FORMAL REPORTS

2 8 PARTS of FORMAL REPORTS

3 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

4 COVER PAGE/ TITLE PAGE

5 (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

6 6 (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

7 7 (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 )

8 8 (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

9 LETTER or MEMO of TRANSMITTAL

10 (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

11 (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

12 (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

13 (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!

14 TABLE of CONTENTS

15 (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

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

17 (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

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

19 (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

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

21 LIST of ILLUSTRATIONS

22 (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

23 EXECUTIVE SUMMARY

24 (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

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

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

27 INTRODUCTION

28 (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

29 (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

30 (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

31 DISCUSSION SECTIONS

32 (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

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

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

35 (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

36 CONCLUSIONS & RECOMMENDATIONS

37 (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”

38 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