Cankaya University Office of Basic and Elective Courses - English Unit

CANKAYA UNIVERSITY
OFFICE OF BASIC AND ELECTIVE COURSES

-ENGLISH UNIT-
CHAPTER IV
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
COMPONENTS of A REPORT
OUTLINE

1. prefatory parts ( Front Matter)
2. body
3. supplementary parts (Back Matter)

Components of a report
Formal (longer and more complex) reports are generally organized into three major
divisions:

prefatory parts ( Front Matter)
body
supplementary parts (Back Matter)

Components of a report
Because reports are a genre widely used in the workplace, they have come to have
standardized components.

They include:
Letter of transmittal
Abstract
Acknowledgements
Title Page
Table of Contents
Executive Summary
Glossary
Appendices
References or works cited

1. PREFATORY PARTS
PREFATORY PARTS (PRECEDING THE BODY OF REPORT)

Preliminary pages (or prefatory parts) precede the text of the report, identfying the
contents and giving credit to the people who created it.

1. PREFATORY PARTS

Letter of Transmittal (or Memo of Transmittal)

WHERE: Letter of transmittal or a cover letter is not a part of report itself but often
accompanies it.
It is attached as a separate piece of paper.

Generally written on organization letterhead stationery, a letter or memo of transmittal
introduces a formal report.

primary purpose : to announce what the attached document is and what project it is
related to.

1. PREFATORY PARTS

You use it primarily to orient your reader to the reports purpose and topic.
other purposes:
selling the product or service by indicating that how the report is significant,
preparing the reader for surprising and disappointing results.

A transmittal letter or memo follows the direct pattern and is usually less formal than the
report itself. For example, the letter or memo may use contractions and first-person
pronouns such as me and us.
1. PREFATORY PARTS

The transmittal letter or memo typically :

1. announces the topic of the report and tells how it was authorized;
2. briefly describes the project;
3. highlights the reports findings, conclusions, and recommendations, if the reader is
expected to be supportive;
4. Closes with appreciation for the assignment, instructions for the readers follow-up
actions, acknowledgment of help from others, or offers of assistance in answering
questions.

1. PREFATORY PARTS
Title Page

Page at the front of a text that identifies the subject of a report and its recipient,
author, and date.

The title page identifies :
the subject of the report
its recipient,
author,
date.

purpose : to identify the document.
1. PREFATORY PARTS
Title Page

Other information on the report depends on the needs of the reader. You can
use it to provide other information, such as :

a project number or grant number
your telephone number and address.

Thus, the title page may not only identify the report but make it easy for the
readers to communicate with the writer.

1. PREFATORY PARTS
Title Page

A report title page begins with:
1. the name of the report typed in uppercase letters (no underscore and no quotation marks).
2. Next comes :Prepared for (or Submitted to) and the name, title, and organization of the
individual receiving the report.
3. Lower on the page is Prepared by (or Submitted by) and the authors name plus any necessary
identification. T
4. The last item on the title page is the date of submission.

All items after the title appear in a combination of upper- and lowercase letters. The information on the title page
should be evenly spaced and balanced on the page for a professional look.

1. PREFATORY PARTS
Title Page

How To Write Titles

*place the title about one-third from the top of the page followed by the name of the recipient,
author, and date.

*use a type size bigger than text size, perhaps 14-point type or larger.

You should pay attention to two points about titles designed to help make a sharp impact on readers:
should be short, preferably on one line only
should specify exactly what the paper is talking about, not simply name a whole subject.
1. PREFATORY PARTS
Title Page

How To Write Titles

EXAMPLE:

Construction and instrumentation of an experimental concrete road on the trunk road D7
Upbridge bypass to determine the effect of omitting expansion joints.

Effect of omitting expansion joints in concrete roads
Construction and Instrumentation of an experiment on the D7

WHICH ONE IS MORE EFFECTIVE?

1. PREFATORY PARTS
Title Page

How To Write Titles

Titles have two main purposes:

1. First, they have to inform readers about what is in the document.
2. Second, they have to distinguish one document from another.

To achieve these goals, a report title gives two types of information:
The topic
The approach to the topic

1. PREFATORY PARTS
Title Page

How To Write Titles
The topic defines the subject matter, such as radiation emitted from a computer monitor. The topic
alone, however, does not demonstrate why and how you have considered the topic. You may have
analyzed the feasibility of purchasing shields for monitors. Or you may have described the process of
emission, or report the results of a scientific measurement.

Consider the following title:

The Effect of Electromagnetic Fields on Computer Users: A Review of Research
Topic Approach
The information orients the reader to the report topic and purpose, but it helps a reader to decide whether to read the report at all.
Therefore, stating the approach clearly in the title is of great importance.

