Report Writing JoAnn Syverson Carlson School of Management University of Minnesota

Report Components Title Page –Name of report (all caps) –Name, title, organization of receiver –Author’s name, title, organization –Date submitted

Report Components Table of Contents –Show beginning page number where each report heading appears –Connect page numbers with leaders (spaced dots)

Report Components Executive Summary –One of most important parts of report –Synopsis (overview) of report –Concentrate on what management needs to know –Summarizes Purpose Scope Methodology Findings Conclusions Recommendations

Report Components Executive Summary –Organized same as report –Style and tone same as report –Avoid unexplained jargon/abbreviations –Do not refer to figures/tables presented later –Should not contain exhibits or footnotes –Include headings/make skimmable –Use transitional words –Length should be generally 1/10 of whole report

Executive summaries should be the last pieces of reports to be written since they are the most important sections of the reports!

Report Components Introduction –Explain problem motivating report –Describe its background and significance –Clarify scope and limitations of report –Describe data sources, methods, key terms –Close by previewing report’s organization

Report Components Body –Discuss, analyze, interpret research findings –Arrange findings in logical segments following outline –Use clear, descriptive headings/skimmable

Report Components Conclusions –Explain findings in relation to original problem

Report Components Recommendations –Make recommendations on suggested action to be taken

Report Components Appendix –All items must be referred to in the text and listed on the table of contents –Items of interest to some, but not all, readers For example, data questionnaires or computer printouts

Report Components References –List all references in section called “Works Cited” or “References” –Include all text, online, and live sources –Follow style manual for citing sources

Other Specifics on Report Writing Single- or double-spaced About 2500 words (not counting appendix) Tables of Contents will help you organize and write report—write early! Headings of same level must be consistent –First, second, third levels

Headings Same-level headings must be written consistently! (For example) Level 1: CENTERED UPPER-CASE Level 2: Centered Upper-case and Lower-case Level 3: Centered, Underlined, Upper-case and Lower-case Level 4: Flush left, Underlined, Upper-case and Lower-case Level 5: Indented, underlined, lower-case paragraph heading ending with a period.

Visual Aids 1.Introduce 2.Label/Number/Informative Title 3.Discuss