1. Writing Formal Reports
Chapter 18
Writing Formal Reports
Chapter 18. Writing Formal Reports

2. Types of Formal Reports
Informational report: presents results
Analytical report: presents results and draws conclusions
Recommendation report: presents results, draws conclusions, and makes recommendations
may also be called feasibility report, assessment report, evaluation report, or other titles
Chapter 18. Writing Formal Reports

3. Analytical Reports Address Questions:
What is the best way to do Function X?
What is the most effective way to track manuscripts being edited by different people?
What causes Situation X?
Why is there a high turnover in the IT Systems Department?
What are the results of Situation X?
If we create a Web site for our company, how much can we expect business to increase?
Could we do Function X?
Do we have the infrastructure to compete with Company A in bidding on these government contracts?
Chapter 18. Writing Formal Reports

4. Recommendation Reports Address Questions:
What should we do about Problem X?
What should we do about the large number of calls to Technical Support?
Should we do Function X?
Although we cannot afford to reimburse tuition for all college courses our employees wish to take, can we reimburse them for classes directly related to their work and what would be the consequential return on investment?
Should we use Technology A or Technology B to do Function X?
Should we buy several high-output copiers or a larger number of low- output copiers?
We currently use Method A to do Function X. Should we be using Method B?
We sort our bar-coded mail by hand; should we buy an automatic sorter?
NOTE: Heavy emphasis on comparison/contrast
Chapter 18. Writing Formal Reports

5. Feasibility Reports Answer Three Kinds of Questions
Documents a study that evaluates at least two alternative courses of action.
Questions of possibility
Questions of economic wisdom
Questions of perception
Chapter 18. Writing Formal Reports

6. 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

7. Steps in Preparing a Recommendation Report
Identify the problem or opportunity.
Establish criteria for comparing alternative responses to the problem/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

8. 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

9. 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

10. Steps in Writing Formal Reports
Writing the body of the report
Writing the front matter
Writing the back matter
Chapter 18. Writing Formal Reports

11. Chapter 18. Writing Formal Reports
Typical Body Elements
Introduction (may include background)
Methods
Results
Conclusions
Recommendations
Chapter 18. Writing Formal Reports

12. 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?
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

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

14. Body of Asg 7: Organize Information by Comparison and Contrast
Remember Ch. 7?
Establish criteria for the comparison and contrast.
Evaluate each item according to the criteria you have established.
Organize the discussion.
Consider using graphics to complement the text.
Chapter 18. Writing Formal Reports

15. Factors to Consider in Writing Recommendations
Content
Tone
Form
Location
Chapter 18. Writing Formal Reports

16. Elements of the Front Matter
Letter/memo of transmittal
Cover (not always required)
Title page
Abstract
Table of contents
List of illustrations (not always required)
Executive summary (not always required)
Chapter 18. Writing Formal Reports

17. Chapter 18. Writing Formal Reports
Front Matter: Memo
Date: November 6, 2007
To: Andrew Aken, Instructor
From: Your name
Subject: Findings and Recommendation on New Computer System
Attached is the recommendation report requested by Blank Company’s name. The purpose of this report was to examine the possibility of the IT Department purchasing 15 new computer systems to be installed in the IT lab. (This is the purpose of the study.)
To produce findings, I established the criteria for the new computer systems and researched available systems according to the criteria. After considerable research, I then narrowed the options down to include two systems: DELL XXX model and Gateway XXX model. This report includes the findings on only these two models. (This is the method of the study.)
Based on the information I gathered and reviewed, it was found that the DELL XXX model costs $2,000 more than the Gateway XXX model (Criteria 1). However, the DELL XXX model has proven reliability (Criteria 2) and DELL has an excellent customer-service reputation (Criteria 3). Therefore, I recommend buying 15 new DELL XXX computer systems for the IT Department. (This is the recommendation.)
If this recommendation is accepted, the IT Department will then complete a purchase order to submit to the Purchasing Department. Thank you.
Chapter 18. Writing Formal Reports

18. Front Matter: Title Page
RECOMMENDATION REPORT ON COMPUTER SYSTEMS
Prepared for: Andrew Aken
Instructor, College of Applied Sciences and Arts
School of Information Systems and Applied Technologies
Prepared by: Your name, your title. (You can determine your own title.)
November 6, 2007
Chapter 18. Writing Formal Reports

19. Chapter 18. Writing Formal Reports
Types of Abstracts
Brief technical summary usually no more than 200 words
Helps readers who are familiar with the subject matter decide whether to read the full document
Can contain technical terminology and advanced concepts in the field
A descriptive abstract describes the kinds of information contained in the document.
An informative abstract presents the major findings.
Chapter 18. Writing Formal Reports

20. Front Matter: Abstract
“RECOMMENDATION REPORT ON COMPUTER SYSTEMS”
Prepared by: Your name, Your title
Please include your abstract on this page. You should edit it a bit to include the new recommendation portion of your report. Although page numbering started on the previous page, the Title Page, you should start displaying the page number on this page. This would be ii.
Keywords: If this is to be stored electronically, you can choose the keywords that might register “hits” of important terms in your report. You can list them vertically across the page with a comma following each one.
Printing, laser printers, HP LaserJet 1200se
ii 
Chapter 18. Writing Formal Reports

21. Front Matter: Table of Contents
Two main functions:
Help readers find information
Help them understand the scope and organization of the document
Use headings from document
Table of Contents does NOT contain an entry for itself.
Front matter is numbered using lowercase Roman numberals, (i, ii, etc.) centered at bottom of page
ToC not numbered, abstract begins with ii.
Body is numbered with Arabic numberals.
Chapter 18. Writing Formal Reports

22. Front Matter: Table of Contents
Abstract ………………………………………………………………………………………………..ii
Introduction……………………………………………………………………………………………….1
Comparison/Results or Findings……………………………………………………………………….#
Conclusions……………………………………………………………………………………..………..#
Recommendation……………………………………………………………………………….……….#
Works Cited………………………………………………………………………………………..……..#
You should set a right tab with leaders on the right margin in order to create the table of contents. See instructions in Asg 20.
Chapter 18. Writing Formal Reports

23. 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

24. Elements of the Back Matter
Glossary and list of symbols (optional)
References
Appendices (optional)
Chapter 18. Writing Formal Reports