Constructing the Formal Report

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

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

Example Letter of Transmittal (you will write a memo)

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

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

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?

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.

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

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

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

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

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

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.

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?”

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).

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.)

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.

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

Good luck and good writing!