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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