1. PREFATORY PARTS
Abstract

An abstract is a synopsis of the entire report brief enough to be read in only a
few minutes.

It provides an overview of the key elements of the report; enabling readers
digest important information without having to read the report in its entirety.

In fact, it helps the reader decide whether the report is worth reading.

1. PREFATORY PARTS
Abstract
There are 2 basic types of abstracts: indicative and informative.

The indicative abstract
indicates the kind of information included in the report. Its a description rather than
exposition. It outlines what is covered in the report but does not attempt to provide a
lot of information .

It usually includes these points:
Purpose
Method
Conclusion
Recommendation
1. PREFATORY PARTS
Abstract
There are 2 basic types of abstracts: indicative and informative.

The informative abstract
condenses the information in the report into a brief factual statement. It provides
readers with sufficient information to render the reading of the entire document
optional. It provides in condensed form all of the essential information in the report:
Purpose
Method
Scope
Key sections of the text ( findings, problems, possible solutions, etc)
Conclusions
Recommendations
1. PREFATORY PARTS

Abstract

Abstracts should be less than a single page long, single-spaced.
They should be written in complete sentences with logical
transitions.

1. PREFATORY PARTS

Acknowledgements

An acknowledgement is a statement of credit given to an individual or a group of
individuals who have assisted the writer of the report. It names the person
credited, the contributions s/he has made, and the effect of his/ her
contribution.

An acknowledgement is placed on a separate piece of paper and follows the
abstract of the report.

1. PREFATORY PARTS

Table of Contents

The table of contents shows the headings in a report and their page numbers.

The primary purpose :to let your readers find specific information easily.
Its secondary purpose is to give your readers an overview of the content and
structure of your report.

You should wait to prepare the table of contents until after you have completed the
report

1. PREFATORY PARTS

Table of Contents

Its important to include an elaborative table of contents showing :
main headings and all sub-headings,
showing the relationship of those parts by indentation and a clear numbering
system

For short reports include all headings. For longer reports you might want to list
only first- and second-level headings. Leaders (spaced or unspaced dots) help
guide the eye from the heading to the page number.

1. PREFATORY PARTS

Table of Contents

The first item in the contents will most probably be the abstract or executive summary.
Normally, you wont list the preliminary pages unless you write a preface; however, you
list the supplementary parts (or back matter), including the appendixes, references, and
glossary.

Do not mix table of contents with the list of tables and figures.
The visuals are not parts of reports, so they are not included in table of contents page.

1. PREFATORY PARTS

Table of Contents

Suggestions For Writing Table of Contents

Include sub-headings as well as main headings
Write full and informative headings
Use decimal numbering system, indentation, and varying weight of type

1. PREFATORY PARTS

List of Tables and Figures

You may list tables and figures (visual display of data) on a page following the
contents page.
This list is most useful when there are many visuals and your report is long. (The NISO
standards require this list when there are five or more figures.)

There is less need for this page in a 10-page report because readers can easily skim to locate the
visuals. If you include the list, format it in the same way you formatted the table of contents page.
Include:
1. The label and number ( Figure 1)
2. The title of the visual
3. The page number

1. PREFATORY PARTS

Executive Summary

An executive summary summarizes a long report, proposal, or business plan.
It concentrates on what management needs to know from a longer report, so the purpose
is to present an overview of a longer report to people who may not have time to read the
entire document.

This timesaving device summarizes;
the purpose
key points
findings
conclusions

1. PREFATORY PARTS

Executive Summary

An executive summary is usually no longer than 10 percent of the original
document. Therefore, a 20-page report might require a 2-page executive
summary.

1. PREFATORY PARTS

Executive Summary

General Guidelines:

Present the goal or purpose of the document being summarized. Why was it
written?
Highlight the research methods (if appropriate), findings, conclusions, and
recommendations.
Omit illustrations, examples, and references.
Organize for readability by including headings and bulleted or enumerated lists.
Include your reactions or an overall evaluation of the document if asked to do
so.

2. BODY OF REPORT

2. BODY OF REPORT

The main section of a report is the body.
It generally begins with an introduction,
includes a discussion of findings, and
concludes with a summary and possibly recommendations.

2. BODY OF REPORT

2. BODY OF REPORT

All reports have

a beginning that introduces the issue,
a middle that presents the results of investigation,
an ending that applies the results to the problem to show whether and how
the problem is solved.

2. BODY OF REPORT

2. BODY OF REPORT : Introduction
The body of a formal report starts with an introduction that sets the scene and announces the
subject. The introduction;

Describes the problem or purpose that has occasioned the report.
It answers the questions of :
who,
what,
where,
when,
why
how
in order to establish the context for the problem and its significance.

