Understanding Types of Formal Reports informational report presents

Understanding Types of Formal Reports • informational report: presents results • analytical report: presents results and draws conclusions • recommendation report: presents results, draws conclusions, and makes recommendations Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's 1

Analytical Reports Address Questions • • What is the best way to do Function X? What causes Situation X? What are the results of Situation X? Could we do Function X? Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's 2

Recommendation Reports Address Questions • What should we do about Problem X? • Should we do Function X? • Should we use Technology A or Technology B to do Function X? • We currently use Method A to do Function X. Should we be using Method B? Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's 3

Using a Problem-Solving Model for Preparing Formal Reports • • • Analyze your audience. Analyze your purpose. Identify questions that need to be answered. Carry out appropriate research. Draw conclusions from the research. Formulate recommendations based on conclusions. Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's 4

Feasibility Reports Answer Three Kinds of Questions • questions of possibility • questions of economic wisdom • questions of perception Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's 5

Steps in Preparing a Feasibility Report • Identify the problem or opportunity. • Establish criteria for responding to the problem or opportunity. • Determine the options. • Study each option according to the criteria. • Draw conclusions about each option. • Formulate recommendations based on the conclusions. Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's 6

Bias Can Creep In at Three Stages • determining which criteria to examine • deciding the range of values for each criterion • assigning values to criteria Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's 7

Ways to Present Your Conclusions • Rank all the options. • Classify all the options in two categories: acceptable and unacceptable. • Present a compound conclusion. Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's 8

Steps in Writing Formal Reports • writing the body of the report • writing the front matter • writing the back matter Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's 9

Typical Body Elements • • • introduction methods results conclusions recommendations Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's 10

Questions to Consider in Writing Your Introduction • • • What is the subject of the report? What is the purpose of the report? What is the background of the report? What are your sources of information? What is the scope of the report? Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's 11

Questions to Consider in Writing Your Introduction (cont. ) • • What are the most significant findings? What are your recommendations? What is the organization of the report? What key terms are you using in the report? Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's 12

Questions to Consider in Writing the Body of Your Report • • Methods. What did you do? Results. What did you see? Conclusions. What does it mean? Recommendations. What should we do? Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's 13

Factors to Consider in Writing Recommendations • • content tone form location Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's 14

Elements of the Front Matter • • letter of transmittal cover title page abstract table of contents list of illustrations executive summary Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's 15

Types of Abstracts • A descriptive abstract describes the kinds of information contained in the document. • An informative abstract presents the major findings. Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's 16

Guidelines for Writing an Executive Summary • • • Use specific evidence in describing the background. Be specific in describing the research. Describe the methods briefly. Describe the findings according to your readers’ needs. Ask an outside reader to review your draft. Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's 17

Elements of the Back Matter • glossary and list of symbols • references • appendices Chapter 18. Writing Formal Reports © 2007 by Bedford/St. Martin's 18