Structure of Formal Reports Chapter 9 Technical Communication Ch9, 6th edition, W.S. Pfeiffer Structure of Formal Reports Chapter 9

Formal Reports 1- Covers complex projects. 2- Not defined by length, not including appendices. 3- Has more substance than informal report. 4- Directed to more diverse readers.

Formal Reports ABC Format Abstract: Cover/Title page. Letter or Memo of transmittal. Table of Content. List of Illustration. Executive Summary. Introduction. Body: Discussion section. Conclusion: Conclusion. Recommendation.

Cover/Title page The first page to be seen, attractive & informative. Use of graphics to reinforce the theme & distingtion Contains: Project title (Exactly as it appears on transmittal). Client’s name (Prepared for …) Your name ( Prepared by …) Date of submission

Model 9--1 Title page with illustration (see explanation on page 303) Pfeiffer Technical Writing, 5ed. Copyright ©2003 by Pearson Education, Inc. Upper Saddle River, New Jersey 07458 All rights reserved.

Transmittals Like appetizer, gives the reader the taste of what is a head. Includes major points in the report. Follow letters or memo conventions.

Model 9--2 Letter of transmittal Pfeiffer Technical Writing, 5ed. Copyright ©2003 by Pearson Education, Inc. Upper Saddle River, New Jersey 07458 All rights reserved.

Model 9--3 Memo of transmittal Pfeiffer Technical Writing, 5ed. Copyright ©2003 by Pearson Education, Inc. Upper Saddle River, New Jersey 07458 All rights reserved.

T O C Act as the report outline, readers can refer to it to locate report sections and enhance the readability.

Model 9--4 Table of contents (all subheadings included) Pfeiffer Technical Writing, 5ed. Copyright ©2003 by Pearson Education, Inc. Upper Saddle River, New Jersey 07458 All rights reserved.

Model 9--5 Table of contents (third-level subheadings omitted) Pfeiffer Technical Writing, 5ed. Copyright ©2003 by Pearson Education, Inc. Upper Saddle River, New Jersey 07458 All rights reserved.

List of illustration A list of all illustrations in the body of the report that include the NUMBER, NAME, PAGE.

Model 9--6 List of illustrations–formal report Pfeiffer Technical Writing, 5ed. Copyright ©2003 by Pearson Education, Inc. Upper Saddle River, New Jersey 07458 All rights reserved.

Executive Summary A stand alone section Technical jargon free One page that provide Decision Makers that include only important conclusions and recommendations.

Model 9--7 Executive summary–formal report Pfeiffer Technical Writing, 5ed. Copyright ©2003 by Pearson Education, Inc. Upper Saddle River, New Jersey 07458 All rights reserved.

Introduction Prepare both technical and nontechnical readers for the discussion a head. Include project description

Model 9--8 Introduction–formal report Pfeiffer Technical Writing, 5ed. Copyright ©2003 by Pearson Education, Inc. Upper Saddle River, New Jersey 07458 All rights reserved.

Discussion Section The longest part of the formal report. Move from FACTS to OPENIONS: Collect data (samples, interviews, records, …) Subject these data to verification or testing. Analyze all the information using your professional experience and skills to form conclusions. Develop recommendations from the conclusions that you have formed. Use of headings and subheadings. Use illustration for clarification & Persuasion. Place excessive details in appendices.

Conclusion & Recommendations CONCLUSIONS: are convictions or beliefs based on the findings of your study. RECOMMENDATIONS: actions you are suggesting based on your conclusions. Conclusion & Recommendation Executive summary Exhaustive technical Details Selected list of the most important conclusions Directed for technical and management level Directed for D-M

References You should state the sources of all facts and figures that are not General Knowledge. Listed alphabetically by the author last name at the end of the report. Most common method of documentation is American Psychological Association (APA) Style.