2. BODY OF REPORT

2. BODY OF REPORT
Introduction

It also forecasts the rest of the report by indicating how the report
will develop and what its major sections are.

A literature review may be a part of the introduction as a way of
establishing the problem.

2. BODY OF REPORT

2. BODY OF REPORT
Introduction
A good report introduction typically covers the following elements:

Background
Problem or purpose
Significance
Scope
Sources and methods
Summary
Organization

2. BODY OF REPORT

2. BODY OF REPORT
Introduction

A good report introduction typically covers the following elements, although not
necessarily in this order:

1. Background: Describe the events leading up to the problem or need.
2. Problem or purpose: Explain the report topic and specify the problem or
need that motivated the report.
3. Significance: Tell why the topic is important. You may wish to quote experts
or cite secondary sources to establish the importance of the topic.

2. BODY OF REPORT

2. BODY OF REPORT
Introduction

4. Scope. Clarify the boundaries of the report, defining what will be included or
excluded.
5. Sources and methods: Describe your secondary sources. Also explain how
you collected primary data.
6. Summary: Include a summary of findings, if the report is written directly.
7. Organization: Preview the major sections of the report to follow, thus
providing coherence and transition for the reader.

2. BODY OF REPORT

2. BODY OF REPORT
Discussion of Findings

This is the main section of the report and contains numerous
headings and subheadings.

This section discusses, analyzes, interprets, and evaluates the
research findings or solution to the initial problem. This is where
you show the evidence that justifies your conclusions..

2. BODY OF REPORT

2. BODY OF REPORT

It is unnecessary to use the title Discussion of Findings; many
business report writers prefer to begin immediately with the major
headings into which the body of the report is divided.

You may organize the findings chronologically, geographically,
topically, or by some other method.

2. BODY OF REPORT

2. BODY OF REPORT

Regardless of the organizational pattern, present your findings
logically and objectively.

In most cases you will want to avoid the use of first-person
pronouns (I, we), unless you are certain that your audience prefers
informal language.

2. BODY OF REPORT

2. BODY OF REPORT

Include tables, charts, and graphs if necessary to illustrate findings.

Analytic and scientific reports may include another section titled
Implications of Findings, in which the findings are analyzed and
related to the problem.

Less formal reports contain the authors analysis of the research
findings within the Discussion section.

2. BODY OF REPORT

2. BODY OF REPORT
Summary

A summary review the main points of the report. If the report has
been largely informational, it ends with a summary of the data
presented.

The report may end with a summary if the purpose of the report
has been to describe an existing situation or the current state of
knowledge. The summary thus wraps up the report and reinforces
the main points.

2. BODY OF REPORT

2. BODY OF REPORT
Summary

The summary also can prepare the readers for your conclusions and
recommendations. A review of the main points can be especially
useful in a long report that asks readers to recall a lot of
information.

2. BODY OF REPORT

2. BODY OF REPORT
Conclusions

The conclusion to a report tells what the findings mean,
particularly in terms of solving the original problem.

Conclusions answer the research question. If the report analyzes
research findings, then it ends with conclusions drawn from the
analyses.

2. BODY OF REPORT

2. BODY OF REPORT
Conclusions

An analytic report frequently poses research questions. The conclusion to such a
report reviews the major findings and answers the research questions.

Conclusions go a step beyond summary because answering the questions
requires evaluation and interpretation, including the reconciling of contradictory
results.

In a complex project, there may be multiple conclusions to draw and thus the
section name is plural.

2. BODY OF REPORT

2. BODY OF REPORT
Recommendations

This section directs the action. It advises what should be done
based on the conclusions.

If a report seeks to determine a course of action, it may end with
conclusions and recommendations.

Recommendations regarding a course of action may be placed in a
separate section or incorporated with the conclusions.

2. BODY OF REPORT

2. BODY OF REPORT
Recommendations

Managerial reports usually contain recommendations.

The recommendations part do not need to provide much
explanation because that has already been appeared in
conclusions.

2. BODY OF REPORT

Creating Effective Visuals
1. Tables
a. Formal Tables
They give detailed information and include detailed heading system. Look at
page 204.
They include the following items:
Table Number
Title
Units of measure
Row Headings / Column Headings
Data
Footnotes
Source

2. BODY OF REPORT

2. BODY OF REPORT


1. Tables
b. Tables with text

Compared with paragraphs, tables can present many kinds of textual
information; thus, it is easier for the reader to understand.

See sample on p.205.

2. BODY OF REPORT

1. Tables b. Tables with text See sample on p.205.

2. BODY OF REPORT


Tips for creating tables:

*Use extra space or horizontal lines to seperate the rows
*Make key info stand out with bold, color, highlighting
*Sort row and column headings (group related items under a common heading)
* Avoid too large tables ( include only necesary info / if still large, divide it into 2
or more seperate parts.

