A long report generally covers more complex issues than a short report and includes additional prefatory and supplementary sections. The prefatory sections include a cover page, title page, letter of transmittal, table of contents, and executive summary. The body of the report contains the main text, discussion, findings, conclusions, and recommendations. Supplementary sections at the end include references, appendices, and a glossary. Effective documentation is important, and a report's citations should follow a standard style guide like MLA or APA.
Report Writing: Basic- The Structure and Components
Report Writing: Basic- The Structure and Components
Report Writing: Basic- The Structure and Components
This presentation is an example of how writing your Synthesis Essay can be not as hard as you think. We hope you will find helpful tips reading the article either https://essay-academy.com/account/blog/how-to-write-a-synthesis-essay
After going through this presentation, you will be able to understand the structure of a paragraph, the purpose of writing a paragraph,the elements of good paragraph, process of paragraph writing.
In this presentation, aimed at students in engineering, science and technology, I present some personal thoughts on what is expected in a technical report. Aimed particularly at students about to write their first lab report, it also contains useful information for students who need to write a dissertation or a software design document. It relects what I like to see in a report when I am marking it, but some of the principles are general I think. Within the constraints of the medium, I have also tried to present this it in much the same way that I would expect a report to be presented. Comments welcome.
A general overview of persuasive writing. This presentation identifies the purpose of persuasive writing and lists its components. This is an introductory slideshow.
Report Writing: Basic- The Structure and Components
Report Writing: Basic- The Structure and Components
Report Writing: Basic- The Structure and Components
This presentation is an example of how writing your Synthesis Essay can be not as hard as you think. We hope you will find helpful tips reading the article either https://essay-academy.com/account/blog/how-to-write-a-synthesis-essay
After going through this presentation, you will be able to understand the structure of a paragraph, the purpose of writing a paragraph,the elements of good paragraph, process of paragraph writing.
In this presentation, aimed at students in engineering, science and technology, I present some personal thoughts on what is expected in a technical report. Aimed particularly at students about to write their first lab report, it also contains useful information for students who need to write a dissertation or a software design document. It relects what I like to see in a report when I am marking it, but some of the principles are general I think. Within the constraints of the medium, I have also tried to present this it in much the same way that I would expect a report to be presented. Comments welcome.
A general overview of persuasive writing. This presentation identifies the purpose of persuasive writing and lists its components. This is an introductory slideshow.
ObjectivesDistinguish between formal reports a.docxhopeaustin33688
Objectives
Distinguish between formal reports and proposals.
Identify elements of informal and formal proposals
Conduct research by generating primary data and collecting secondary data
Apply standards for evaluating research material from a variety of sources
Apply the writing process to formal reports
Develop a report work plan for a formal report
Identify elements of formal reports and document sources
Draw conclusions and develop recommendations from report data.
Types of reports
Proposals
Announcing the work to be done
Formal Report
Completion of the work
Proposals
Proposals suggest solutions to problems.
The direct approach is most commonly used.
The goal is to persuade readers to follow, agree to, or approve of a request for action, business, or funding.
Proposals
Introduction:
Overview
Scope
Qualifications
Start and completion dates
Previous work completed
1st Section
Proposals
Background:
Problem details
Purpose and goal
Client needs and benefits
Proposal, Method, Schedule:
Detailed solutions:
Product or service
Feasibility
Procedure and timeframe
Project timeline
Costs/Budget:
Cost breakdown
2nd Section
Proposals
Staffing, Qualifications:
Expertise and credentials
Resources/facilities
Benefits:
Benefits or advantages to the reader
2nd Section
Proposals
Request for Authorization:
Expiry date for the proposal
Request for permission to proceed
Additional information
3rd Section
Formal Report
Front matter
Body
Back matter
Formal Report
Copy of the Request for Proposals
Cover letter
Title page
Table of contents
List of figures
Executive summary
Front matter
Formal Report
Copy of the Request for Proposals
Cover letter
Title page
Table of contents
List of figures
Executive summary
Front matter
Formal Report
Title Page
Refer to sample title page on Moodle
Table of Content
Refer to sample table of content on Moodle
List of Figures / List of Tables
Only if your report has more then 5 figures or tables combined.
