Y


A report is a logical presentation of facts and

information
i pes of Reports
Routine Reports Special Reports
— Progress — FIR
— Inspection — Investigation
— Performance — Feasibilit
— Appraisal — Surve
— Periodical — Project

Chapter 18. Writing Formal Reports

© 2007 by Bedford/St. Martin's 2
×


  
 

J refatory arts
J Supplementary arts
J
he Report roper
   

J i  
J  

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ncludes: J
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 lassification of Reports
— Formal Reports and Informal Reports
— Information Reports
— Anal tical Reports
— Recommendation Reports
Understanding i pes of Formal
Reports
J ÷
÷ 
 presents results
J  ÷ 
 presents results and draws
conclusions
J   ÷ 
presents results, draws
conclusions, and makes recommendations

Chapter 18. Writing Formal

Reports © 2007
by Bedford/St. Martin's 8
a Steps to Report Writing1

1. Define the problem

2. Gather the necessar information
3. Anal
e the information
4. Organi
e the information
a. Write the report
Organi
ing Reports
— omparison/contrast
— Problem-solution
— Elimination of alternatives
— General to particular
— Geographic or spatial
— Functional
— hronological
Anatom of a Report
— over Page
— iitle Page
— Letter of iransmittal
— iable of ontents
— List of Illustrations
— Executive Summar
— Report Bod
Report Bod
— Introduction
è Purpose and Scope;Limitations, Assumptions, and
Methods
— Background/Histor of the Problem
— Bod
è Presents and interprets data
— onclusions and Recommendations
— References or Works ited
— Appendixes
è Interview transcripts, questionnaires, question tallies,
printouts, and previous reports
Letter of iransmittal
— Background
— Summari
e conclusions and
recommendations
— Minor problems. ihank those who helped.
— Additional research necessar
— ihank the reader. Offer to answer
questions.
Letter of iransmittal
— Is set out as a formal business letter
addressed to the person requesting the
report
— Explains on whose authorit the report
was written
— Ma summarise or draw attention to
specific material in a report
— Acknowledges assistance in researching
and compiling the report
14
i


 


— i in writing can be defined as attitude

or emotion toward the subject and the
reader.
— Using the appropriate tone in business
writing is an important aspect of
communicating the desired message and
of achieving the desired results.

Chapter 18. Writing Formal Reports

© 2007 by Bedford/St. Martin's 15
¦  



— A report should be based on information which is

presented as objectivel as possible.You should not let
bias or preconceptions cloud our judgement.
— If ou are stating an opinion, make this clear. For
example, ou could write "In m opinion..."
— A good report will anal se and evaluate as well as
merel describe.
— A report is a reflection of ou as a professional. Strive
for qualit , precision and accurac .

16
Chapter 18. Writing Formal Reports
© 2007 by Bedford/St. Martin's 17
18