1. CANKAYA UNIVERSITY FOREIGN LANGUAGES UNIT
ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
CANKAYA UNIVERSITY FOREIGN LANGUAGES UNIT
CHAPTER IV
FOR RTW 405 COURSE
WEEK 8

2. ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
CHAPTER IV
COMPONENTS OF A REPORT
OUTLINE
Prefatory Parts (Front Matter)
Body
- Introduction

3. ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
COMPONENTS OF A REPORT
Formal reports are generally organized into three major divisions:
1. Prefatory Parts (Front Matter)
2. Body
3. Supplementary Parts (Back Matter)
Formal reports are longer and have more parts than informal reports.
Reports have standardized components. They include:
Letter of transmittal
Abstract
Executive Summary
Acknowledgements
Title Page
Table of Contents
References or works cited
Glossary
Appendices

4. ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
COMPONENTS OF A REPORT
1. PREFATORY PARTS
Prefatory parts come before the text of the report.
They identify the contents and give credit to the people who created it.

5. ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
COMPONENTS OF A REPORT
1. PREFATORY PARTS
Letter of Transmittal (Memo of Transmittal/Cover Letter)
Letter of transmittal is not a part of report itself but often accompanies it.
It is attached as a separate piece of paper.
It announces what the attached document is and what project it is related to.
It is usually less formal than the report itself.

6. ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
COMPONENTS OF A REPORT
1. PREFATORY PARTS
Letter of Transmittal (Memo of Transmittal/Cover Letter)
The transmittal letter typically
announces the topic of the report and tells how it was authorized;
briefly describes the project;
highlights the report’s findings, conclusions, and recommendations, if the reader is expected to be supportive;
Closes with appreciation for the assignment, instructions for the reader’s follow-up actions, acknowledgment of help from others, or offers of assistance in answering questions.
See page 64 for a sample letter of transmittal.

7. ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
COMPONENTS OF A REPORT
1. PREFATORY PARTS
Title Page
Title page is at the front of a text.
It identifies the subject of a report and its recipient, author, and date.
The title page identifies :
the subject of the report,
its recipient,
author,
date.
See page 66 for a sample title page.

8. ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
COMPONENTS OF A REPORT
1. PREFATORY PARTS
Title Page
How To Write Titles
Place the title about one-third from the top of the page followed by the name of the recipient, author, and date.
Use a type size bigger than text size, perhaps 14-point type or larger.
You should pay attention to two points about titles:
should be short, preferably on one line only
should specify exactly what the paper is talking about, not simply name a whole subject.

9. ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
COMPONENTS OF A REPORT
1. PREFATORY PARTS
Title Page
How To Write Titles
Example:
 Construction of an Experimental Concrete Road on the Trunk Road D7 Upbridge Bypass to Determine the Effect of Omitting Expansion Joints.
Effect of Omitting Expansion Joints in Concrete Roads:
Construction of an Experiment on the D7
Which one is more effective?

10. ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
COMPONENTS OF A REPORT
1. PREFATORY PARTS
Abstract
An abstract is a summary of the entire report short enough to be read in only a few minutes.
It enables readers to digest important information without having to read the whole report .
In fact, it helps the readers decide whether the report is worth reading.
Abstracts should be less than a single page long, single-spaced.
There are 2 basic types of abstracts: indicative and informative.

11. ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
COMPONENTS OF A REPORT
1. PREFATORY PARTS
Abstract
The indicative abstract
It indicates the kind of information included in the report.
It is a description rather than exposition.
It outlines what is covered in the report but does not attempt to provide a lot of information .
It usually includes these points:
Purpose
Method
Conclusion
Recommendation

12. ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
COMPONENTS OF A REPORT
1. PREFATORY PARTS
Abstract
The informative abstract
It condenses the information in the report into a brief statement.
It makes the reading of the entire document optional.
It provides in condensed form all of the essential information in the report:
Purpose
Method
Scope
Key sections of the text ( findings, problems, possible solutions, etc.)
Conclusions
Recommendations
See page 68 for the abstract task.

13. ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
COMPONENTS OF A REPORT
1. PREFATORY PARTS
Executive Summary
An executive summary summarizes a long report.
It summarizes a longer report for people who may not have time to read the entire document.
This timesaving device summarizes
the purpose
key points
findings
conclusions
An executive summary is usually no longer than 10 percent of the original document. Therefore, a 20-page report might require a 2-page executive summary.

14. ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
COMPONENTS OF A REPORT
1. PREFATORY PARTS
Executive Summary
An abstract is shorter and after reading, the reader decides if the report is worth reading.
An executive summary is longer and is written for people who don’t have time to read the whole report.
What is the difference between an abstract and an executive summary?

15. ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
COMPONENTS OF A REPORT
1. PREFATORY PARTS
Executive Summary
General Guidelines:
Present the goal or purpose of the document being summarized. Why was it written?
Highlight the research methods (if appropriate), findings, conclusions, and recommendations.
Omit illustrations, examples, and references.
Organize for readability by including headings and bulleted or enumerated lists.
Include your reactions or an overall evaluation of the document if asked to do so.
See page 69 for a sample executive summary.

16. ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
COMPONENTS OF A REPORT
1. PREFATORY PARTS
Acknowledgements
An acknowledgement is a statement of credit given to a person or people who have assisted the writer of the report.
It names the person credited, the contributions s/he has made, and the effect of his/ her contribution.
An acknowledgement is placed on a separate piece of paper and follows the abstract of the report.

17. ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
COMPONENTS OF A REPORT
1. PREFATORY PARTS
Table of Contents
The table of contents shows the headings in a report and their page numbers.
It lets the readers find specific information easily.
It also gives the readers an overview of the content and structure of your report.
You should wait to prepare the table of contents until after you have completed the report.
The first item in the contents will most probably be the abstract or executive summary.
Do not mix table of contents with the” list of tables and figures”.
The visuals are not included in table of contents page.

18. ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
COMPONENTS OF A REPORT
1. PREFATORY PARTS
Table of Contents
Suggestions For Writing Table of Contents:
Include sub-headings as well as main headings
Write full and informative headings
Use decimal numbering system, indentation, and varying weight of type

19. ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
COMPONENTS OF A REPORT
1. PREFATORY PARTS
List of Tables and Figures
You may list tables and figures (visual display of data) on a page following the contents page.
This list is most useful when there are many visuals and your report is long.
There is less need for this page in a 10-page report because readers can easily skim to locate the visuals.
If you include the list, format it in the same way you formatted the table of contents page. Include:
The label and number ( Figure 1)
The title of the visual
The page number
See page 74 for a sample table of contents and list of figures.

20. ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
COMPONENTS OF A REPORT
2. BODY OF REPORT
The main section of a report is the body.
1. Beginning (introduction)
introduces the issue
2. Middle (discussion of findings)
presents the results of investigation
3. Ending (summary & recommendations)
applies the results to the problem to show whether and how the problem is solved.

21. ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
COMPONENTS OF A REPORT
2. BODY OF REPORT
Introduction
It describes the problem or purpose that has occasioned the report.
It answers the questions of
who
what
where
when
why
how
in order to establish the context for the problem and its significance.
It also forecasts the rest of the report by showing how the report will develop and what its major sections are.
A literature review may be a part of the introduction as a way of establishing the problem.

22. ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
COMPONENTS OF A REPORT
2. BODY OF REPORT
Introduction
A good report introduction typically covers the following elements:
Background
Problem or purpose
Significance
Scope
Sources and methods
Summary
Organization

23. ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
COMPONENTS OF A REPORT
2. BODY OF REPORT
Introduction
Background: Describe the events leading up to the problem or need.
Problem or purpose: Explain the report topic and specify the problem or need that motivated the report.
Significance: Tell why the topic is important. You may wish to quote experts or cite secondary sources to establish the importance of the topic.
Scope: Clarify the boundaries of the report, what will be included or excluded.
Sources and methods: Describe your secondary sources. Also explain how you collected primary data.
Summary: Include a summary of findings, if the report is written directly.
Organization: Preview the major sections of the report to follow, thus providing coherence and transition for the reader.

24. ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
COMPONENTS OF A REPORT
Introduction
Rating Scale for Introduction - Page 7
Sample Student Portfolio - Outline - Page 117
Topic:
Choosing the Best Franchising Opportunity: Comparisons Between Starbucks and Kahve Dünyası
Are there any problems with the sample ?
Numbering & Heading:
Problem
Significance
Scope & Organization
Sources & Methods
Summary

25. ÇANKAYA UNIVERSITY OFFICE OF BASIC & ELECTIVE COURSES
NEXT WEEK
PORTFOLIO TASK 3: INTRODUCTION (in-class)
Bring a copy of the assignment sheet on page 10.