Front matter
Formal Report
Front matter
Formal Report
Front matter
Formal Report
Executive Summary or Abstract:
One page summary of highlights (10% of report length)
Non-technical language (executive summary)
Technical language (abstract)
Give complete overview of report
Highlights conclusions and recommendations
Front matter
1/3
Subject Matter
Include the problem statement
Method of Analysis + Topics covered
1/3 Conclusion
Summarize your findings relevant for your recommendations
Set the stage for recommendations
1/3 Recommendations
You may use bullet points for these.
Must relate to the problem statement
Your own interpretation
Formal Report
Front matter
Formal Report
This report provides an analysis and evaluation of the current and prospective profitability, liquidity and financial stability of Outdoor Equipment Ltd. Methods of analysis include trend, horizontal and vertical analyses as well as .
UNIT 6: WRITTEN COMMUNICATION: REPORTS (Business Communication)Awais Javed
6.1. Short reports
6.1.1. Suggestion for short reports
6.1.2. Informational memorandum reports
6.1.3. Analytical memorandum reports
6.1.4. Letter reports
6.2. Long (formal) reports
6.2.1. Prefatory sections
6.2.2. Supplemental section
6.2.3. Presentation of the long reports
6.3. Proposals
6.3.1. Purpose of proposal
6.3.2. Kinds of proposals
6.3.3. Parts of proposals
6.3.4. Short proposals
6.3.5. Long formal proposals
6.3.6. Writing style and appearance
Embracing GenAI - A Strategic ImperativePeter Windle
Artificial Intelligence (AI) technologies such as Generative AI, Image Generators and Large Language Models have had a dramatic impact on teaching, learning and assessment over the past 18 months. The most immediate threat AI posed was to Academic Integrity with Higher Education Institutes (HEIs) focusing their efforts on combating the use of GenAI in assessment. Guidelines were developed for staff and students, policies put in place too. Innovative educators have forged paths in the use of Generative AI for teaching, learning and assessments leading to pockets of transformation springing up across HEIs, often with little or no top-down guidance, support or direction.
This Gasta posits a strategic approach to integrating AI into HEIs to prepare staff, students and the curriculum for an evolving world and workplace. We will highlight the advantages of working with these technologies beyond the realm of teaching, learning and assessment by considering prompt engineering skills, industry impact, curriculum changes, and the need for staff upskilling. In contrast, not engaging strategically with Generative AI poses risks, including falling behind peers, missed opportunities and failing to ensure our graduates remain employable. The rapid evolution of AI technologies necessitates a proactive and strategic approach if we are to remain relevant.
The French Revolution, which began in 1789, was a period of radical social and political upheaval in France. It marked the decline of absolute monarchies, the rise of secular and democratic republics, and the eventual rise of Napoleon Bonaparte. This revolutionary period is crucial in understanding the transition from feudalism to modernity in Europe.
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2024.06.01 Introducing a competency framework for languag learning materials ...Sandy Millin
http://sandymillin.wordpress.com/iateflwebinar2024
Published classroom materials form the basis of syllabuses, drive teacher professional development, and have a potentially huge influence on learners, teachers and education systems. All teachers also create their own materials, whether a few sentences on a blackboard, a highly-structured fully-realised online course, or anything in between. Despite this, the knowledge and skills needed to create effective language learning materials are rarely part of teacher training, and are mostly learnt by trial and error.
Knowledge and skills frameworks, generally called competency frameworks, for ELT teachers, trainers and managers have existed for a few years now. However, until I created one for my MA dissertation, there wasn’t one drawing together what we need to know and do to be able to effectively produce language learning materials.
This webinar will introduce you to my framework, highlighting the key competencies I identified from my research. It will also show how anybody involved in language teaching (any language, not just English!), teacher training, managing schools or developing language learning materials can benefit from using the framework.
Operation “Blue Star” is the only event in the history of Independent India where the state went into war with its own people. Even after about 40 years it is not clear if it was culmination of states anger over people of the region, a political game of power or start of dictatorial chapter in the democratic setup.
The people of Punjab felt alienated from main stream due to denial of their just demands during a long democratic struggle since independence. As it happen all over the word, it led to militant struggle with great loss of lives of military, police and civilian personnel. Killing of Indira Gandhi and massacre of innocent Sikhs in Delhi and other India cities was also associated with this movement.
Macroeconomics- Movie Location
This will be used as part of your Personal Professional Portfolio once graded.
