Constructing the Formal Report

1
Constructing the Formal Report
2
Parts of a Formal Report

• Memo of Transmittal
• Title Page
• Table of Contents/List of Illustrations
• Executive Summary
• THE REPORT BODY
• References
• Appendices

3
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

4
Example Letter of Transmittal (you will write a
memo)
5
Constructing the Title

• Be concise
• Build your title around the five Ws
• Who
• What Analysis of . . .
• Where
• When
• Why To accomplish what?

6
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

7

Example title page
8
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?

9
(No Transcript)
10
Executive Summary

• It is the report in miniature.
• It concisely summarizes all of the reports
  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.

11
(No Transcript)
12
THE REPORT PROPER

• Overview
• Report Body
• Report Ending
• Write these sections first. The preliminary and
  supplementary parts are written afterward.

13
(No Transcript)
14
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

15
Overview Section Discussion
Background the big picture
flow of logic
How your institution affected
Statement of the Problem
Scope (factors) investigated
Limitations, if any
Sources of information
Report preview
16
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

17
Factors in This Case You may have more and/or
different ones, or have them organized
differently.

• Description and types of outsourcing (in-country
  or offshore)
• Potential effects on employees (reduced morale
  and increased turnover)
• Effects on quality of customer service and
  customer acceptance
• Costs of outsourcing (labor cost savings in
  relation to additional costs such as
  communication technology upgrades)
• Risks related of loss of control other potential
  future risks
• Ethical considerations

18
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.

19
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?

20
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).

21
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.)

22
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.

23
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

24
Good luck and good writing!