THE FORMAL REPORT

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THE FORMAL REPORT
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Definition and Purpose

• Definition reports formatted in a professional
  way to emphasize its importance or
  recommendations or research results.
• formal presentation is key

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Traditional or Administrative Organization

• Traditional is chronological title page, table
  of contents, list of illustrations, summary or
  abstract, introduction, discussion (body),
  conclusion, recommendations, appendices,
  references
• Administrative focuses on audience needs title
  page, table of contents, list of illustrations,
  summary or abstract, introduction, conclusion,
  recommendations, discussion, appendices,
  references

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Front Matter

• Letter of transmittal, title page, table of
  contents, list of illustrations, summary or
  abstract all material preceding introduction
• Lower case Roman numerals used for page numbers
  (iii)
• Place page number at either bottom of page,
  center or right

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Title Page

• Title should be clear and accurate reflection of
  report topic.
• Below the title, place identifying information
  authors name and job title, audiences name, date

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Title Page Example

• PROPOSAL FOR THE IMPLEMENTATION OF A SPOUSAL
  EMPLOYMENT ASSISTANCE PROGRAM
• By Henrietta Hasselblad,
• Director of Human Resources
• Prepared for Dr. Nelson,
• Vice-President of Administrative Affairs

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Table of Contents (TOC)

• Lists report sections and their page numbers
• Shows report organization
• Includes all major headings from report, headings
  appearing in same format as in the report
• List no more than three levels of headings
• List only starting page number do not use page
  or p
• Connect heading to page number with row of dots
  (leaders)

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TOC Example

• Summary...iii
• Introduction.1
• Conclusion...2
• Recommendation..........3
• Discussion..............4
• Nature of the Problem.5
• Description of the Program.6
• Costs vs. Benefits..7
• Implementation...........8
• References9
• AppendicesA
• i

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List of Illustrations

• List both tables and figures, figures first. If
  have only one type, change name to list of tables
  or list of figures
• Use same label from the graphic figure/table .
  Title or caption
• Place on page following TOC.
• Areas of emphasis draw the eye

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List of Illustrations Example

• Figure 1. Implementation Schedule.8
• Table 1. Program Features....5
• Table 2. Cost/Benefit Analysis....7
• ii

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Outline of Main Report (Informative) Sections

• Introduction
• A. Definition, Description, Background
• B. Audience/Purpose
• C. Method of Inquiry
• D. Working definitions (1-4)
• E. Scope

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Outline of Main Report Sections

• II. Collected Data
• A. First main point (ex. History of problem)
• B. Findings and Interpretation
• C. Second main point, etc.
• III. Conclusion
• A. Overall interpretation of findings
• B. Recommendations

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Outline of Proposal Sections

• Introduction
• A. Statement of problem and objective
• B. Background
• C. Need and benefits
• D. Qualifications of Personnel
• E. Data Source, Limitations, Contingencies
• F. Scope

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Outline of Proposal Sections 2

• II. Body
• A. Methods
• B. Timetable
• C. Materials and equipment
• D. Personnel
• E. Available and needed facilities
• F. Budget
• G. Expected Results
• H. Feasibility

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Outline of Proposal 3

• III. Conclusion
• A. Summary of key points
• B. Request for action

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Outline of Proposal 4

• IV. Appendix/Appendices
• Credentials of team members
• Testimonials from satisfied clients
• Other information too bulky or esoteric for the
  text of the proposal