M4-S2 - Writing a formal report

The formal report

• Preliminary (Front) Material
  • Title Page, lists the topic or subject, scope, and purpose; the writer with title and/or role and affiliate organization; date of issuance (and period, such as quarterly, annual); and the name of the commissioning organization.This page isn't numbered, but is page i; the blank back of the page, also unnumbered, is page ii.
  • Letter of Authorization, lists the sponsoring organization (or person) commissioning the work and the report.
  • Letter of Transmittal, is a cover letter identifying who the report is sent by and to whom it is being sent. It may point out special sections or points of interest.
  • Abstract, gives the major points of the report.
  • Table of Contents
  • List of Figures
  • List of Tables
  • List of Symbols and/or Abbreviations
  • Statement of Problem, Abstract, Synopsis, or Summary
  • Foreword, when included, contains an introductory statement by someone other than the author(s), giving background and perhaps comparisons to the reports in the field. The writer/author's name appears at the end, along with the date.
  • Preface, is the author's statement about the what, why, when, and so on of the report
• Body
  • Executive Summary, is an overview, more detailed than the abstract.
  • Introduction, indicates the report's purpose, scope, and other information.
  • Text (with Appropriate Headings, Subheadings), how the study, investigation, and research were pursued or explored, and the initial findings.
  • Conclusions or Summary
  • Recommendations, may be combined with conclusions. This usually states a course of action or results that indicate the need for the next step.
• Supplemental (Back) Material
  • References
  • Appendices, contain supporting information that is either too detailed or would disrupt the flow of the report if inserted in the text.
  • Bibiiography
  • Glossary
  • Index
• Think About Content
  • The formal report
    • Mostly use an indirect approach.(This is a pattern where the information order is:
      • a "buffer" statement of neutral information or an explanation,
      • followed by a statement of the bad news or the problem,
      • followed by a conclusion statement offering good news or a solution.
      • this approach introduces the problem, then gives the facts with analyses (when needed), and summarizes the information given
  • The informal report
    • often uses the direct approach, offering the conclusion or recommendation, followed by the facts often given much more briefly.
  • Begin with why the report is needed, for example: "Our sales representatives need to know why competitive products X, Y, and Z are outselling our product A."
    • Question: "What do our sales representatives need to know about competitive products X, Y, and Z in order to effectively sell product A?"
    • Declarative Statement: "Our sales representatives need to know the features of competitive products X, Y, and Z in order to effectively sell product A."
    • Infinitive Phrase: "To sell product A effectively, our sales representatives need to know the features of competitive products X, Y, and Z."
  • For scientific reporting: Make sure your report is objective, base it on facts
  • For market analysis:
    • You may want to complete initial observations or surveys of competitive products
    • You will want to research some facts that can be used as sales points
    • Your observations and surveys may lead you to develop some theories and hypothesis about your products
      • Evaluate these by assesing point values to each or by using another test method.
      • Break down subtopics in sub-sub topics
      • Gather all the information
      • Test your gathered data
        • Is it objective?
        • Do other agree?
        • Is it reasonable?
        • Does it hold up?
• Data analysis
  • Organize into report format keeping precise records of sources
  • Write a rough draft
  • Be consistent in tense
  • Be consistent in personal or impersonal view point
  • Use effective transition words
  • Make effective use of graphs
  • Enliven your writing using effective vigorous action words but don't overdo it.
  • Revise, Cut out nonessential parts, check for stilted words, jargon, inconsistencies, redundancies, and errors in logic. Eliminate any general, abstract, or vague statements. During this process, ask these questions:
    • Does the introduction establish the scope and methods to be used?
    • Are all the points in the introduction fully developed in the body?
    • Is the development of points logical and complete?
    • Are there ideas or sections that should be combined or relocated?
    • Is there a clear solution to, or a complete discussion of, the stated problem?
    • Is there a clear relationship between ideas and facts?
    • Does the report flow logically?
    • Is information complete for reader understanding?
    • Is opinion correctly identified from fact?
    • Have all the facts been doublechecked?
    • Do headings and subheadings properly reflect content?
    • Are all grammar and spelling errors eliminated?
  • Review and proof read
  • Edit, leave the report and give it a fresh look later
• Eliminate the wrong messages
  • Don't use material without giving proper credit.
  • Do not make faulty or illogical cause-and-effect conclusions.
  • Use sound reasoning to be sure of a relationship. And remember, conclusions are not always necessary. Some things are inconclusive. Say so.
  • Don't make the mistake of assuming a lack of evidence proves the opposite is true. Maybe it isn't.
  • Do not compare apples to oranges.
  • Data must be similar in nature for comparisons to be authentic.
  • Eliminate digressions or unfocused material. These can easily derail the report.
• Select a format
  • Establish a consistent format for all your organization's reports.
  • Follow an approved and consistent reference system such as shown in the Chicago Manual of Style to record footnotes and bibliography listings.
  • Create all the necessary graphics in visually appealing form to promote understanding.
  • Print and bind the report in a professional manner.
• Edit,edit,edit
  • Employ key content experts to review the report and check all facts included.
  • Use a professional proofreader to check for proper grammar, consistent tense, redundancies, and other problems or errors.
  • Use a proofreader and the spellchecker to eliminate any typos