Reference List Samples Book: Elliott, D.W.(1994) The effects of free trade on Canadian Business. Scarborough, Ontario: Prentice-Hall, Canada. Journal Article: Patrick, N. L. (1990).The role of ergonomics in contemporary business practice. Business Psychology,82, 675–83. Electronic reference: Jacobson, J.W., Mulick, J.A., & Schwartz,A.A. (1995).A history of facilitated communication: Science, pseudoscience, and antiscience: Science working group on facilitated communication. American Psychologist,50, 750–765. Retrieved January 25, 1996, from the World Wide Web: http://www.apa.org/journals/jacobson.html E-mail (M.J. Rhiner, personal communication, October 24, 1996) Newsgroup (Ellen Jones, newsgroup posting, March 17, 1997) Discussion list (Paul Prentiss, discussion list posting, April 7, 1997)

Stating the source of information in the body of the report. Citation Stating the source of information in the body of the report. Author’s Last Name & publication date, or Page number or chapter number: (Laudon, 2006) (O’Brien, 1999, P.49) (Pfiefer, 2000, Ch 3)

Appendix/Appendices Any important supporting materials, maps, tests, illustrations, legal documents are all appended to the end of the report

Study of Wildwood Creek Sample Formal Report Study of Wildwood Creek Winslow, Georgia

Model 9--9 Formal report Pfeiffer Technical Writing, 5ed. Copyright ©2003 by Pearson Education, Inc. Upper Saddle River, New Jersey 07458 All rights reserved.

Model 9--9 continued Pfeiffer Technical Writing, 5ed. Copyright ©2003 by Pearson Education, Inc. Upper Saddle River, New Jersey 07458 All rights reserved.

Model 9--9 continued Pfeiffer Technical Writing, 5ed. Copyright ©2003 by Pearson Education, Inc. Upper Saddle River, New Jersey 07458 All rights reserved.

Model 9--9 continued Pfeiffer Technical Writing, 5ed. Copyright ©2003 by Pearson Education, Inc. Upper Saddle River, New Jersey 07458 All rights reserved.

Model 9--9 continued Pfeiffer Technical Writing, 5ed. Copyright ©2003 by Pearson Education, Inc. Upper Saddle River, New Jersey 07458 All rights reserved.

Model 9--9 continued Pfeiffer Technical Writing, 5ed. Copyright ©2003 by Pearson Education, Inc. Upper Saddle River, New Jersey 07458 All rights reserved.

Model 9--9 continued Pfeiffer Technical Writing, 5ed. Copyright ©2003 by Pearson Education, Inc. Upper Saddle River, New Jersey 07458 All rights reserved.

Model 9--9 continued Pfeiffer Technical Writing, 5ed. Copyright ©2003 by Pearson Education, Inc. Upper Saddle River, New Jersey 07458 All rights reserved.

Model 9--9 continued Pfeiffer Technical Writing, 5ed. Copyright ©2003 by Pearson Education, Inc. Upper Saddle River, New Jersey 07458 All rights reserved.

Model 9--9 continued Pfeiffer Technical Writing, 5ed. Copyright ©2003 by Pearson Education, Inc. Upper Saddle River, New Jersey 07458 All rights reserved.

Model 9--9 continued Pfeiffer Technical Writing, 5ed. Copyright ©2003 by Pearson Education, Inc. Upper Saddle River, New Jersey 07458 All rights reserved.

Model 9--9 continued Pfeiffer Technical Writing, 5ed. Copyright ©2003 by Pearson Education, Inc. Upper Saddle River, New Jersey 07458 All rights reserved.

Model 9--9 continued Pfeiffer Technical Writing, 5ed. Copyright ©2003 by Pearson Education, Inc. Upper Saddle River, New Jersey 07458 All rights reserved.

Model 9--9 continued Pfeiffer Technical Writing, 5ed. Copyright ©2003 by Pearson Education, Inc. Upper Saddle River, New Jersey 07458 All rights reserved.

Model 9--9 continued Pfeiffer Technical Writing, 5ed. Copyright ©2003 by Pearson Education, Inc. Upper Saddle River, New Jersey 07458 All rights reserved.

Model 9--9 continued Pfeiffer Technical Writing, 5ed. Copyright ©2003 by Pearson Education, Inc. Upper Saddle River, New Jersey 07458 All rights reserved.