Objective:
Prepare a presentation or a paper using research, basic comparative analysis, data organization and application of economic information. You will make an informed assessment of an economic climate outside of the United States to accomplish an entertainment industry objective.
A Strategic Approach: GenAI in EducationPeter Windle
Artificial Intelligence (AI) technologies such as Generative AI, Image Generators and Large Language Models have had a dramatic impact on teaching, learning and assessment over the past 18 months. The most immediate threat AI posed was to Academic Integrity with Higher Education Institutes (HEIs) focusing their efforts on combating the use of GenAI in assessment. Guidelines were developed for staff and students, policies put in place too. Innovative educators have forged paths in the use of Generative AI for teaching, learning and assessments leading to pockets of transformation springing up across HEIs, often with little or no top-down guidance, support or direction.
This Gasta posits a strategic approach to integrating AI into HEIs to prepare staff, students and the curriculum for an evolving world and workplace. We will highlight the advantages of working with these technologies beyond the realm of teaching, learning and assessment by considering prompt engineering skills, industry impact, curriculum changes, and the need for staff upskilling. In contrast, not engaging strategically with Generative AI poses risks, including falling behind peers, missed opportunities and failing to ensure our graduates remain employable. The rapid evolution of AI technologies necessitates a proactive and strategic approach if we are to remain relevant.
June 3, 2024 Anti-Semitism Letter Sent to MIT President Kornbluth and MIT Cor...Levi Shapiro
Letter from the Congress of the United States regarding Anti-Semitism sent June 3rd to MIT President Sally Kornbluth, MIT Corp Chair, Mark Gorenberg
Dear Dr. Kornbluth and Mr. Gorenberg,
The US House of Representatives is deeply concerned by ongoing and pervasive acts of antisemitic
harassment and intimidation at the Massachusetts Institute of Technology (MIT). Failing to act decisively to ensure a safe learning environment for all students would be a grave dereliction of your responsibilities as President of MIT and Chair of the MIT Corporation.
This Congress will not stand idly by and allow an environment hostile to Jewish students to persist. The House believes that your institution is in violation of Title VI of the Civil Rights Act, and the inability or
unwillingness to rectify this violation through action requires accountability.
Postsecondary education is a unique opportunity for students to learn and have their ideas and beliefs challenged. However, universities receiving hundreds of millions of federal funds annually have denied
students that opportunity and have been hijacked to become venues for the promotion of terrorism, antisemitic harassment and intimidation, unlawful encampments, and in some cases, assaults and riots.
The House of Representatives will not countenance the use of federal funds to indoctrinate students into hateful, antisemitic, anti-American supporters of terrorism. Investigations into campus antisemitism by the Committee on Education and the Workforce and the Committee on Ways and Means have been expanded into a Congress-wide probe across all relevant jurisdictions to address this national crisis. The undersigned Committees will conduct oversight into the use of federal funds at MIT and its learning environment under authorities granted to each Committee.
• The Committee on Education and the Workforce has been investigating your institution since December 7, 2023. The Committee has broad jurisdiction over postsecondary education, including its compliance with Title VI of the Civil Rights Act, campus safety concerns over disruptions to the learning environment, and the awarding of federal student aid under the Higher Education Act.
• The Committee on Oversight and Accountability is investigating the sources of funding and other support flowing to groups espousing pro-Hamas propaganda and engaged in antisemitic harassment and intimidation of students. The Committee on Oversight and Accountability is the principal oversight committee of the US House of Representatives and has broad authority to investigate “any matter” at “any time” under House Rule X.
• The Committee on Ways and Means has been investigating several universities since November 15, 2023, when the Committee held a hearing entitled From Ivory Towers to Dark Corners: Investigating the Nexus Between Antisemitism, Tax-Exempt Universities, and Terror Financing. The Committee followed the hearing with letters to those institutions on January 10, 202
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3. A long report generally covers more complex
issues and is considerably longer than the short
reports.
In addition to the body (text, discussion) of the
report where details are fleshed out.
I Prefatory Sections.
II Supplementary Sections
prefatory parts include the cover and external title,
title fly and internal title, letter or memorandum
of transmittal, table of contents, and an executive
summary.
LONG REPORT
4. 12-4
Definition of Report
A report is a message or a document that
transmits information to solve problems or to
make decisions. When information is sent in
the form of message, it becomes the oral
report whereas; when information is sent in
the form of a document it is called written
report.
