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

High formality
1st Level
Title Fly Title Page
Letter Table Executive of of Summary Trans. Contents Letter Table Executive of of Summary Trans. Contents

THE REPORT PROPER

2nd Level

Title Page

THE REPORT PROPER

3rd Level

Title Page

Table Combination of Transmittal/ Contents Exec.Sum.

THE REPORT PROPER

4th Level

Title Combination Transmittal/ Page Exec.Sum.

THE REPORT PROPER

5th Level

Title Page

THE REPORT PROPER

6th Level LETTER REPORT 7th Level REPORT

EMAIL

Low formality

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

Writers purpose and readers 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

 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

Organization and Content of a Long Report

Letter of Transmittal
MIDWESTERN RESEARCH, INC. 1732 Midday Avenue Chicago, IL 60607 Telephone: 312.481.2919 April 13, 2008 Mr. W. Norman W. Bigbee Vice President in Charge of Sales Allied Distributors, Inc. 3131 Speedall Street Akron, 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. Franklin George W. Franklin Associate Director

Table of Contents
Part
TABLE OF CONTENTS Part Page

Page
B. Gamma Gives Best Ride............................................11 C. Gamma Is Judged Most Durable........................................11

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 CHARTS 1. 2. Estimated Total Operating Cost..............................................6 Comparison of Acceleration Times.........................................8 VI. TABLES I. Original Cost of Four Brands of Subcompact Cars in 2008........................................3 LIST OF TABLES AND CHARTS V. RECOMMENDATION OF GAMMA.....................................12

II. Comparison of Repairs and Related Lost Working Time for Four Makes of Cars for Two Years.. .........................................................................5 III. IV. V. Cost-per-mile Estimate of Operation..................5 List of Standard Safety Features..............................7 Comparative Weight Distributions, Braking Distances, and Cornering Abilities................................................................................9 Comparative Comfort and Ride..........................11

Diagram of the Executive Summary in Indirect and Direct Order

Executive summary (in indirect order)
I II III IV V I

Executive summary (in direct order)

V

II

III

I II III IV

IV

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 Readers 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.