1. FORMAL REPORTS

2. 2 DEFINITION and EXAMPLES

3. 3 I. DEFINITION Formal Reports  For complex projects  For readers of different technical levels  For an external or internal audience  For 8-10 pages (usually) not including appendices  Bound presentation

4. 4 I. DEFINITION Formal Reports vs. Informal Reports  Length  Complexity  Diversity of readership

5. 5 I. EXAMPLES Formal Reports at M-Global  Internal: Salary study & recommendation Analysis of marketing problems  External: Waste-management survey Collapse of an oil rig

6. 6 READER ANALYSIS

7. 7 II. READER ANALYSIS Know Your Readers  READERS: More diverse than Informal Reports Of different technical levels  TYPES of Readers: Decision-Makers Technicians Lay Persons Public

8. 8 II. READER ANALYSIS Different Readers = Different Needs  Quick Overview: Table of Contents Executive Summary Conclusions & Recommendations  Details, Facts, Figures: Discussions Sections Appendices

9. 9 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.

10. 10 ORGANIZATION

11. 11 III. ORGANIZATION - Strategies 3 Key Strategies for Organizing Formal Reports 1) Reader Analysis: Write different parts for different readers 2) Rule of Firsts: Place important information first 3) Repeat, Repeat, Repeat: Repeat key points as often as necessary

12. 12 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

13. 13 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

14. 14 III. ORGANIZATION – ABC Format  CONCLUSION: Conclusions Recommendations Appendices  support the Body  could include “Works Cited” pages  All Readers

15. 15 8 PARTS of FORMAL REPORTS

16. 16 V. 8 PARTS 1. Cover/Title Page 2. Letter or Memo of Transmittal 3. Table of Contents 4. List of Illustrations 5. Executive Summary 6. Introduction 7. Discussion Sections 8. Conclusions and Recommendations

17. COVER PAGE/ TITLE PAGE

18. 18 (1) COVER/TITLE PAGE COVER:  Attractive & Informative “1 st impressions”!  Illustrations To attract attention To persuade  Perhaps 1 or 2 of these – Project title Your client’s name Your name and/or organization’s name Date of submission

19. 19 (1) COVER/TITLE PAGE TITLE PAGE:  We will use this for our project  Everything centered 1. Project title larger, bolder font clear, specific title  we should know exactly what the project is  from this title

20. 20 (1) COVER/TITLE PAGE TITLE PAGE: 2. Your client’s name “Prepared for…” 3. Your name and/or organization’s name “Prepared by…” 4. Date of submission Month (unabbreviated) Day (followed by comma) Year (complete year - 2010)

21. 21 (1) COVER/TITLE PAGE TITLE PAGE: Proposal for a Writing Center at Luzerne County Community College Prepared for: Mr. Thomas P. Leary, President Prepared by: Dr. Stephen A. Housenick, Professor Date: July 25, 2011

22. LETTER or MEMO of TRANSMITTAL

23. 23 (2) LETTER/MEMO of TRANS.  Like an “appetizer,” they give the reader a taste of what is ahead.  GUIDELINES: Immediately after the Title Page Include a MAJOR POINT from the report  a finding, conclusion, recommendation Follow letter & memo format

24. 24 (2) LETTER/MEMO of TRANS. LETTER: External Single-spaced Ragged-edged copy Only 1 page Include project number with the letter date Correctly spell reader’s name Inside address = mailing address Only use last names Include the project title as a main heading Closing = “Sincerely” Indicate copies with cc, pc, bc

25. 25 (2) LETTER/MEMO of TRANS. MEMO of TRANSMITTAL: Internal Single-spaced Ragged-edge copy Only 1 page Subject Line =  clear description of the project Include distribution lists of those who receive copies

26. 26 (2) LETTER/MEMO of TRANS. MEMO of TRANSMITTAL: Follow the typical memo format we have been employing all semester If for LCCC,  then use the “LCCC Memo Template” If for another company  (from employee to employer within the company),  make your own Company Template Don’t forget to initial it!