5. 12-5
Definition of Report
“A report is a written or oral message
presenting information that will help
a decision maker to solve a
business problem.”
“A report is a communication from
someone who has some information
to someone who wants to use that
information.”
6. Report and Formal Report
A report is a planned, organized, factual
presentation of information prepared for
a specific purpose and for a specific
audience.
A formal report is prepared for a
decision-making audience and typically
requires in-depth investigation and team
collaboration.
7. Documentation within the report is of two types:
explaining (referring to content) or citing (quote)
the Sources of your information. Important here
is your decision as to the format of your citations.
Make a decision early to establish a consistent
style, perhaps following the format of the
Modern Language Association (MLA) or that of
the American Psychological Association (APA).
One of two commonly used style guides for formatting research papers..
LONG REPORT
8. Long (Formal) Report
I Prefatory Sections.
II Supplementary Sections.
III Presentation of the long Report.
9. All fields of research agree on the need to document *scholarly
borrowings, but documentation conventions vary because of the
different needs of scholarly disciplines.
MLA style for documentation is widely used in the humanities,
especially in writing on language and literature. Generally simpler
and more concise than other styles.
MLA style has been widely adopted by schools, academic
departments, and instructors for over half a century.
The association's guidelines are also used by over 1,100 scholarly
and literary journals, newsletters, and magazines and by many
university and commercial presses.
The MLA's guidelines are followed throughout North America and
in Brazil, China, India, Japan, Taiwan, and other countries around
the world.
*Visiting scholars are asked to be sure to return all library materials before leaving the University.
Modern Language Association (MLA)
10. The American Psychological Association is the
largest scientific and professional organization
representing psychology in the United States.
APA is the world's largest association of
psychologists, with more than 1,34,000 researchers,
educators, clinicians, consultants and students as its
members.
The mission of APA is to advance the creation,
communication and application of psychological
knowledge to benefit society and improve people's
lives.
American Psychological Association (APA).
11. Be aware, however, that many business
reports have few or no *citations (certification/
records).
Finally, effective presentation of your long
report is easier today with word processors.
When using a word processor ? writing,
editing, revising, and typing the report is
your final task. Also, be sure to apply the
seven C‘s.
*A quotation from or reference to a book, paper, or author, esp. in a scholarly work.
LONG REPORT
12. Long Report
Long report is simply an expansion of a shorter
report.
Major differences in the long report involve greater
length and depth of discussion of more complex
problems.
Some long reports extend from a few pages to
several hundred - even into several volumes of
information.
13. Long Report
A report to a U.S. nuclear regulatory commission
was 180 pages.
A report to a utility company on building a new power
generating system included eight volumes.
A report to the home country manager of an Asian oil
company recommending expansion into India was in
excess of 200 pages.
14. Long (Formal) Report
A formal report does not mean more formal
language.
It means the report is more detailed, more
complex in structure.
Consequently, long reports demand more
preliminary collecting, sorting, interpreting,
writing, and editing and creation of visuals
than short reports.
15. Formal language
You tend to find formal language in academic
journals or official documents and notices where
it brings an extra degree of seriousness to the
subject. As a general rule, it isn't appropriate for
everyday situations.
Here are some examples of formal words with
their equivalents in standard English - notice
that the formal words are often longer than the
standard terms.
16. Standard English Formal English
Think Cogitate
Buy Purchase
Food Comestibles
Poor Penurious
Hate Abominate
Fee, Salary Emoluments
A drink Beverage
Using formal English in everyday situations can make
your writing sound pompous (self-important) or pretentious. You
may also make what you've written sound unintentionally
funny, as some writers deliberately (intentionally) choose formal
vocabulary to create a comic effect (causing laughter or amusement) .
Examples of formal words
17. Long (Formal) Report
Long reports are a mix of informative and persuasive
information.
A long report may also be called "formal," but not
formal in the sense of language usage.
In fact, the principles of the seven C's may also be
applied.
18. Long (Formal) Report
We label a Report Formal when it includes
More detail,
More prefatory information,
More Visuals, and
More supplementary forms of support.
Topics are often involved and complex.
19. Report Functions
An informational report presents the facts but does not
analyze the information, draw conclusions, or make
recommendations.
Annual report—summarizes a company’s
accomplishments, finances, and significant events
Progress report—updates status of a project
Travel or trip report—summarizes travel agenda
Minutes—record of proceedings of a meeting
20. Report Functions
An analytical report presents information, analyzes
the information, draws conclusions, and sometimes
includes recommendations.
