Report FormattingReport Formatting

AOS 272AOS 272

Fair Warning!Fair Warning!

Choosing a FormatChoosing a Format

LengthLength FormalityFormality ApproachApproach

Parts of a Formal ReportParts of a Formal Report

CoverCover Title FlyTitle Fly Title PageTitle Page Letter or Memo of TransmittalLetter or Memo of Transmittal Table of ContentsTable of Contents List of IllustrationsList of Illustrations Executive SummaryExecutive Summary

Elements of the TitleElements of the Title

Who: PetcoWho: Petco What: Analysis of advertising campaignsWhat: Analysis of advertising campaigns When: 2002When: 2002 Where: Not importantWhere: Not important Why: ImpliedWhy: Implied How: Not importantHow: Not important

Analysis of Analysis of

Petco’s 2002 Advertising CampaignsPetco’s 2002 Advertising Campaigns

Try this one:Try this one:

Who: NokiaWho: Nokia What: Sales training recommendationsWhat: Sales training recommendations When: 2002When: 2002 Where: Not importantWhere: Not important Why: To improve sales trainingWhy: To improve sales training How: Based on a 2002 study of company sales How: Based on a 2002 study of company sales

activitiesactivities

Recommendations for Sales Training Improvement Recommendations for Sales Training Improvement for Nokia Companyfor Nokia Company

Based on 2002 Sales AnalysisBased on 2002 Sales Analysis

Presented to Presented to Rita Whilson, President Rita Whilson, President

By Charles CrittendenBy Charles CrittendenOperations DivisionOperations Division

October 21, 2002October 21, 2002

Transmittal LetterTransmittal Letter

Positive – use direct patternPositive – use direct pattern Addressed to readerAddressed to reader Should focus on reader’s needsShould focus on reader’s needs

Refer to authorizationRefer to authorization Mention purposeMention purpose Highlight important informationHighlight important information Goodwill closingGoodwill closing

Dear Ms. Richter:Dear Ms. Richter:

Here is the study you asked us to conduct last month.Here is the study you asked us to conduct last month.

As you will see, the results show that our ethics training As you will see, the results show that our ethics training has increased the employees’ awareness of the need has increased the employees’ awareness of the need for ethical behavior.for ethical behavior.

We appreciate the opportunity to conduct this study and We appreciate the opportunity to conduct this study and we hope that you will find the results helpful. If you we hope that you will find the results helpful. If you have any questions….have any questions….

Table of ContentsTable of Contents

Lists all subsequent sections and parts of the Lists all subsequent sections and parts of the report.report.

Includes all headings in same format as Includes all headings in same format as headings appear in reportheadings appear in report

Use dot leaders to page numbers for ease of Use dot leaders to page numbers for ease of readingreading

List only starting page of each sectionList only starting page of each section

Page NumberingPage Numbering

Required!Required! Arabic numbers for body of reportArabic numbers for body of report Lower-case roman numerals on prefatory partsLower-case roman numerals on prefatory parts Centered at bottom of page or upper right Centered at bottom of page or upper right

cornercorner

Paragraphs – Double spaced, first line Paragraphs – Double spaced, first line indentedindented

Sections kept together on page (no large blank Sections kept together on page (no large blank spaces).spaces).

References/Works Cited/Bibliography on References/Works Cited/Bibliography on separate page.separate page.

ReferencesReferences

http://http://owl.english.purdue.edu/handouts/research/r_mowl.english.purdue.edu/handouts/research/r_mla.htmlla.html

http://www.easybib.com/http://www.easybib.com/

http://webster.commnet.edu/mla/index.shtmlhttp://webster.commnet.edu/mla/index.shtml

End NotesEnd Notes

May be used in place of MLA citations and May be used in place of MLA citations and “Works Cited” list.“Works Cited” list. Use MSN Word featureUse MSN Word feature

Insert->Reference->Footnotes Insert->Reference->Footnotes Set to “endnotes.”Set to “endnotes.” Include same information as MLAInclude same information as MLA

EvaluationEvaluationReport Evaluation QuestionsReport Evaluation Questions

IntroductionIntroduction

1. Does it explain the purpose of the report?1. Does it explain the purpose of the report?

2. Does the introduction explain the background of the 2. Does the introduction explain the background of the information?information?

BodyBody

3. Is the information organized in a way that is clear 3. Is the information organized in a way that is clear and easy to follow?and easy to follow?

4. Did the writer select or highlight the most significant 4. Did the writer select or highlight the most significant information?information?

ConclusionConclusion5. Are the conclusions based on the data, clearly 5. Are the conclusions based on the data, clearly

explained, and supported with reasonable facts?explained, and supported with reasonable facts?6. Are recommendations provided and clearly 6. Are recommendations provided and clearly

explained?explained?7. Are the recommendations based on the conclusions?7. Are the recommendations based on the conclusions?Overall ImpressionOverall Impression8. Is the report attractive and appealing to the reader?8. Is the report attractive and appealing to the reader?9. Is the report free from grammatical and 9. Is the report free from grammatical and

typographical errors?typographical errors?

ProposalsProposals

A persuasive message that analyzes a problem A persuasive message that analyzes a problem and proposes a solutionand proposes a solution

External: to customers, agencies, foundationsExternal: to customers, agencies, foundations

Internal: within the organizationInternal: within the organization

Contents of proposals are designed to meet the Contents of proposals are designed to meet the information needs of readers. The following information needs of readers. The following topics can be combined or subdivided to meet topics can be combined or subdivided to meet these needs.these needs.

Purpose and problem (shows understanding Purpose and problem (shows understanding of intent to readers)of intent to readers)

Background (gives focus to problem)Background (gives focus to problem)

Need (establishes basis of proposal)Need (establishes basis of proposal)

Description of plan (presents what writer Description of plan (presents what writer intends to do)intends to do) CostsCosts Time scheduleTime schedule Qualification of personnelQualification of personnel

Evaluation planEvaluation plan

Evidence of ability to deliver (establishes Evidence of ability to deliver (establishes ability to carry out what is proposed)ability to carry out what is proposed)

Benefits of proposal (convinces readers of Benefits of proposal (convinces readers of proposal’s worth)proposal’s worth)

Concluding comments (stress taking action on Concluding comments (stress taking action on proposal)proposal)

Business Proposal FormatBusiness Proposal Format

IntroductionIntroduction

Reasons for proposalReasons for proposal

Writer’s qualifications Writer’s qualifications

Time ScheduleTime Schedule

Evaluation planEvaluation plan

ConclusionConclusion

Request for approvalRequest for approval

Goodwill statementGoodwill statement

Qualities of a Successful ProposalQualities of a Successful Proposal

Clearly stated purposeClearly stated purpose Clearly defined problem or needClearly defined problem or need Convincing and innovative solutionConvincing and innovative solution Benefits outweigh the costsBenefits outweigh the costs Qualified personnelQualified personnel Can be achieved on a timely basisCan be achieved on a timely basis Honest, factual, realistic, objectiveHonest, factual, realistic, objective Professional and attractiveProfessional and attractive