27. TABLE of CONTENTS

28. 28 (3) TABLE of CONTENTS  OUTLINE: Acts like an outline for readers Comes from your outline (for headings)  START: Gives readers a glimpse of the overall structure of the report  Most readers go HERE first, to grasp the structure of the report  RETURN: Allows readers to find what they are looking for – fast!  Readers return HERE to locate sections of interest

29. 29 (3) TABLE of CONTENTS GUIDELINES:  Make it readable Space items Indent to draw attention to headings Include page numbers for every heading & subheading

30. 30 (3) TABLE of CONTENTS GUIDELINES:  Use Contents Page to reveal report emphasis Headings = indication of section contents Headings = specific yet brief (concise)  Consider leaving out low-level headings Don’t clutter this page with subheadings

31. 31 (3) TABLE of CONTENTS GUIDELINES:  List appendices Listed at the end of the TOC Descriptions of Tables & Procedures Internal pagination

32. 32 (3) TABLE of CONTENTS GUIDELINES:  Maintain parallel form in all entries Parallel structure – same type of phrase  Proofread carefully! Correct page numbers Correct headings  Perhaps write last  after all additions, revisions

33. 33 (3) TABLE of CONTENTS GUIDELINES:  WORD 2007 has templates to help writers build TOC pages under the “References” tab

34. LIST of ILLUSTRATIONS

35. 35 (4) LIST of ILLUSTRATIONS  A list of Illustrations within the Body  Listed on a separate page  Immediately after the Table of Contents  Exception: When you have only a FEW illustrations, Merely list them at the bottom of the TOC

36. EXECUTIVE SUMMARY

37. 37 (5) EXECUTIVE SUMMARY  Short section  A generalized account of the report’s contents A “summary” of the report  For decision-makers The most important readers! Provides them with a capsule version of the report Free of technical jargon

38. 38 (5) EXECUTIVE SUMMARY  GUIDELINES: Put it on ONE page Avoid technical jargon Avoid references to the report Body Write your Executive Summary last

39. 39 (5) EXECUTIVE SUMMARY  GUIDELINES: Include MAJOR points only  Include only important conclusions & recommendations  The most essential information (for them)  1-3 highlights about the report Use PARAGRAPH form  No lists  A series of short paragraphs  Perhaps numbered list with detailed explanations

40. INTRODUCTION

41. 41 (6) INTRODUCTION  Prepares ALL readers for the discussion ahead Both technical & non-technical readers  DO NOT summarize the report – You already did this in the Executive Summary  What’s the report’s Purpose? Scope? Format?  Give a project description

42. 42 (6) INTRODUCTION  GUIDELINES: State your purpose & lead-in to subsections  Purpose Statement comes immediately after the main heading  “This report presents…” Mention next the Introduction subheadings that follow

43. 43 (6) INTRODUCTION  GUIDELINES: Include a project description  Describe a physical setting, set of problems,… Include scope information  Precise objectives of the study  Bulleted or numbered lists  Parallel the order of the Body

44. DISCUSSION SECTIONS

45. 45 (7) DISCUSSION SECTIONS  This is the longest part of Formal Reports  The “Body” of the report  Readers = technicians Generally, the most technically oriented members of your audience

46. 46 (7) DISCUSSION SECTIONS  GUIDELINES: Move from facts to opinions  Collect data  Verify & test data  Analyze all information (+ experience)  Develop recommendations based on conclusions

47. 47 (7) DISCUSSION SECTIONS  GUIDELINES: Incorporate your research  and when you do CITE

48. 48 (7) DISCUSSION SECTIONS  GUIDELINES: Use frequent headings & subheadings Use listings to break up long paragraphs Use illustrations to clarify or explain Use appendices for excessive details

49. CONCLUSIONS & RECOMMENDATIONS

50. 50 (8) CONCLUSIONS  CONCLUSIONS & RECOMMENDATIONS: A comprehensive description of all conclusions & recommendations Lists, generally  Like an expanded version of the Executive Summary Be sure to label  “Conclusions”  “Recommendations,”  “Conclusions and Recommendations”

51. 51 PAGINATION

52. 52 VI. PAGINATION  FRONT MATERIAL: That which precedes & includes the Table of Contents page Lower case Roman numerals  i, iv, x

53. 53 VI. PAGINATION  BODY MATERIAL: That which follows & excludes the Table of Contents page Arabic numerals  1, 2, 3

54. 54 VI. PAGINATION  APPENDICES: Short: continued Arabic numerals Long: internal numbering  A-1, A-2, A-3