Feasibility report—examines a proposed course of
action
Justification report—explains or recommends an
action
21. Formal Report
A formal report is prepared for a decision
making audience and typically requires
in-depth investigation and team
collaboration.
A formal report includes three parts:
Preliminary parts precede report body.
Report body contains information and
visuals to support the report objective.
Supplementary parts follow the report
body.
23. 12-
23
Types of Report
Bases of Classification Type of Reports
1. Legal Formalities A. Informal report
B. Formal report
2. Use / Intent / Function A. Informational report
B. Analytical report
3. Source A. Voluntary report
B. Authorized report
24. 12-
24
Types of Report
4. Frequency A. Daily report
B. Periodic report
C. Special report
5. Target audience A. Internal report
B. External report
6. Length A. Long report
B. Short report
25. 12-
25
Contents of A Long Report
1. Prefatory parts
2. Body of the Report
3. Supplementary parts
26. 12-
26
Contents of A Long Report
Major Sections Contents /Parts in each
section
1. Prefatory parts
a) Cover page / Title Fly
b) Title page
c) Letter of transmittal
d) Acknowledgement
e) Table of contents
f) Executive summary
27. 12-
27
Contents of A Long Report
2. Body
a) Introduction:
Problem statement
Objectives of the report
Scope of the study
Methodology (Sources and
Methods of collecting data)
Limitations
b) Findings
c) Conclusion
d) Recommendations
28. 12-
28
Contents of A Long Report
3. Supplements
a) Bibliography
b) Appendices
c) Glossary
29. When you are asked to write a Report
Recognize clearly what is expected from you; issues, problems,
purpose and scope.
Realize who your audience is.
Get an idea of the sources available to you.
Understanding when should you complete the report (deadline).
Be sure of financial and time constraints; costs, travel, release
from work.
Ask if periodic progress reports are required.
30. PREFATORY
SECTIONS
•Cover and External
Title
•Title Fly and
Internal Title
•Letter of Transmittal
•Table of Contents
•Executive Summary,
Abstract, Synopsis
THE REPORT
PROPER
•Introduction
•details
•Conclusion
SUPPLEMENTARY
SECTIONS
•Bibliography
•Footnotes and
Endnotes [Citations
•Appendix
•Glossary
•Index
PRESENTATION
OF THE LONG
REPORT
•Writing the First
Draft
•Editing and
Revising the
Rough Drafts
•Typing the Final
Document
31. Preliminary Parts
Title page—title, author, affiliation, date, receiver
Transmittal message—official submission of
report
Table of contents—page numbers of report parts
List of illustrations—titles and page numbers of
visuals
Executive summary—summary of key points
32. Report Body
Introduction—statement of authorization,
purpose, background, scope (capacity),
limitations, research sources, order of
presentation
Text—details to support objective
Terminal section or conclusion—summary of
key points, conclusions, and
recommendations
33. Supplementary Parts
References (APA) or works cited (MLA) –
alphabetical list of sources cited
Appendix—supplemental information not necessary
to understand the report or too lengthy to include in
the body
34. Long (Formal) Report
I Prefatory Sections.
II Supplementary Sections.
III Presentation of the long Report.
35. Long (Formal) Report
I- Prefatory Sections.
1. Cover and External Title
2. Title fly and Internal Title
3. Letter of Memorandum of transmittal
4. Table of contents
5. Executive Summary
6. Abstract
7. Synopsis
36. 1 - Cover and External Title
Many reports combine the cover page
and title page as the firs page. You can
even purchase professionally produced
covers that have space for a title.
Even large companies have reports
printed with special, visually appealing
covers.
37. Five suggestions
A report title should indicate briefly and clearly what
the report covers.
Your reader get an initial impression in the title: Give
careful thought to being concise and clear
Here are five suggestions
1. Remember the five W's:
Who, What, When, where, why
38. Example Remember the five W's
As an example, suppose your report discusses a
strategy for a company called Life Plus that markets
exercise bicycles in Canada.
You could use this analysis:
Who Life Plus
What Marketing strategy
When 2013
where, Canada
why To increase sales
A new Marketing Emphasis for 20xx Canadian
Sales Canadian Sales ways to Improve our
market.
