CH 7 - Lecture - 10 - 11 - 12 - 13

Technical Communication
Fundamentals
Chapter 7: Reports
William Sanborn Pfeiffer

Kaye Adkins
Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. • All Rights Reserved.
1
Reports
n General Guidelines for Reports

n Guidelines for Informal Reports
n Guidelines for Formal Reports
n Formal Report Example
n Four Common Reports

2
Reports
n Reports:
Communicate the results of research and
activities in an organization.
n Example:
n Simple as a single page form like an activity

report that you submit daily or weekly so that a
client can be billed for your time.
n Over a 100-page long like an analysis of a major
equipment failure.
3
Reports
n General Guidelines for Reports

n Plan Well Before You Write
n Separate Fact from Opinion
n Make Text Visually Appealing
n Use Illustrations for Clarification and Persuasion
n Edit Carefully

4
General Guidelines for Reports
n Plan Well Before You Write

n Planning is the most important part of the
writing process.
n Planning include:
n The purpose
n The readers who will receive the document
n The need and expectations of the readers, especially
decision makers
n An outline of the main points to be covered in the body
n Strategies for writing an effective document

5
n Separate Fact from Opinion

n The safest approach in the report discussion is to
move from the findings to your conclusion and
finally to your recommendations.

6
n Findings:
n Facts you uncover.
n Conclusion:
n Ideas and beliefs you developed based on your
findings.
n Recommendations:
n Suggestions or action items based on your
conclusions. Though consisting of opinions,
recommendations should be grounded in facts
presented in the report.

7
n Make Text Visually Appealing

n Bullets for shorter lists
n Numbers for longer lists or that consists ordered
steps
n Headings and subheadings for easy navigation

8
n Use Illustrations for Clarification and

Persuasion
n Use tables and figures to complement technical
discussions
n Incorporate illustrations to make technical
information clear
n Make technical information accessible and
easier to digest

9
n Edit Carefully
n Keep sentences short and simple
n Proofread several times for mechanical errors
such as spelling mistakes
n Triple check all figure for accuracy
n Make sure all attachments are included and
mentioned in the text
n Check the format of all headings and
subheadings
n Ask a collogue to check over the report
10
n End of Lecture #10

11
What is Informal Reports?
n Contain about two to five pages of text, not

including attachments
n Contain more substance than a simple
letter or memo but less than a formal report
n Directed to readers outside (letter report)
or inside your organization (memo report)
n May be informative (to clarify or explain)
or persuasive (to convince) or both
12
Informal Reports
n Guidelines for Informal Reports

n Use Letter or Memo Format
n Use the ABC Format for Organization
n Create the Abstract as an Introductory
Summary
n Put Important Details in the Body
n Focus Attention in Your Conclusion
n Use Attachments for Less Important Details

13
General Guidelines for Informal Reports

n Greeting may be left out or replaced by an
attention line
n Report title often comes immediately after the
inside address to identify the specific project
covered in the report
n Spacing may be single, one-and-a-half, or
double depending on the reader’s preference

14

n Subject line must be both specific and concise.
n Example:
“fracture problems with Molds 43-D and 42-G”

n Is preferable to:
“fracture problems with Molds”

15
n Use the ABC Format for Organization

n Abstract: Capsule version of information most
needed by decision makers
n Body: Details and supporting evidence, most
often read by technical readers
n Conclusion: Findings, conclusions, or
recommendations

16

Summary
n It is the overview or “the big picture”
n Should be named: Introduction, Summary,
Introductory Summary

17

Summary
n One or two paragraphs that include three
essential pieces of information
n Purpose for the report:
n why are you writing the report?
n Scope statement:
n what range of information does the report contain?
n Summary of essentials:
n What main information does the reader most want or need
to know
18

n Expands on the outline presented in the
introductory summary
n Use headings generously:

n Each time you change a major or minor point
consider whether a heading change might help

19

n Precede subheadings with a lead-in passage:
n For example: “This section covers three phases of
the field study: clearing the site, collecting samples,
and classifying samples.”
n Move from general to specific in paragraphs:

n Start each paragraph with a topic sentence that
includes your main point and then give supporting
details

20
n Focus Attention in Your Conclusion

n Labeled as: “Findings”, “Conclusion”,
“Conclusion and Recommendations”
n Briefly restate your conclusion or
recommendation to reinforce importance
n Give more detail if not covered earlier
n Use Attachments for Less Important Details

21
Letter
Reports

22
Letter
Reports

23
Memo
Reports

24
Memo
Reports

25
Formal Reports
n Formal Report
n Covers complex projects and is directed to
readers at different technical levels.
n Usually contains at least 6 to 10 pages of text,
not including appendices.
n Directed to either inside or outside your
organization.

