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Writing the report
• Determine an appropriate report structure and organization.
• Draft the report body and supplementary pages.• Use an effective writing style.• Provide appropriate documentation when using
someone else’s work.• Revise, format, and proofread the report.
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Organizing the report
• Basis • Time• Location• Importance• Criteria• Known to unknown• Simple to complex
• Heading format• Noun phrases• Participial phrases• Partial statements• Statements• Questions
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Making use of the data
• Findings: Dana frequently misses work. He rarely reaches his quota. He doesn’t get along well with his coworkers.
• Conclusion: Dana is not an effective worker.• Recommendation: Dana should be fired.
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Report outline
THE STATUS OFWORKING MOTHERS IN MANAGEMENT
Janice BellevueI. INTRODUCTION
A. Purpose and ScopeB. Procedures
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Report outline (cont’d)
II. FINDINGSA. Number of Working Mothers
1. National Labor Force2. State Labor Force
B. Effects on Labor Productivity1. Absenteeism2. Rate of Turnover3. Commitment to the Job
C. Special Needs of Working Mothers1. On-Site Child-Care Centers2. Flexible Working Hours3. Family Leave
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Report outline (cont’d)
III. SUMMARY, CONCLUSIONS, AND RECOMMENDATIONSA. Summary and ConclusionsB. Recommendations
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Body of the report
Background
Need for the study
Authorization for the report
Hypotheses or problem statementand subproblems
Purpose and scope
Procedures
Introduction
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Body of the report
Presentation, analysis,and interpretation of the data
Tables and figures
Report headings
Documentation
Findings
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Body of the report
Summary
Conclusions
Recommendations
FinalSection
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Supplementary sections • Title page
• Report title• Names of reader and writer• Month and year
• Transmittal Document• Letter or memorandum conveying the completed report
• Executive Summary or Synopsis or abstract• Table of Contents
• Identification of report headings • Page numbers on which the report headings
are found
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Supplementary sections
• Appendix• Supplemental information• References• Complete citation of all sources referred to
in the text
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Writing style
Tone Not: The auditor did not buy the supplier’s story.But: The auditor did not believe the supplier.
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Writing style (cont’d)
Use of pronouns Informal: I mailed the questionnaire to nearly 300
customers.Passive: This questionnaire was mailed to nearly
300 customers.Active: Nearly 300 customers received the
questionnaire.
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Writing style (cont’d)
Use of pronouns Informal: I believe the cause of the problem is low
morale.Formal: The cause of the problem is probably
low morale.
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Writing style (cont’d)
Verb tense Not: The issue will be discussed in the next
section.But: The issue is discussed in the next section.Not: The president thought the project should
be canceled.But: The president thinks the project should be
canceled.
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Author-date documentation
• Smith (2005) found that . . .• In a recent productivity study (Smith, 2005), . . .• As Smith and Jones (2007) demonstrated, . . .• As has been shown (Smith & Jones, 2007), . . .• Several studies (Abel, 2004, 2007a, 2007b; Brooks, 2001;
Curtin, 2008), . . .• His answer was, “Not in your lifetime” (Dye, 2008, p. 230).• Medco sold its Akron plant for $2.4 million (“Medco Lights
Up,” 2008, p. 14B).