needs of readers. The following topics can be combined or subdivided to meet these needs.

Purpose and problem (shows understanding of intent to readers) Purpose and problem (shows understanding of intent to readers) Background (gives focus to problem) Background (gives focus to problem) Need (establishes basis of proposal) Need (establishes basis of proposal)

Description of plan (presents what writer intends to do) Description of plan (presents what writer intends to do) Costs Costs Time schedule Time schedule Qualification of personnel Qualification of personnel Evaluation plan Evaluation plan

Evidence of ability to deliver (establishes ability to carry out what is proposed) Evidence of ability to deliver (establishes ability to carry out what is proposed) Benefits of proposal (convinces readers of proposal’s worth) Benefits of proposal (convinces readers of proposal’s worth) Concluding comments (stress taking action on proposal) Concluding comments (stress taking action on proposal)

Business Proposal Format Introduction Introduction Reasons for proposal Writer’s qualifications

Time Schedule Evaluation plan

Conclusion Conclusion Request for approval Goodwill statement

Qualities of a Successful Proposal Clearly stated purpose Clearly stated purpose Clearly defined problem or need Clearly defined problem or need Convincing and innovative solution Convincing and innovative solution Benefits outweigh the costs Benefits outweigh the costs Qualified personnel Qualified personnel Can be achieved on a timely basis Can be achieved on a timely basis Honest, factual, realistic, objective Honest, factual, realistic, objective Professional and attractive Professional and attractive