39. Five suggestions for Report cover
1. Remember the five W's:
Who, What, When, where, why
2- Keep title short. Eight to ten words is desirable try
to omit articles the, a, an – whenever possible
3- Consider subtitle, often indicate with a colon.
4. Avoid title that are vague, (unclear)
extremely short:
5. Eliminate judgment terms.
40. 1- Cover
Purpose is to protect the contents of the
report
Presents the Title
Writer’s name
Date of submission
Company’s name and/or logo
41. 2- Title page
A title page is the front page of report.
Contains title and subtitle
“prepared for” name, title, address of person for whom
report is intended
“prepared by” author’s name, title, company, dept.,
address, phone, fax
Date of submission
42. Title Page
1. the title of the report
2. the name, title and address of the person group that
authorized the report prepared for submitted to
3. the name, title and address of the person, group etc that
prepared the report, prepared by, submitted by
4. the date on which the report was submitted.
The title page signals the readers by giving the report title,
author's name, name of person or organization to
whom the report is addressed, and date of submission. Choose
title information but not long, A Report of, A Study of, or A
Survey of
43. 2 - Title fly and Internal Title
Title Fly
It is a plain sheet of paper with the title of the
report on it.
Contains only the report title and is optional,
follows cover page
By definition the title fly is simply the sheet of
paper between the cover and the internal title
page. Immediately following that page is the
internal title page, which has four parts: the title as
stated on the exterior cover, the recipient of the
report, the preparer, and the date.
44. 3 - Letter of *Memorandum of
transmittal
A cover letter or cover memorandum are names for
the first prose (writing style) document of a report.
Regardless of the formality of the report, it is
conventional (predictable) to address the receiver of the
report as if you're. writing a letter as "Dear." Before
looking at the five parts of a transmittal message,
It is an enlightening (informative) review of how a Middle
East country handles a salutation in a cover letter.
Most transmittal messages have five parts.
*Message, Communication
45. Five parts of a transmittal message
Most transmittal messages have five parts.
Authorization, include the name of the group or
individual who requested the report
Transmittal Details
Background, Methodology
Highlights
Courteous Ending
46. 3 - Transmittal Letter
Explains the purpose and content of the report
Precedes the title page
Acknowledges those who helped with the Report (if
any)
Highlights parts of the report that may be of special
interest
Discuss any problems
Offer any personal observations
47. 3 - Transmittal Letter
It explain the report directly to the
reader
It present an over view to reader.
Written in informal tone.
Generally close with goodwill messages
48. Letter of Transmittal Template
MIDWESTERN RESEARCH, INC.
1732 Midday Avenue
Chicago, IL 60607
Telephone: 312.481.2919
April 13, 2005
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
49. Letter of Authorization
A document requesting for
preparation of report
Specifies problems scope and time,
money special instruction and due
date.
Letter of Acceptance
It confirms time, money, restrictions
and other detail.
50. 4 - Table of contents
This table outlines the text and list Prefatory Parts
1. List preliminary items (transmittal letter, abstract) in
your table of contents, numbering the pages with
small roman numerals. (List items that appear at the end
of the report, such as glossary, appendix, notes and
bibliography section; number these pages with Arabic
numerals, continuing the page sequence of the report
proper, where page no. 1ist the first page of your report
text.
2. Include no heading in the table of contents not listed
as headings or subheadings in the report; your
report text may, however, contain certain sub-headings.
3. Use different types of styles and indentations to show
the various levels of heads.
51. 4 - Table of contents
List of headings along with the page numbers
Helps readers to find what they want and see the
overall organization and approach of the report.
52. TABLE OF CONTENTS
Executive Summary........................... 1
Introduction ....................................... 2
Background
Purpose
Scope
Research Questions
Report Organization
Research and Analysis...................... 4
Methodology
Findings
Conclusions & Recommendations..... 6
Appendices........................................ 7
Appendix 1: Survey questions
Appendix 2: Client proposal
Appendix 3: PowerPoint slides
Table of content Template
53. Summary
Summary
If you have a large book containing a story or a play, you are not
tempted to go for it thinking it would consume a lot of time.
However, if there is a short version of the same play or story
containing the main points, most people evince (show) interest and
read it. Thus, summary is nothing but rewriting a work of prose to
make it short and condensed.
There is no attempt by the person writing the summary to be
judgmental, and he does not pass a personal remark or opinion. He
tries to present the viewpoint of the author just keeping it short.
Summary is quite short, maybe just a page or two at the maximum
no matter how long a work like a story or a play may be.
54. Synopsis
Synopsis is more or less the same as a summary as it
has been defined in various dictionaries as an outline,
condensation, or even summary of the main points of
a work, book or an article. Synopsis carries the gist
(general idea) of a work of prose (text) without presenting the
viewpoint of the writer of the synopsis.
Both synopsis and summary retain the viewpoint of
the author, but a summary is very short, may be a
page or two long but synopsis can be at time 25-30
pages long.
55. 5 - Executive Summary
Reviews the essential points of a report
Subject
Purpose
Scope (range)
Methods
Conclusions
Recommendations
Provides the reader with enough information to
make an informed decision
Usually 10% of the length of the report
56. Check that you have
given a brief
background
statement
Ask yourself: Have I
analyzed the data
carefully?
Be sure that the
causes you attribute
to the issue are
established
Give thought to
including criteria that
solutions should
meet
Know if your reader
desires
recommendations
up-front or in the
terminal section
Include. If
desirable, budget
and time frame
implications
An executive Summary should be able to stand alone
57. Synopsis or Executive Summary
A synopsis is a brief overview (one page or less) of
report's most important point. It is also called
abstract. Executive summary is a fully developed mini
version of the report and is comprehensive.
1. Make your summary able to stand alone in
meaning a mini-report
2. Make it intelligible to the general reader. Readers
of summaries will vary widely in expertise, perhaps
much more than those who read the report itself.
So translate all technical data into plain English.
3. Add no new information. Simply summarize the
report
4. Stick to the order of your report
5. Emphasize only major points
58. 6 - Abstract
Condensed version of the writing that highlights the
major points covered
Concisely describes the content and scope of the
writing
Reviews the contents in an abbreviated form
Abstracts can be descriptive or informative
59. 6 - Abstract
Descriptive Abstract
Provides
Purpose
Methods
Scope
Dose not provide
Results
Conclusions
Recommendations
Introduces the subject to the readers
Brief (< 100 words)
60. 6 - Abstract
Informative Abstracts
Communicate specific information from the report
Purpose
Methods
Scope
Results
Conclusions
Recommendations
Allow readers to decide whether they need to read the
entire report
Brief (no longer than 250 words)
61. List of Illustrations
For simplicity sake, some reports prefer to
include all visual aid as illustration or
exhibits.
Put the list of figures and table on separate
page if they won't fit on one page with the
table of content.
62. List of Illustrations
Illustrations along with page numbers
Two categories
List of figures
List of tables
Appears on a separate page immediately
following the table of contents
Title and page number of every illustration
must be included
Lists all figures and pictures..
63. Supplementary parts of a long report include (if
needed) a bibliography, footnotes or endnotes
(citations), if they are necessary; appendixes; a
glossary, if needed; and an index, if the report
is especially long.
Supplementary parts of
Long Report
64. A formal report includes three parts:
Preliminary parts precede report body.
Report body contains information and
visuals to support the report
objective.
Supplementary parts follow the report
body.
Formal Report
65. Preliminary Parts
Title page—title, author, affiliation, date, receiver
Transmittal message—official submission of report
Table of contents—page numbers of report parts
List of illustrations—titles and page numbers of
visuals
Executive summary— summary of key points
66. Report Body
Introduction—statement of authorization,
purpose, background, scope (capacity),
limitations, research sources, order of
presentation
Text—details to support objective
Terminal section or conclusion—summary of
key points, conclusions, and
recommendations
67. Supplementary Parts
References (APA) or works cited
(MLA) – alphabetical list of sources cited
Appendix—supplemental information not
necessary to understand the report or
too lengthy to include in the body
68. Long (Formal) Report
1 Prefatory Sections
A. Cover and External Titles
B. Title Fly and Internal Title
C. Letter or Memorandum of transmittal
D. Table of Contents
E. Executive Summary, Abstract,
Synopsis
*Fly (wing)
69. II- Supplemental Sections
A. *Bibliography
B. *Footnotes and Endnotes *(Citations)
C. *Appendix
D. *Glossary
E. *Index
*Bibliography (A list of books and articles on a subject)
*Citation (Document),
*Appendix (Preface).
*Glossary (Vocabulary, word list,)
*Index (Catalog, guide, key)
70. