1. Understanding Types of Formal Reports
informational report: presents results
analytical report: presents results and draws conclusions
recommendation report: presents results, draws conclusions, and makes recommendations
Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's

2. Analytical Reports Address Questions
What is the best way to do Function X?
What causes Situation X?
What are the results of Situation X?
Could we do Function X?
Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's

3. Recommendation Reports Address Questions
What should we do about Problem X?
Should we do Function X?
Should we use Technology A or Technology B to do Function X?
We currently use Method A to do Function X. Should we be using Method B?
Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's

4. Using a Problem-Solving Model for Preparing Formal Reports
Analyze your audience.
Analyze your purpose.
Identify questions that need to be answered.
Carry out appropriate research.
Draw conclusions from the research.
Formulate recommendations based on conclusions.
Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's

5. Feasibility Reports Answer Three Kinds of Questions
questions of possibility
questions of economic wisdom
questions of perception
Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's

6. Steps in Preparing a Feasibility Report
Identify the problem or opportunity.
Establish criteria for responding to the problem or opportunity.
Determine the options.
Study each option according to the criteria.
Draw conclusions about each option.
Formulate recommendations based on the conclusions.
Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's

7. Bias Can Creep In at Three Stages
determining which criteria to examine
deciding the range of values for each criterion
assigning values to criteria
Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's

8. Ways to Present Your Conclusions
Rank all the options.
Classify all the options in two categories: acceptable and unacceptable.
Present a compound conclusion.
Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's

9. Steps in Writing Formal Reports
writing the body of the report
writing the front matter
writing the back matter
Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's

10. Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's
Typical Body Elements
introduction
methods
results
conclusions
recommendations
Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's

11. Questions to Consider in Writing Your Introduction
What is the subject of the report?
What is the purpose of the report?
What is the background of the report?
What are your sources of information?
What is the scope of the report?
Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's

12. Questions to Consider in Writing Your Introduction (cont.)
What are the most significant findings?
What are your recommendations?
What is the organization of the report?
What key terms are you using in the report?
Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's

13. Questions to Consider in Writing the Body of Your Report
Methods. What did you do?
Results. What did you see?
Conclusions. What does it mean?
Recommendations. What should we do?
Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's

14. Factors to Consider in Writing Recommendations
content
tone
form
location
Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's

15. Elements of the Front Matter
letter of transmittal
cover
title page
abstract
table of contents
list of illustrations
executive summary
Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's

16. Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's
Types of Abstracts
A descriptive abstract describes the kinds of information contained in the document.
An informative abstract presents the major findings.
Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's

17. Guidelines for Writing an Executive Summary
Use specific evidence in describing the background.
Be specific in describing the research.
Describe the methods briefly.
Describe the findings according to your readers’ needs.
Ask an outside reader to review your draft.
Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's

18. Elements of the Back Matter
glossary and list of symbols
references
appendices
Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's