The document discusses different report structures and formats, noting that longer, more formal reports require more complex structures while shorter, informal reports need simpler structures. It provides examples of common short report formats like email reports and letter reports. It also outlines the typical components and organization of longer, formal reports, including prefactory elements, the report proper, and appended parts.

1. REPORT STRUCTURE

2. Length and Formality Determine
Report Structure
• Long problems and formal contexts
require a more complex structure
• Short problems and informal contexts
need a simpler structure

3. 3rd Level
4th Level
Title
Fly
Title
Page
Title
Page
Title
Page
Title
Page
Title
Page
Combination
Transmittal/
Exec.Sum.
Letter
of
Trans.
Letter
of
Trans.
Table
of
Contents
Table
of
Contents
Table
of
Contents
Executive
Summary
Executive
Summary
Combination
Transmittal/
Exec.Sum.
EMAIL
REPORT
THE REPORT PROPER
THE REPORT PROPER
THE REPORT PROPER
THE REPORT PROPER
THE REPORT PROPER
LETTER REPORT
1st
Lev-
el
5th Level
6th Level
7th Level
Low formality
High formality
2nd
Level

4. Characteristics of Short Reports
• Little need for introductory information
• Predominance of direct order
• More personal writing style
• Less need for a structured coherence plan

5. Forms of Short Reports
• Short Report
• Letter Report
• Email Report

6. Common Types of Reports
• Routine Operational Report
• Progress Report
• Problem-Solving Report
• Audit Report
• Meeting Minutes

7. Proposals
• Like reports, are usually well researched
• Like reports, can range widely in format,
length, and formality
• Unlike reports, are overtly persuasive

8. Types of Proposals
• Internal or external
• Solicited or unsolicited

9. Typical Proposal Contents
• Writer’s purpose and reader’s need
• Background
• Need (elaborated)
• Description of plan
• Benefits of the proposed plan
• Particulars (logistics)
• Evidence of ability to deliver (credentials)
• Concluding comments

10. LONG, FORMAL REPORTS

11. Organization and Content
of a Long Report
• Prefatory components
– Title Fly
– Title Page
– Authorization Message
– Transmittal Message, Preface or Foreword
– Table of Contents & List of Illustrations
– Executive Summary
• The Report Proper
– Introduction
– Report Findings with Footnotes (Two or more divisions)
– Summary Conclusion, and Recommendation
• Appended Parts
– Bibliography
– Appendix

12. Letter of Transmittal
MIDWESTERN RESEARCH, INC.
1732 Midday Avenue
Chicago, IL 60607
Telephone: 312.481.2919
April 13, 2008
Mr. W. Norman W. Bigbee
Vice President in Charge of Sales
Allied Distributors, Inc.
3131 Speedall Street
Akron, Ohio 44302
Dear Mr. Bigbee:
Here is the report on the four makes of subcompact automobiles you
asked me to compare last January 3.
To help you in deciding which of the four makes you should buy as
replacements for your fleet, I gathered what I believe to be the most
complete information available. Much of the operating information
comes from your own records. The remaining data are the findings of
both consumer research engineers and professional automotive
analysts. Only my analyses of these data are subjective.
I sincerely hope, Mr. Bigbee, that my analyses will help you in
making the correct decision. I truly appreciate this assignment. And
should you need any assistance in interpreting my analyses, please
call on me.
Sincerely,
George W. Franklin
George W. Franklin
Associate Director

13. Table of Contents
Part Page
B. Gamma Gives Best Ride....................................……........11
C. Gamma Is Judged Most Durable........................................11
V. RECOMMENDATION OF GAMMA.....................................12
LIST OF TABLES AND CHARTS
TABLES
I. Original Cost of Four Brands
of Subcompact Cars in 2008………........................................3
II. Comparison of Repairs and Related Lost
Working Time for Four Makes of Cars for
Two Years.. ....................................................................….....5
III. Cost-per-mile Estimate of Operation……………..................5
IV. List of Standard Safety Features…………..............................7
V. Comparative Weight Distributions,
Braking Distances, and Cornering
Abilities...............................................................................….9
VI. Comparative Comfort and Ride………….........................….11
CHARTS
1. Estimated Total Operating Cost.............................................….6
2. Comparison of Acceleration Times........................................….8
TABLE OF CONTENTS
Part Page
Executive Summary..................................................................................vi
I. THE FLEET REPLACEMENT PROBLEM......................................1
A. The Authorization by Vice President Bigbee.............................1
B. Problem of Selecting Fleet Replacements..................................1
C. Reports and Records as Sources of Data ...................................2
D. A Preview of the Presentation ...................................................2
II. THE MAJOR FACTOR OF COST.................................................2
A. Initial Costs Favor Beta .............................................................3
B. Trade-in Values Show Uniformity ............................................4
C. Operating Costs Are Lowest for Gamma ..................................4
D. Cost Composite Favors Gamma ...............................................6
III. EVALUATION OF SAFETY FEATURES....................................6
A. Delta Is Best Equipped with Safety Devices .............................7
B. Acceleration Adds Extra Safety to Delta...................................8
C. Weight Distribution Is Best in Alpha and Gamma ...................9
D. Gamma Has Best Braking Quality ..........................................10
IV. RIDING COMFORT AND OVERALL CONSTRUCTION........10
A. Gamma Ranks First in Handling .............................................10

14. III
Diagram of the Executive Summary
in Indirect and Direct Order
V
I
II
III III
IV
IV
I
II
V IV
II
I
V
Executive summary
(in indirect order)
Executive summary
(in direct order)

15. USE OF GRAPHICS

16. Planning the Graphics
• Determine the purpose.
– Overall purpose--to communicate
– Specific purposes
• Clarify complex or difficult information
• Emphasize facts
• Add coherence
• Summarize
• Provide interest
• Filter vast amounts of data
• Enhance appearance
• Select the graphics.
– Nature of the content and context
– Reader’s needs

17. Basics for Construction of
Graphics
• Size
• Layout and Type
• Rules and Borders
• Color and Cross-Hatching
• Clip Art
• Background
• Numbering
• Footnotes and Acknowledgments

18. Size
• Give graphic the size its contents justify.
– Simple graphics can be small
– Complex graphics must be large enough to
see clearly
• Consider using extra large paper for
extremely complex graphics.

19. Layout and Type
• Let size and content determine layout.
• Select type style and font for consistency.
• Determine size appropriate with context.
• Choose for readability.

20. Rules and Borders
• Provide unity for graphic.
• Separate graphic from text.
• Give emphasis.
• Surround graphic of less than one page.
• Stay within normal page layout.

21. Color and Cross-Hatching
• Helps reader see
comparisons and
distinctions
• Improves
comprehension,
retention, and ease
and speed of
extracting information.
• Adds to
attractiveness.

22. Clip Art
• Use to add interest, avoiding overuse
and distraction.
• Select with a purpose in mind.
• Keep its nature and size appropriate.
• Select for appropriate gender, race,
and age representation.

23. Background
• Choose contrasting color to avoid
distracting from main message.
• Use to draw the reader into the graphic.
• Take care to avoid evoking inappropriate
emotions.
• Review the background message for
sensitivities of the readers.

24. Numbering
• Number graphics consecutively by type.
• Arrange graphics into several categories if
report contains many types.
• Group into two categories (tables and
figures) when report has wide mixture of
types.

25. Footnotes and
Acknowledgments
• Use footnotes to explain or elaborate.
• Use acknowledgments to identify the party
responsible for gathering data.