Report Writning

Reports,
Proposals, and
Instructions for
the Workplace
Advances in Materials and Processing: Challenges and Opportunities

Chapter 11 – Slide 1 Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
AMPCO-2012, November 2-4, 2012
Learning Objectives
Identify sources of primary and secondary information.
Identify the parts and characteristics of formal reports

and informal reports.
Discuss variations of informal reports.
Explain the characteristics of instructions.
Prepare reports, proposals, and instructions by

following the timely guidelines, implementing the
CBO approach, and incorporating the six Cs.
Effective Communication for
Colleges, 11th ed., Brantley & Miller Chapter 11 – Slide 2
2008©
Section 1: Report Overview
A report is a planned, organized, factual presentation of

information prepared for a specific purpose and for a
specific audience.
Updates receivers
Makes recommendations
Gives results
Provides operational data

2008©
Report Types
• Formal (Long) Report • Informal (Short) Report
– Complex projects – Uncomplicated projects

– Numerous parts – Few parts
– Detailed research – Limited research
– Formal language – Informal language

2008©
Report Functions
An informational report presents the facts but does
not analyze the information, draw conclusions, or
make recommendations.
Annual report—summarizes a company’s

accomplishments, finances, and significant events
Progress report—updates status of a project
Travel or trip report—summarizes travel agenda
Minutes—record of proceedings of a meeting
Report Functions (continued)
An analytical report presents information, analyzes
the information, draws conclusions, and sometimes
includes recommendations.
Feasibility report—examines a proposed course of

action
Justification report—explains or recommends an

action

Compose a Draft
Style and vocabulary

Formal versus informal
Technical versus nontechnical vocabulary
Visuals and headings

Charts and tables
Headings and subheadings

2008©
Complete a Report
Ensure objective was met, content is correct and

unbiased, and format guidelines were followed.
Confirm incorporation of six Cs of effective messages.
Verify readability.
Evaluate overall effectiveness.
Leave a positive impression.

Section 2: Formal Reports
A formal report is prepared for a decision-making

audience and typically requires in-depth investigation
and team collaboration.
A formal report includes three parts:

Preliminary parts precede report body.
Report body contains information and visuals to
support the report objective.
Supplementary parts follow the report body.

Preliminary Parts
Title page—title, author, affiliation, date, receiver
Transmittal message—official submission of report
Table of contents—page numbers of report parts
List of illustrations—titles and page numbers of visuals
Executive summary—summary of key points

Report Body
Introduction—statement of authorization, purpose,

background, scope, limitations, research sources,
order of presentation
Text—details to support objective
Terminal section or conclusion—summary of key

points, conclusions, and recommendations

Supplementary Parts
References (APA) or works cited (MLA) –

alphabetical list of sources cited
Appendix—supplemental information not necessary

to understand the report or too lengthy to include in
the body

Report-Writing Mechanics
Margins
2-inch top margin on first page of report body, each
preliminary part, and each supplementary part
1-inch top margin on all subsequent pages
1-inch bottom margin on all pages
1-inch side margins or 1.5-inch side margin for left-
bound reports

Report-Writing Mechanics (continued)
Spacing
Double space and indent paragraphs or single space
and double space between paragraphs.
Center title page vertically and horizontally; provide
equal white space between elements.
Double space table of contents.
Align first line of each reference at left margin and
indent subsequent lines of each reference.

Reference and Parenthetical Citations

Enclose direct quotes in quotation marks.
Indent lengthy quotes from the body.
Credit quotes and paraphrases both in the document
and in the References or Works Cited.
Enclose parenthetical citations in parentheses.

