Structure of Formal Reports Chapter 9 Technical Communication Ch9, 6 th edition, W.S. Pfeiffer.

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Structure of Structure of Formal ReportsFormal Reports

Chapter 9Chapter 9

Technical Communication Ch9, 6th edition, W.S. Pfeiffer

Formal ReportsFormal Reports

1- Covers complex projects.2- Not defined by length, not including

appendices. 3- Has more substance than informal report.4- Directed to more diverse readers.

Formal Reports Formal Reports ABCABC FormatFormat

Abstract:•Cover/Title page.•Letter or Memo of transmittal.•Table of Content.•List of Illustration.•Executive Summary.•Introduction.

Body:•Discussion section.

Conclusion:•Conclusion.•Recommendation.

Cover/Title pageCover/Title page• The first page to be seen, attractive & informative.• Use of graphics to reinforce the theme & distingtion • Contains:1.Project title (Exactly as it appears on transmittal).2.Client’s name (Prepared for …)3.Your name ( Prepared by …)4.Date of submission

Model 9--1 Title page with illustration (see explanation on page 303)Model 9--1 Title page with illustration (see explanation on page 303)

PfeifferTechnical Writing, 5ed.

TransmittalsTransmittals

• Like appetizer, gives the reader the taste of what is a head.

• Includes major points in the report.• Follow letters or memo conventions.

Model 9--2 Letter of transmittalModel 9--2 Letter of transmittal

Model 9--3 Memo of transmittalModel 9--3 Memo of transmittal

T O CT O C

Act as the report outline, readers can refer to it to locate report sections and enhance the readability.

Model 9--4 Table of contents (all subheadings included)Model 9--4 Table of contents (all subheadings included)

Model 9--5 Table of contents (third-level subheadings omitted)Model 9--5 Table of contents (third-level subheadings omitted)

List of illustrationList of illustration

A list of all illustrations in the body of the report that include the NUMBER, NAME, PAGE.

Model 9--6 List of illustrations–formal reportModel 9--6 List of illustrations–formal report

Executive SummaryExecutive Summary

• A stand alone section• Technical jargon free• One page that provide Decision Makers that

include only important conclusions and recommendations.

Model 9--7 Executive summary–formal reportModel 9--7 Executive summary–formal report

IntroductionIntroduction

• Prepare both technical and nontechnical readers for the discussion a head.

• Include project description

Model 9--8 Introduction–formal reportModel 9--8 Introduction–formal report

Discussion Discussion SectionSection

• Move from FACTS to OPENIONS:1.Collect data (samples, interviews, records, …)2.Subject these data to verification or testing.3.Analyze all the information using your professional

experience and skills to form conclusions.4.Develop recommendations from the conclusions that you

have formed.• Use of headings and subheadings.• Use illustration for clarification & Persuasion.• Place excessive details in appendices.

• The longest part of the formal report.

Conclusion & RecommendationsConclusion & Recommendations

• CONCLUSIONS: are convictions or beliefs based on the findings of your study.

• RECOMMENDATIONS: actions you are suggesting based on your conclusions.

Conclusion & Recommendation Executive summary

Exhaustive technical Details Selected list of the most important conclusions

Directed for technical and management level

Directed for D-M

ReferencesReferences

• You should state the sources of all facts and figures that are not General Knowledge.

• Listed alphabetically by the author last name at the end of the report.

• Most common method of documentation is American Psychological Association (APA) Style.

Reference List Reference List SamplesSamples

Book:• Elliott, D.W.(1994) The effects of free trade on Canadian Business.

Scarborough, Ontario: Prentice-Hall, Canada. Journal Article:• Patrick, N. L. (1990).The role of ergonomics in contemporary

business practice. Business Psychology,82, 675–83.Electronic reference:• Jacobson, J.W., Mulick, J.A., & Schwartz,A.A. (1995).A history of

facilitated communication: Science, pseudoscience, and antiscience: Science working group on facilitated communication. American Psychologist,50, 750–765. Retrieved January 25, 1996, from the World Wide Web: http://www.apa.org/journals/jacobson.html

• E-mail (M.J. Rhiner, personal communication, October 24, 1996)• Newsgroup (Ellen Jones, newsgroup posting, March 17, 1997)• Discussion list (Paul Prentiss, discussion list posting, April 7, 1997)

CitationCitation

Stating the source of information in the body of the report.

• Author’s Last Name & publication date, or Page number or chapter number:

(Laudon, 2006) (O’Brien, 1999, P.49) (Pfiefer, 2000, Ch 3)

Appendix/AppendicesAppendix/Appendices

Any important supporting materials, maps, tests, illustrations, legal documents are all appended to the end of the report

Structure of Formal Reports Chapter 9 Technical Communication Ch9, 6 th edition, W.S. Pfeiffer.

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