1. Technical Communication A Practical Approach Chapter 10: Formatting Reports and Proposals William Sanborn Pfeiffer Kaye Adkins

2. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 2 Formatting Reports and Proposals When to Use Informal Document Format General Guidelines for Informal Document Format When to Use Formal Document Format Strategy for Organizing Formal Documents Guidelines for the Nine Parts of Formal Documents

3. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 3 Informal Reports When to Use Informal Reports General Guidelines for Informal Reports Specific Guidelines for Five Informal Reports

4. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 4 Informal Reports Contain about two to five pages of text, not including attachments Contain more substance than a simple letter or memo but less than a formal report Directed to readers outside your organization (letter report) or inside your organization (memo report)

5. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 5 Letter Reports at M-Global

6. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 6 Letter Reports at M-Global

7. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 7 Memo Reports at M-Global

8. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 8 Memo Reports at M-Global

9. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 9 General Guidelines for Informal Reports Plan Well Before You Write Use Letter or Memo Format Make Text Visually Appealing Use the ABC Format for Organization Call the Abstract an Introductory Summary

10. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 10 General Guidelines for Informal Reports Put Important Details in the Body Separate Fact from Opinion Focus Attention in Your Conclusion Use Attachments for Less Important Details Edit Carefully

11. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 11 General Guidelines for Informal Reports Plan Well Before You Write Use the Planning Form to record specific information about these points Document’s purpose Variety of readers who will receive document Needs and expectations of readers Outline of main points Use Letter or Memo Format

12. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 12 General Guidelines for Informal Reports Make Text Visually Appealing Use bulleted points Use numbered points for ordered steps Use frequent headings and subheadings Use the ABC Format for Organization Abstract Body Conclusion

13. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 13 General Guidelines for Informal Reports Call the Abstract an Introductory Summary Include three essential pieces of information Purpose for the report Scope statement Summary of essentials

14. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 14 General Guidelines for Informal Reports Put Important Details in the Body Use headings generously Precede subheadings with a lead-in passage Move from general to specific in paragraphs

15. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 15 General Guidelines for Informal Reports Separate Fact From Opinion Report facts you uncover Provide ideas or beliefs you develop from your findings Recommend or suggest action items based on your conclusions

16. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 16 General Guidelines for Informal Reports Focus Attention in Your Conclusions Briefly restate your conclusion or recommendation to reinforce importance Give more detail if not covered earlier Use Attachments for Less Important Details

17. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 17 General Guidelines for Informal Reports Edit Carefully Keep most sentences short and simple Proofread several times Triple-check all cost figures for accuracy Make sure all attachments are included Check the format and wording of all headings and subheadings Ask a colleague to check over the report

18. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 18 Formal Reports Formal Report Covers complex projects and is directed to readers at different technical levels. Usually contains at least six to ten pages of text, not including appendices. Directed to either inside or outside your organization.

19. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 19 When to Use Formal Reports Complicated Projects Longer than six pages Expected by readers

20. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 20 Strategy for Organizing Formal Reports Write different parts for different readers Place important information first Repeat key points when necessary

21. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 21 Strategy for Organizing Formal Reports Follow ABC Format for Formal Report Abstract Cover/title page Letter or memo of transmittal Table of contents List of illustrations Executive summary Introduction

22. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 22 Strategy for Organizing Formal Reports Follow ABC Format for Formal Report Body Discussion sections Appendices—appear after text but support Body section Conclusion Conclusions Recommendations

23. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 23 Guidelines for the Nine Parts of Formal Reports Cover/Title Page Letter/Memo of Transmittal Table of Contents List of Illustrations Executive Summary Introduction Discussion Sections Conclusions and Recommendations End Material

24. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 24 Guidelines for the Nine Parts of Formal Reports Cover/Title Page Project title Client’s name (“Prepared for…”) Your name and/or the name of your organization (“Prepared by…”) Date of submission

25. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 25 Title Page

26. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 26 Guidelines for the Nine Parts of Formal Reports Letter/Memo of Transmittal Place letter/memo immediately after title page Include a major Point from report Acknowledge those who helped you Follow letter and memo conventions

27. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 27 Letter of Transmittal

28. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 28 Guidelines for the Nine Parts of Formal Reports Table of Contents Make it very readable Use the contents page to reveal report emphases Consider leaving out low-level headings List appendices Use parallel form in all entries Proofread carefully

29. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 29 Table of Contents

30. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 30 Guidelines for the Nine Parts of Formal Reports List of Illustrations Number Title Page number

31. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 31 List of Illustrations

32. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 32 Guidelines for the Nine Parts of Formal Reports Executive Summary Put it on one page Avoid technical jargon Include only important conclusions and recommendations Avoid references to the report body Use paragraph format Write the executive summary last

33. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 33 Executive Summary

34. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 34 Guidelines for the Nine Parts of Formal Reports Introduction State your purpose and lead-in to subsections Include a project description Include scope information Consider including information on report format

35. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 35 Guidelines for the Nine Parts of Formal Reports Discussion Sections Move from facts to opinions Use frequent headings and subheadings Use listings to break up long paragraphs Use illustrations for clarification and persuasion Place excessive detail in appendices

36. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 36 Guidelines for the Nine Parts of Formal Reports Conclusions and Recommendations Conclusions Convictions or beliefs based on the findings in your study Recommendations Actions you are suggesting based on your conclusions

37. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 37 Guidelines for the Nine Parts of Formal Reports End Material Appendices Glossary Bibliography Index