13. Constructing the Formal Report

14. Parts of a Formal Report
Memo of Transmittal
Title Page
Table of Contents/List of Illustrations
Executive Summary
THE REPORT BODY
References
Appendices

15. Letter (memo) of Transmittal
Purpose is to transmit the report to the reader
First paragraph begins directly, with the authorization, saying, in effect “Here is the report.”
Middle paragraphs present pertinent comments by alluding to problem statement, factors, recommendations, or problems encountered.
Last paragraph includes a goodwill closing with your contact information

16. Example
Letter of Transmittal
(you will write a memo)

17. Constructing the Title
Be concise
Build your title around the five Ws:
Who:
What: Analysis of . . .
Where:
When:
Why: To accomplish what?

18. Title Page Include identification of yourself (complete address, etc.)
Include title and identification of authorizer or recipient of the report (complete address, etc.)
Date of writing
Layout

20. Table of Contents
A list of the contents (all headings) in the report with page numbers
Include list of figures and tables – List of Illustrations (can be on same or separate page)
Uses leaders to connect topics column to page number column
Table of contents is constructed last. WHY?

22. Executive Summary It is the report in miniature.
It concisely summarizes all of the report’s essential facts.
Includes problem statement, major factors, primary analyses, summary, conclusions, and recommendations.
Use indirect order for this report (although can use direct order).
No longer than one one page.

24. THE REPORT PROPER Overview Report Body Report Ending
Write these sections first. The preliminary and supplementary parts are written afterward.

26. Overview
Background concerns the historical development of the topic and relates it to the company situation
Problem statement is presented in such a manner that it is positive in telling what the solution can do for the reader.
Scope (or factors) you investigated and/or considered
Limitations (if any) are inadequacies or other things that impeded the investigation
Sources and methods of data collection tells how you got your facts
Report preview tells the plan of the report

27. Overview Section Discussion
Background – the “big picture”
flow of
logic
How your institution affected
Statement of the Problem
Scope (factors) investigated
Limitations, if any
Sources of information
Report preview

28. Report Body Presents the information collected
Normally comprises the bulk of the report
Follows the sequence of factors laid out in the scope (factors) description
Thoroughly discusses all investigations, analyses and findings

29. Factors in This Case You may have more and/or different ones, or have them organized differently.
Description and types of casual attire policies
Potential effects on employees job satisfaction
Effects on productivity
Effects on employee communication
Effects on customer perceptions
Effects on potential employees
Other benefits and risks

30. Report Ending
Summary and Conclusions covers main points of the factors discussed in the Report Body (not same as Executive Summary), and answers what you said you wanted to accomplish in your problem statement.
Recommendations state the course of action you suggest authorizer to take.

31. Summary and Conclusions
A summary is a brief restatement of the main facts presented under each factor. No new information is included in this section.
A conclusion is an interpretation of the facts you gathered and discussed. A conclusion answers the question, “What do the facts mean?”

32. References Publication Manual of the APA
Place references on next page after recommendations.
For proper formatting of in-text references and reference page at end of report, use Publication Manual of the American Psychological Association, 5th edition (see Supplementary Section of Formatting and Writing the Formal Report handout).

33. Appendices
Expands upon, but not critical to, what is in report proper.
Could include the employee survey instrument used to gather the primary data in this case.
Each appendix is identified with a separate title page
If more than one appendix, letter them with capital letters (A, B, C, etc.)

34. A few tips to get started on the writing:
Use manuscript format, i.e., double space, indent each new paragraph
Do not hit return twice between new paragraphs or sections – just continue double spacing.
First section of the report proper, i.e., Overview, should be a level five heading. See Study Notes, p. 18.
The Overview has no sub-headings. Use good transitions between paragraphs in this section, i.e., background, problem statement, scope (factors), limitations, data gathering methods, and preview of the report organization.

35. A few tips to get started on the writing:
Two inch top margin on Overview page only
1 ½ inch left margin, all others 1 inch
Prefatory parts numbered center bottom with small Roman numerals (i, ii, iii)
Rest numbered center bottom Arabic numerals (1, 2, 3)
Numbering:
Memo of Transmittal – not counted
Title page – counted as i, but number not shown
All other prefatory parts number in sequence
Arabic numbers begin on Overview page
Appendix cover sheet counted but number not shown

36. Good luck
and
good writing!