1. Chapter 10 Report Writing
There are videos embedded in the PowerPoint slides that are available at

2. Writing the Report
Planning
Drafting
Writing
Documenting
Refining

3. Writing the Report
Planning
Drafting
Writing
Documenting
Refining

4. Selecting a Report Format
Primarily Text
Text and Graphics
Memo or
Formal Reports
Informal Reports

5. Formatting a Report in Presentation Software
Talking heading
White background
Detailed, explanatory text
Mix of text and graphics
Bullets or text in graphics
Main points reinforced
(optional)
Page numbers

6. Ways to Organize the Report
When it is important for the reader to know the sequence of events
Time
When the geographical or physical location of topics is important
Location
When you want to draw attention to important information
Importance
When you’re writing analytical and recommendation reports
Criteria

7. Presenting Findings, Conclusions, and Recommendations
States the information collected
Forty-five percent of the building foundation is deteriorated.
Answers research questions raised in the introduction
The building will not withstand another hurricane.
Draws a solution based on the finding and conclusion
The foundation needs to be replaced.

8. Working Mothers in Management
Outlining the Report
Working Mothers in Management
I. INTRODUCTION
Purpose and Scope
Procedures

9. Outlining the Report (cont’d)
II. FINDINGS
A. Number of Working Mothers
National Labor Force
State Labor Force
B. Effects on Labor Productivity
Absenteeism
Rate of Turnover
Commitment to the Job
C. Special Needs of Working Mothers
On-Site Child Care Centers
Flexible Working Hours
Family Leave

10. Outlining the Report (cont’d)
III. SUMMARY, CONCLUSIONS, AND RECOMMENDATIONS
Summary and Conclusions
Recommendations

11. Choosing Headings Generic Headings Talking Headings
Current Staffing Comparisons
Performance Evaluation Summary
Talking Headings
Bishops’ Staffing Level is High Compared to that of Its Competitors
Employees’ Performance Varies by Years of Experience

12. Writing the Report
Planning
Drafting
Writing
Documenting
Refining

13. Drafting the Body
Introduction: Present the information the reader needs to make sense of the findings
Findings: Analyze and interpret findings for the reader
Summary, Conclusions, and Recommendations: Modify according to the purpose and length of your report

14. Drafting the Supplementary Sections
Report title and subtitle, company logo, writer’s name, and report date
Title Page
Separate note to introduce the report
Cover Letter, Memo, or
Abstract or synopsis of the report
Executive Summary
Headings, subheadings, and page numbers
Table of Contents
Supplementary reference material not relevant enough for the body
Appendix
List of secondary sources
References

15. Writing the Report
Planning
Drafting
Writing
Documenting
Refining

16. Developing an Effective Writing Style
Tone
Pronouns
Verb Tense
Emphasis and Subordination
Coherence

17. How Can You Improve the Tone?
BUT:
NOT: Our turnover rate has skyrocketed in the past year.
BUT:
NOT: The manager claimed that his employees left for better compensation.

18. Use First- and Second-Person Pronouns Sparingly
Informal
I recommend that the project be canceled.
Awkward
The writer recommends that the project be canceled.
Formal
The project should be canceled.
Informal
I interviewed Jan Smith.
Passive
Jan Smith was interviewed.
Formal
In a personal interview, Jan Smith stated

19. Use Emphasis and Subordination
Devote an appropriate amount of space to a topic.
Position your major ideas first for the direct plan.
Use language that directly tells what is more and less important.

20. Text after a main heading overviews content within a section.
Add a Section Overview
Regional Sales Analysis
The Northeast region leads in individual room sales, while the Southern region leads in group and corporate sales. The Midwest region lags in all sales categories.
Individual Sales
text text text text text text text text text text text text text text text text text
Group Sales
Corporate Sales
Text after a main heading overviews content within a section.

21. Writing the Report
Planning
Drafting
Writing
Documenting
Refining

22. Why We Document Sources
To avoid accusations of plagiarism
To give credit to the originator of information
To demonstrate the validity of our work with credible sources
To instruct readers where to find additional information

23. How Can You Paraphrase These Words?
Try two versions: one that retains the quote and another that omits it.
Matsui’s president, Ken Okono, said that the next model will “surpass all previous versions with increased functionality and improved usability.” On an analyst call on Tuesday, Okono assured listeners that the company will exceed investor expectations in the third quarter and will increase market share by at least 15% by year-end.

24. How to Document Sources for a Business Report
According to the “CEO Economic Outlook Survey,” 92% of company leaders expect higher capital expenditures this quarter compared to last quarter.4 OR
Footnotes or Endnotes (for primarily text reports)
Reference Page (for reports in presentation software)

25. Writing the Report
Planning
Drafting
Writing
Documenting
Refining

26. 3. Revise for Correctness
Revising
1. Revise for Content
Have you included sufficient information to support each point?
Have you excluded extraneous information?
Is all information accurate?
Is the information presented in an efficient and logical sequence?
2. Revise for Style
Are words clear, simple, and concise?
Are you using a variety of sentence types?
Do your paragraphs have unity and coherence?
Have you maintained a confident, sincere, objective tone?
Have you used appropriate emphasis and subordination?
3. Revise for Correctness
Do you find any errors in grammar, spelling, punctuation, and word usage?
Does a colleague catch any errors you may have overlooked?

27. Formatting and Proofreading
Use a consistent, logical format, keeping the needs of the reader in mind
Proofreading
Do not risk destroying your credibility by failing to proofread carefully

28. Additional Video Suggestions

29. Behind the Scenes at Consumer Reports
What makes Consumer Reports’ research credible?
Look at a recent Consumer Reports publication. What makes the product research easy to understand?
See the video here: