1. Long Reports Module Twenty Four McGraw-Hill/Irwin
Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved.

2. Learning Objectives
LO 24-1 Organize time for report writing. LO 24-2 Apply strategies for report section writing. LO 24-3 Compare and contrast formats and styles for long reports.
LO 24-1 Organize time for report writing.
LO 24-2 Apply strategies for report section writing.
LO 24-3 Compare and contrast formats and styles for long reports.

3. Parts of a Full Formal Report
Cover
Title Page
Letter of Transmittal
Table of Contents
List of Illustrations
Executive Summary
Report Body
Conclusions
Recommendations
Notes or Works Cited
Appendixes
Each of these components is common in full formal reports. When writing in an organization, use older reports for similar tasks as a model.

4. I’ve never written anything so long. How should I organize my time?
Think about the parts of the report before you start writing.
Much of the Introduction comes from the proposal with only minor revisions: Purpose, Scope, Assumptions, and Methods.
The proposal bibliography can form the first draft of the list of Works Cited.
When writing a lengthy document like a full formal report, plan your task carefully. Start writing parts as soon as you can, spending most of your time on sections that support your recommendation. To identify which sections those are, list all of the sections your report will have, and mark sections accordingly.

5. I’ve never written anything so long. How should I organize my time?
Save a copy of questionnaire or interview questions to use as an appendix.
As data is tallied and analyzed, prepare an appendix summarizing all the responses to the question­naire, figures and tables, and a complete list of Works Cited.
When writing a lengthy document like a full formal report, plan your task carefully. Start writing parts as soon as you can, spending most of your time on sections that support your recommendation. To identify which sections those are, list all of the sections your report will have, and mark sections accordingly.

6. I’ve never written anything so long. How should I organize my time?
Write the title page and the transmittal as soon as you know what the recommendation will be.
When writing a lengthy document like a full formal report, plan your task carefully. Start writing parts as soon as you can, spending most of your time on sections that support your recommendation. To identify which sections those are, list all of the sections your report will have, and mark sections accordingly.

7. I’ve never written anything so long. How should I organize my time?
After you’ve analyzed the data, write the Executive Summary, the body, and the Conclusions and Recommendations.
Prepare a draft of the table of contents and the list of illustrations.
When you write a long report, list all the sections (headings) that your report will have. Mark those that are most important to your reader and your proof, and spend most of your time on them. Write the important sections early. That way, you won’t spend all your time on Background or History of the Problem. Instead, you’ll get to the meat of your report.

8. A Long Report
As you read each of the following sections, you may want to turn to the corresponding pages of the long report in Figure 24.2 to see how the component is set up and how it relates to the total report.

9. A Long Report
As you read each of the following sections, you may want to turn to the corresponding pages of the long report in Figure 24.2 to see how the component is set up and how it relates to the total report.

10. A Long Report
As you read each of the following sections, you may want to turn to the corresponding pages of the long report in Figure 24.2 to see how the component is set up and how it relates to the total report.

11. A Long Report
As you read each of the following sections, you may want to turn to the corresponding pages of the long report in Figure 24.2 to see how the component is set up and how it relates to the total report.

12. Title Page The Title Page of a report contains four items:
The title of the report
Whom the report is prepared for
Whom it is prepared by
The release date.
The Title Page of a report contains four items: the title of the report, whom the report is prepared for, whom it is prepared by, and the release date. Sometimes title pages also contain a brief summary of the contents of the report; some title pages contain decorative artwork. The title of the report should be as informative as possible.

13. Letter or Memo of Transmittal
Tell when and by whom the report was authorized and its purpose.
Summarize conclusions and recommendations.
Indicate how you solved minor problems, if any.
Point out any additional research.
Thank the reader and offer to answer questions.
Write the transmittal letter last, when the rest of the report is essentially complete. You can create a letterhead for yourself, if appropriate

14. Executive Summary Tells the reader what the document is about.
In the first paragraph, identify the report’s recommendation or main point.
In the body, identify major supporting points.
An Executive Summary tells the reader what the document is about. It summarizes the recommendation of the report and the reasons for the recommendation.

15. Executive Summary
If you have conducted surveys or interviews, briefly describe your methods.
An Executive Summary tells the reader what the document is about. It summarizes the recommendation of the report and the reasons for the recommendation.

16. Introduction Sections
Purpose
Scope
Limitations
Assumptions
Methods
The Introduction of the report provides key information for the reader to understand why the report was written and what it will seek to answer. Much of this information can come from the proposal for the project. For more information on writing sections of the report, see the notes in the report example in Module 24.

17. Conclusions and Recommendations
Summarize points made in the body of the report.
Recommendations
Action items that would solve or partially solve the problem.
If a recommendation seems difficult or controversial, give a brief paragraph of rationale.
Conclusions and Recommendations can be combined in one section. Clearly indicate what you believe the organization should do, and provide steps or options for how the organization can implement the recommendation. If the recommendations will seem difficult or controversial, give a brief rationale after each recommendation.

18. Choosing a Long Report Format and Style
Start with PAIBOC.
Review past reports the organization has written.
Consult texts on report writing, experts in your organization, or a writing consultant.
Test your draft, wherever possible, on people similar to your audience.
When writing a lengthy document like a full formal report, plan your task carefully. Start writing parts as soon as you can, spending most of your time on sections that support your recommendation. To identify which sections those are, list all of the sections your report will have, and mark sections accordingly.