See sample on p.205.

2. BODY OF REPORT

2. Line Graph (p.206)

Use: 1. to show trends and cycles
2. To show the relationship between 2 or more variables.

Key concepts:
Figure Number
Title
Source
Axis : X- axis & Y-axis
Data Points

2. BODY OF REPORT

2. Line Graph

2. BODY OF REPORT

2. Line Graph

2. BODY OF REPORT

Tips for Creating Line Graphs

Use different colors to enable the readers distinguish among the lines. If you
cannot use colors, use different dashes for each.

If possible begin lines at zero to avoid misleading readers.

If its not practical to start the lines at zero, use hash marks to signal this.

2. BODY OF REPORT

3. Bar graphs (p.208)

Use: to help your readers compare quantities and see the trends at a glance
Key concepts:
Figure Number
Title
Source
Axis : Y-axis
Labels for bars

***Arrange bars in the order that your readers will find most helpful.
Alternatives include arranging them alphabetically, chronologically, or from
longest to shortest

2. BODY OF REPORT

2. BODY OF REPORT

2. BODY OF REPORT
4. Pie Charts (p.212)

Use: to show the composition of a whole

Key concepts:
Figure Number
Figure Title
Wedges

***You can emphasize a particular wedge in 2 ways : 1 . Use contrasting color 2. pull a wedge out of
the pie

2. BODY OF REPORT
2. BODY OF REPORT

Tips for Creating Pie Charts

Be sure that your wedges add up to 100 %
Limit the number of wedges to 8 or fewer.
Create an Other wedge if you have several small quantities. Include a
footnote to explain what is involved in Other category.

2. BODY OF REPORT

2. BODY OF REPORT

5. Photographs (p.214)

Use: to show the readers how to perform a task , locate an object, or see how
something looks.

Key concepts:
Figure Number
Figure Title
Labels

2. BODY OF REPORT

Anderson, P.V. (2011). Technical Communication: A reader-centered approachp.368

2. BODY OF REPORT


2. BODY OF REPORT


2. BODY OF REPORT

6. Drawings (p.216)

Use: to show how to do something or how something is constructed

Key concepts:
Figure Number
Figure Title
Labels

2. BODY OF REPORT

2. BODY OF REPORT

2. BODY OF REPORT
7. Flowcharts (p.220)

Use: to help your readers understand the steps in a process or procedure

Key concepts:
Figure Number
Figure Title
Labels
Symbols / Drawings
Arrows

2. BODY OF REPORT
2. BODY OF REPORT
2. BODY OF REPORT
2. BODY OF REPORT

8. Organizational Charts (p.222)

Use: to help your readers understand the scope and arrangement of an
organization
To help the readers understand the formal lines of authority and responsibility in
an organization.

Key concepts:
Figure Number
Figure Title
Boxes
Arrows

2. BODY OF REPORT

2. BODY OF REPORT

3. SUPPLEMENTARY PARTS OF REPORT

3. SUPPLEMENTARY PARTS ( BACK MATTER)
Works Cited , References, or Bibliography

This section includes the works that have been cited in the text.

Your method of report documentation determines how this section
is developed.

If you use the Modern Language Association (MLA) referencing
format, all citations would be listed alphabetically in the Works
Cited.



If you use the American Psychological Association (APA) format,
your list would be called References.

Regardless of the format, you must include the author, title,
publication, and date of publication, page number, and other
significant data for all sources used in your report.


Writing APA Citations Appendix F , p.224



Appendix

The appendix contains any supplementary or supporting
information needed to clarify the report.

This information is relevant to some readers but not to all.


Appendix
Extra information that might be included in an appendix are such
items as:

survey forms,
a survey cover letter,
correspondence relating to the report,
maps,
other reports,
optional tables.


Appendix

If there is more than one Appendix, each appendix should have a
label and title:
Appendix A. Guidelines for Visuals
Appendix B. Ways to follow in research process
These items should be referenced in the body of the report.

Each Appendix should begin on a separate page and be listed on
the table of contents.


Glossary

a mini dictionary of terms that apply to the topics of the report.

Include in it only those terms that will be unfamiliar to your
readers.

If you believe that most of your readers will need the glossary to
read the report effectively, you might move the glossary to the
front of your report.


Index

If your document is too long for your readers to thumb through
quickly, give them a quick path to specific pieces of information by
creating an index.

Identify the kind of information they may want to locate without
reading the rest of the report.


Index

You must create an index by generating an alphabetized list of the
words used in your report.

If several index topics can be gathered under a single word, indent
them under the main word to create second-level entries

From this list, you can index those that will help your readers find
the information they want.

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