1. Chapter 21 Formal Reports

2. Formal Reports Are products of particular rhetorical situations
Are composed to solve problems
Meet audience expectations
Are typically recommendation reports, feasibility reports, and evaluation reports

3. Recommendation Reports
Answer the question: what option should be chosen?
Try to help a company or organization make the best choice or choices to solve the particular problems at hand
Involves comparing and contrasting the different choices, drawing conclusions, and making the actual recommendations

4. Recommendation Reports
Are detailed, thorough, clear, and professional
Understand the different facets of the problem
Recognize the audience of stakeholders
Recommend a choice or choices that best suit the needs of the company, organization, or stakeholders themselves

5. Feasibility Reports
Study a situation or problem and provide a plan for addressing that situation or problem
Help readers decide whether it is possible to implement the plan
May provide readers with a recommendation that more research is necessary

6. Feasibility Reports
Often require a great deal of research and collaboration
Consider a diverse range of audiences
Are well researched, systematic, comprehensive, and professional

7. Evaluation Reports
Provide a researched opinion about the worth, value, or effectiveness of something
Tend to consider the past to explore whether previous decisions were good ones or not
Are sometimes referred to as “assessment reports” or “performance reports”

8. Problem-Solving & Rhetorical Concerns
Are unique when writing formal reports
Do not rely one single formula to follow when producing a formal report
Must consider strategies when writing formal reports

9. Audience Drives the composition of formal reports
Is crucial when composing formal reports
Is often distinct and diverse
Might have different levels of knowledge and different reasons for wanting or needing the document itself

10. Research
Is necessary in order for the report to be thorough and detailed
Provides accurate information and facts to support one’s recommendations or evaluations
Might differ depending on the document’s needs

11. Visuals and Graphics
Used in formal reports to help readers use the document
Should not be used gratuitously or indiscriminately
Cannot make up for poor writing and planning
Is persuasive by letting one’s audience see information rather than just read it

12. Because formal reports can be lengthy, detailed, and complex, it is not uncommon for them to be composed collaboratively by teams or committees of individuals, each of which has a particular role or responsibility in producing the report

13. Drafting & Revising
Are often done “inside-out,” meaning that they often begin in the middle with body sections of the document or with research and data
Are often done many times until finalized

14. Distributing
Is important to consider, since formal reports should look as professional as possible
Typically happens as hardcopies, printed on quality paper, and illustrated with color, when applicable

15. Components of Formal Reports
Includes front matter
Includes body
Includes back matter
Will not require all sections and pieces of information in every report
Depends on its own rhetorical situation

16. Front Matter The cover includes a specific title, a byline, and a date
Covers might also include visuals and graphics
The table of contents
The list of tables, figures, and symbols

17. Body
The introduction: should be clear and concise and alert your audience to what they are reading
The description of the problem the report will specifically address
The technical background addresses technical concerns the audience may need
The criteria states how the final decisions, assessments, or recommendations will be reached

18. Body
The discussion of options will summarize the different options considered for solving the problem
The comparisons look at the options side by side to show your line of thinking, your rationale for the decisions
The conclusions provide a summary of conclusions
The final recommendations or opinions clearly state the recommendation, plan, or judgment being given
The executive summaries condense the report for those who do not need to read the whole thing

19. Back Matter The references refers to works cited pages or notes
The appendices contain support material for the body sections of a report or other document
The back cover may present readers with information about the report, its authors, the organization or company, or additional information about the subject

20. Ethical Issues Concern accuracy and disclosure
Concern honesty, even when feeling pressure from an authority to provide desired or expected answers