Organizing and writing short reports and proposals

Objectives:

1. Identify the parts of a formal report and the contribution each part makes to the overall effectiveness of a report.
2. Prepare short reports in letter and memorandum formats.
3. Prepare proposals for a variety of purposes.

• Explain the relationship between length and the formality of a report.
• Short informal end of the report could look like a memorandum. At the long, formal extreme, the report might include most or all of the parts.
• Must a report contain all report parts listed?
• A business report rarely contains all of these parts.
• Typically writers add report parts, as a report becomes longer. Adding parts make a report more formal.
• Reports have 3 major parts:

1. Preliminary parts.
2. Report text.
3. Addenda.

• Why are the preliminary parts added? List the preliminary parts.
• Prelimianary parts are included to add formality to a report, repeat report content, and aid the reader in locating information in the report quickly and in understanding the report more easily.
• Preliminary parts include:

1. Half-title page
2. Title page
3. Authorization
4. Transmittal
5. Contents
6. Figures
7. Executive summary

• Preliminary parts are numbered with small roman numerals.
• What purpose does the half-title page serve?
• A half-title page or title fly, is a single page containing only the report title. This page simply adds formality and enhances the appearance of a report.
• What basic information is included on a title page?
• The title page includes the title, author, data, and frequently the name of the person or organization that requested the report.
• What are several suggestions for writing an effective title?
• Select a titl that is descriptive and comprehensive; its words should reflect the content of the report.
• Avoid short, vague titles or excessively long titles.
• Use concise words to identify the topic adequately.
• Explain the inverted pyramid format for titles.
• If the titleis longer than 1 line, arrange it in the inverted pyramid format; make each succeeding line shorter than the line preceding it.
• Arrange the title consistently on the half-page title, title page, and the first page of the report.
• What information should be included in the transmittal?
• The transmittal serves 2 purposes:

1. To present report to the one who requested it.
2. To provide the conclusion from an analytical study of highlights from an informational page.

• Is using first and second person pronouns acceptable in a transmittal?
• The transmittal letter or memorandum is the writer’s opportunity to speak directly to the reader in an informal tone. The writer may include first-and second person pronouns in the transmittal.
• If the report includes a synopsis or a detailed introduction, the transmittal is short. Use the deductive approach.
• What is the main idea to be presented in a transmittal? In what position does it appear?

1. Let the first sentence present the report and remind the reader that he or she requested it.
2. Explai the subject of the report in the first paragraph.
3. Present brief conclusions and if called for, the recommendations.
4. Close cordially. The closing paragraph also expresses appreciation for the cooperation given by the company.

• Ability to summarize complex, lengthy reports is a critical skill needed to advance in your career.
• The report text and addenda are numbered with arabic numerals.
• What information is included in the introduction?
• The introduction orients the reader to the problem. It may include:

1. What the topic is.
2. Why it is being reported on.
3. Scope and limitation of the research.
4. Where the information came from.
5. A preview of the major sections of the report to provide oherence and transition through the report:

1. How the topic is divided into parts.
2. The order in which the parts will be represented.

• Why is the body referred to as the heart of the report?
• The body often time called the heart of the report, presents the information collected and relates it to the problem.
• Why is new information inappropriate in the summary?
• An informationalreport ends with a brief sumary that serves an important function. It adds unity to a report by reviewing the main points presented in the body.
• A sumary include only material that is discussed in a report. Introducing new idea in the summary may make the reader wonder why the point was not developed earlier.
• Analytical reports include conclusions and some times recommendations; informational reports contain only a summary.
• Is placing the summary, conclusions, and recommendations in separate sections acceptable?
• For long report, the writer may place the summary, the conclusions and the recommendations in 3 separate sectins.
• For shorter reports, conclusions and recommendations can be combined into one section, or all 3 sections can be combined.
• How are addenda parts numbered?
• Addenda parts continue with the same page numbering system used in the body of the report.
• The 3 basic addenda parts are:

1. References.
2. Appendixes.
3. Index.

• Should you include references consulted but not cited in the references?
• Because the writer may be influencd by any inforamtion consultd, some reference manuals require all sources consulted to be included in the reference list.
• How do you decide whether to include an item in the report text or in an appendix?
• Placing supplementary material in an appendix prevents the text from becming excessively long.
• An appendix contains supplementary information that supports the report but is not appropriate for inclusion in the report itself.
• Mention in the text each item you include in the appendix.
• How can computer software help you prepare an index?
• It can generate the index automatically. Ach time a new draft is prepared, a new index with revised terms and correct page numbers can be generated quickly and easily.
• What report part represents the most significant component of the report? Why?
• Because the body of a report discusses the 4 steps in problem solving-usually the items of most interest to the readers-it represent the core of the presentation.
• Within the body, the purpose and method of the solution are minor items in terms of space and are considered part of an introduction to a report.
• The findings leading to the conclusion or conclusions should consume the major portion of space.
• Divide report sections into criteria evaluated rather than alternatives compared.
• With page numbers added, the outline could be a contents page.
• Analytical reports are organized by criteria. How are informational reports organized?
• When he report is informational and not analytical, you should use the most logical organization. Treat your material as a whole unit.
• Inductive is indirect: the conclusion is presented last. Deductive is direct: the conclusion is presented first.
• Should "Introduction" appear on the contents page?
• When developing contnt outlines, some report writers believe that readers expect the beginning of the body to be an introduction, so they begin the outline with the irst heading related to findings.
• When they reach the content page, readers may eliminate the roman numeral or other outline symbols.

• What are the bnefits of form reports?
• Form rports meet the demand for numerous, repetitive reports. Colege registration forms, applications for credit, airline tickets, and bank checks are examples of simple form report.

1. when designed properly, form report increase clerical accuracy by proviing designated places for items.
2. Forms save time by telling the preparer where to put each item and by preprinting common elements so the person filling in the form need not do ny narrative writing.
3. In addition to accuracy and time saving, forms make tabulation of data relatiely simple. The nature of the form is uniformity.

• Do forms also tend to improve the quality of routine reports?
• Fom reports asist in analytical work.

• Yes, it improve the quality of all work.

• What features are frequently found in short reports?

1. Personal writing style using first-or second person. Contractions are appropriate when they contribute to a natural style.
2. Graphics to reinforce the written text.
3. Headings an subheadings to partition portions of the body and to reflect organization.
4. Memorandum and letter formats when appropriate.

• A proposal includes the way a problem will be solved and the price.
• What is the appropriate format for proposals?
• The format of a proposal depends on the length of the proposaland the intended audience.
• What is the objective of a proposal?
• The ultimate test of a proposal is its effectiveness in acheivingits purpose.
• The witer’s task is to assemble the parts of a proposal in a way that persuades the reader to accept its proposal.
• Proposals often are written collaboratively as a team effort.
• Ethical issue: when writing a proposal, promise only what you can deliver.
• Is problem, purpose, and scope related and introductory?
• After scope tells "what" method tells "how" the research was conducted.
• Following "what" and "how" proposals describe "who".
• Follow up and evaluation provide feedback.