1. FORMAL
REPORTS

2. READER
ANALYSIS

3. II. READER ANALYSIS Know Your Readers READERS: TYPES of Readers:
More diverse than Informal Reports
Of different technical levels
TYPES of Readers:
Decision-Makers
Technicians
Lay Persons
Public

4. Different Readers = Different Needs
II. READER ANALYSIS
Different Readers = Different Needs
Quick Overview:
Table of Contents
Executive Summary
Conclusions & Recommendations
Details, Facts, Figures:
Discussions Sections
Appendices

5. Planning & Organization
II. READER ANALYSIS
Planning & Organization
So, as a writer of formal reports,
You need to consider & meet
The NEEDS
Of ALL these readers
As you plan and write.

6. ORGANIZATION

7. III. ORGANIZATION - Strategies
3 Key Strategies for Organizing Formal Reports
Reader Analysis:
Write different parts for different readers
Rule of Firsts:
Place important information first
Repeat, Repeat, Repeat:
Repeat key points as often as necessary

8. III. ORGANIZATION – ABC Format
ABSTRACT:
Cover/Title Page
Letter or Memo of Transmittal
Table of Contents
List of Illustrations
Executive Summary
Introduction
the “Big Picture”
overview, capsule version
Decision-Makers

9. III. ORGANIZATION – ABC Format
BODY:
Discussion Sections
supporting data
8 Parts = Headings
centered
bold-faced
oversized
ALLCAPS
begin new page
each section exists on its own
Technicians

10. III. ORGANIZATION – ABC Format
CONCLUSION:
Conclusions
Recommendations
Appendices
support the Body
could include “Works Cited” pages
All Readers