26
Strategy for Organizing Formal Reports
n Write different parts for different readers

n Place important information first
n Repeat key points when necessary

27
n Follow ABC Format for Formal Report

n Abstract
n Cover/title page
n Letter or memo of transmittal
n Table of contents
n List of illustrations
n Executive summary
n Introduction

28
n Follow ABC Format for Formal Report

n Body
n Discussion sections
n Appendices – appear after text but support Body
section
n Conclusion
n Conclusions
n Recommendations

29
Guidelines for the Nine Parts of Formal
Reports
n Cover/Title Page
n Letter/Memo of Transmittal
n Table of Contents
n List of Illustrations
n Executive Summary
n Introduction
n Discussion Sections
n Conclusions and Recommendations
n End Material
30
Reports
n Cover/Title Page
n Project title
n Client s name ( Prepared for… )
n Your name and/or the name of your
organization ( Prepared by… )
n Date of submission

31
Title Page

32
Reports
n Letter/Memo of Transmittal
n Place Letter/Memo Immediately after Title
Page
n Include a Major Point from Report
n Acknowledge Those Who Helped You
n Follow Letter and Memo Conventions

33
Letter of
Transmittal

34
Reports
n Table of Contents
n Make It Very Readable
n Use the Contents Page to Reveal Report
Emphases
n Consider Leaving Out Low-Level Headings
n List Appendices
n Use Parallel Form in All Entries
n Proofread Carefully

35
Table of Contents

36
Reports
n List of Illustrations
n Number
n Title
n Page number
n Tables and figures may be listed separately

37
List of
Illustrations

38
Reports
n Executive Summary
n Put It on One Page
n Avoid Technical Jargon
n Include Only Important Conclusions and
Recommendations
n Avoid References to the Report Body
n Use Paragraph Format
n Write the Executive Summary Last

39
Executive
Summary

40
Reports
n Introduction
n State Your Purpose and Lead into Subsections
n Include a Project Description
n Include Scope Information
n Consider Including Information on Report
Format

41
Introduction

42
Reports
n Discussion Sections
n Move from Facts to Opinions
n Use Frequent Headings and Subheadings
n Use Listings to Break Up Long Paragraphs
n Use Illustrations for Clarification and
Persuasion
n Place Excessive Detail in Appendices

43
Discussion
Sections

44
Reports
n Conclusions and Recommendations
n Conclusions
n Convictions or beliefs based on the findings in
your study
n Recommendations
n Actions you are suggesting based on your
conclusions

45
Conclusions and
Recommendations

46
Reports
n End Material
n Appendices
n Glossary
n Bibliography
n Index

47
End
Material

48
Specific Guidelines for Four Common
Reports
n Equipment Evaluations
n Provides objective data about how equipment
has, or has not, functioned
n Progress/Periodic Reports
n Summarizes your work over a specific period
of time or on a specific project

49
Specific Guidelines for Four Common
Reports
n Problem Analyses
n Presents readers with a detailed description of
problems
n Recommendation Reports
n Presents readers with specific suggestions that
affect personnel, equipment, procedures,
products, services, etc.

50

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Technical Communication

William Sanborn Pfeiffer

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

n General Guidelines for Reports

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

n Simple as a single page form like an activity

n General Guidelines for Reports

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

n Plan Well Before You Write

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

n Separate Fact from Opinion

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

n Make Text Visually Appealing

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

n Use Illustrations for Clarification and

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

n Contain about two to five pages of text, not

n Guidelines for Informal Reports

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

n Use Letter or Memo Format

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

n Use Letter or Memo Format

“fracture problems with Molds 43-D and 42-G”

“fracture problems with Molds”

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

n Use the ABC Format for Organization

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

n Create the Abstract as an Introductory

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

n Create the Abstract as an Introductory

n Put Important Details in the Body

n Use headings generously:

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

n Put Important Details in the Body

n Move from general to specific in paragraphs:

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

n Focus Attention in Your Conclusion

n Use Attachments for Less Important Details

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

n Write different parts for different readers

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

n Follow ABC Format for Formal Report

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

n Follow ABC Format for Formal Report

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,

Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education,