REPORT STRUCTURE

Length and Formality Determine Report Structure

• Long problems and formal contexts require a more complex structure

• Short problems and informal contexts need a simpler structure

3rd Level

4th Level

TitleFly

Title Page

Title Page

Title Page

Title Page

Title Page

CombinationTransmittal/Exec.Sum.

Letterof

Trans.

Letterof

Trans.

Tableof

Contents

Tableof

Contents

Tableof

Contents

ExecutiveSummary

ExecutiveSummary

CombinationTransmittal/Exec.Sum.

EMAIL REPORT

THE REPORT PROPER

THE REPORT PROPER

THE REPORT PROPER

THE REPORT PROPER

THE REPORT PROPER

LETTER REPORT

1stLev-el

5th Level

6th Level

7th LevelLow formality

High formality

2nd Level

Characteristics of Short Reports

• Little need for introductory information• Predominance of direct order• More personal writing style• Less need for a structured coherence plan

Forms of Short Reports

• Short Report• Letter Report• Email Report

Common Types of Reports

• Routine Operational Report• Progress Report• Problem-Solving Report • Audit Report• Meeting Minutes

Proposals

• Like reports, are usually well researched• Like reports, can range widely in format,

length, and formality• Unlike reports, are overtly persuasive

Types of Proposals

• Internal or external• Solicited or unsolicited

Typical Proposal Contents

• Writer’s purpose and reader’s need• Background• Need (elaborated)• Description of plan• Benefits of the proposed plan• Particulars (logistics)• Evidence of ability to deliver (credentials)• Concluding comments

LONG, FORMAL REPORTS

Organization and Content of a Long Report

• Prefatory components– Title Fly– Title Page– Authorization Message– Transmittal Message, Preface or Foreword– Table of Contents & List of Illustrations– Executive Summary

• The Report Proper– Introduction– Report Findings with Footnotes (Two or more divisions)– Summary Conclusion, and Recommendation

• Appended Parts– Bibliography– Appendix

Letter of TransmittalMIDWESTERN RESEARCH, INC.

1732 Midday AvenueChicago, IL 60607

Telephone: 312.481.2919

April 13, 2008

Mr. W. Norman W. BigbeeVice President in Charge of SalesAllied Distributors, Inc.3131 Speedall StreetAkron, Ohio 44302

Dear Mr. Bigbee:

Here is the report on the four makes of subcompact automobiles you asked me to compare last January 3.

To help you in deciding which of the four makes you should buy as replacements for your fleet, I gathered what I believe to be the most complete information available. Much of the operating information comes from your own records. The remaining data are the findings of both consumer research engineers and professional automotive analysts. Only my analyses of these data are subjective.

I sincerely hope, Mr. Bigbee, that my analyses will help you in making the correct decision. I truly appreciate this assignment. And should you need any assistance in interpreting my analyses, please call on me.

Sincerely,

George W. FranklinGeorge W. FranklinAssociate Director

Table of Contents

Part Page

B. Gamma Gives Best Ride....................................……........11

C. Gamma Is Judged Most Durable........................................11

V. RECOMMENDATION OF GAMMA.....................................12

LIST OF TABLES AND CHARTS

TABLES

I. Original Cost of Four Brandsof Subcompact Cars in 2008………........................................3

II. Comparison of Repairs and Related LostWorking Time for Four Makes of Cars forTwo Years......................................................................….....5

III. Cost-per-mile Estimate of Operation……………..................5

IV. List of Standard Safety Features…………..............................7

V. Comparative Weight Distributions, Braking Distances, and CorneringAbilities...............................................................................….9

VI. Comparative Comfort and Ride………….........................….11

CHARTS

1. Estimated Total Operating Cost.............................................….6

2. Comparison of Acceleration Times........................................….8

TABLE OF CONTENTS

Part Page

Executive Summary..................................................................................vi

I. THE FLEET REPLACEMENT PROBLEM......................................1

A. The Authorization by Vice President Bigbee.............................1

B. Problem of Selecting Fleet Replacements..................................1

C. Reports and Records as Sources of Data...................................2

D. A Preview of the Presentation...................................................2

II. THE MAJOR FACTOR OF COST.................................................2

A. Initial Costs Favor Beta.............................................................3

B. Trade-in Values Show Uniformity............................................4

C. Operating Costs Are Lowest for Gamma..................................4

D. Cost Composite Favors Gamma ...............................................6

III. EVALUATION OF SAFETY FEATURES....................................6

A. Delta Is Best Equipped with Safety Devices.............................7

B. Acceleration Adds Extra Safety to Delta...................................8

C. Weight Distribution Is Best in Alpha and Gamma ...................9

D. Gamma Has Best Braking Quality ..........................................10

IV. RIDING COMFORT AND OVERALL CONSTRUCTION........10

A. Gamma Ranks First in Handling.............................................10

III

Diagram of the Executive Summary in Indirect and Direct Order

V

IIIIII IIIIV

IV

I

II

V IV

IIIV

Executive summary(in indirect order)

Executive summary(in direct order)

USE OF GRAPHICS

Planning the Graphics• Determine the purpose.

– Overall purpose--to communicate– Specific purposes

• Clarify complex or difficult information• Emphasize facts• Add coherence • Summarize• Provide interest• Filter vast amounts of data• Enhance appearance

• Select the graphics.– Nature of the content and context– Reader’s needs

Basics for Construction of Graphics

• Size• Layout and Type• Rules and Borders• Color and Cross-Hatching • Clip Art• Background• Numbering• Footnotes and Acknowledgments

Size

• Give graphic the size its contents justify. – Simple graphics can be small– Complex graphics must be large enough to

see clearly

• Consider using extra large paper for extremely complex graphics.

Layout and Type

• Let size and content determine layout.• Select type style and font for consistency.• Determine size appropriate with context.• Choose for readability.

Rules and Borders

• Provide unity for graphic.• Separate graphic from text.• Give emphasis.• Surround graphic of less than one page.• Stay within normal page layout.

Color and Cross-Hatching

• Helps reader see comparisons and distinctions

• Improves comprehension, retention, and ease and speed of extracting information.

• Adds to attractiveness.

Clip Art

• Use to add interest, avoiding overuse and distraction.

• Select with a purpose in mind.• Keep its nature and size appropriate.• Select for appropriate gender, race,

and age representation.

Background

• Choose contrasting color to avoid distracting from main message.

• Use to draw the reader into the graphic.• Take care to avoid evoking inappropriate

emotions.• Review the background message for

sensitivities of the readers.

Numbering

• Number graphics consecutively by type.• Arrange graphics into several categories if

report contains many types.• Group into two categories (tables and

figures) when report has wide mixture of types.

Footnotes and Acknowledgments

• Use footnotes to explain or elaborate.• Use acknowledgments to identify the party

responsible for gathering data.