constructing the formal report

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

Constructing the Title

Be concise Build your title around the five Ws:

1. Who: 2. What: Analysis of . . . 3. Where: 4. When:5. 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”

How your institution affected

Statement of the Problem

Scope (factors) investigated

Sources of information

Limitations, if any

Report preview

flowof

logic

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