Pagination
Preliminary parts numbered with lowercase roman

numerals (ii, iii, iv, etc.)
Report body and supplementary parts numbered
with arabic numerals (2, 3, 4, etc.)
Transmittal message neither numbered nor counted

Section 3: Informal Reports
An informal report relays information about routine,

short-term, or uncomplicated situations.
Types of informal reports:

Memos
Letters
Fill-in report forms
Agendas and minutes of meetings

Memo and Letter Reports
Memo Report
Distributed
Letter Reportinternally
Prepared using
Distributed a memo template
externally
Written in personal
Prepared language
on company letterhead
Arranged
Formattedin direct pattern letter
as a business
Written in direct or indirect pattern

Fill-in Report Forms
Online or paper fill-in report forms and templates

are used for routine reporting.
Increase likelihood that essential information is

provided
Allow limited space for explanations

Agendas and Minutes
Agendas
Structure of the meeting
Minutes
Items for discussion
Group, and date,
meeting time, actionlocation
People present and absent
Presenters
Status
Length of of previous
time devoted minutes
to each item
Old and new business, reports, announcements
Motions, initiator, outcome of vote
Adjournment remarks
Name and signature of person taking minutes

Section 4: Proposals
A proposal identifies a need or problem and offers a

plan to meet the need or solve the problem.
Prepared for internal receivers

Request a change or improvement inside a firm
Work within the chain of command
Prepared for external receivers
Sell a product or service
Solicited or unsolicited

Proposal Format and Content
Format
Lengthy formal report for complex, large-scale problems
Short informal reports for simple problems
Content
Introduction—problem, solution, benefits
Text—background, details, qualifications
Terminal section—summary of solution, results, benefits

Section 5: Instructions
Well-prepared instructions save time and money,

promote safety, and increase productivity.
Introduction—reason for instruction, warnings,

completion time
List of supplies—exact sizes, names, and

quantities of tools and supplies in order used

Instructions (continued)
Instructional steps—number required steps in

chronological order; use imperative sentences with
action verbs and concise familiar words; use exact
measures, distances, and times; include warnings;
add visuals; and give helpful tips.

2008©

Report Writning

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Reports,

Advances in Materials and Processing: Challenges and Opportunities

Identify the parts and characteristics of formal reports

Discuss variations of informal reports.

Explain the characteristics of instructions.

Prepare reports, proposals, and instructions by

A report is a planned, organized, factual presentation of

Effective Communication for

• Formal (Long) Report • Informal (Short) Report

– Complex projects – Uncomplicated projects

Effective Communication for

Annual report—summarizes a company’s

Feasibility report—examines a proposed course of

Justification report—explains or recommends an

Advances in Materials and Processing: Challenges and Opportunities

Style and vocabulary

Visuals and headings

Effective Communication for

Ensure objective was met, content is correct and

Confirm incorporation of six Cs of effective messages.

Evaluate overall effectiveness.

Leave a positive impression.

Advances in Materials and Processing: Challenges and Opportunities

A formal report is prepared for a decision-making

A formal report includes three parts:

Advances in Materials and Processing: Challenges and Opportunities

Title page—title, author, affiliation, date, receiver

Transmittal message—official submission of report

Table of contents—page numbers of report parts

List of illustrations—titles and page numbers of visuals

Executive summary—summary of key points

Advances in Materials and Processing: Challenges and Opportunities

Introduction—statement of authorization, purpose,

Text—details to support objective

Terminal section or conclusion—summary of key

Advances in Materials and Processing: Challenges and Opportunities

References (APA) or works cited (MLA) –

Appendix—supplemental information not necessary

Advances in Materials and Processing: Challenges and Opportunities

Advances in Materials and Processing: Challenges and Opportunities

Advances in Materials and Processing: Challenges and Opportunities

Reference and Parenthetical Citations

Advances in Materials and Processing: Challenges and Opportunities

Preliminary parts numbered with lowercase roman

Advances in Materials and Processing: Challenges and Opportunities

An informal report relays information about routine,

Types of informal reports:

Advances in Materials and Processing: Challenges and Opportunities

Advances in Materials and Processing: Challenges and Opportunities

Online or paper fill-in report forms and templates

Increase likelihood that essential information is

Allow limited space for explanations

Advances in Materials and Processing: Challenges and Opportunities

Advances in Materials and Processing: Challenges and Opportunities

A proposal identifies a need or problem and offers a

Prepared for internal receivers

Advances in Materials and Processing: Challenges and Opportunities

Advances in Materials and Processing: Challenges and Opportunities

Well-prepared instructions save time and money,

Introduction—reason for instruction, warnings,

List of supplies—exact sizes, names, and

Advances in Materials and Processing: Challenges and Opportunities

Instructional steps—number required steps in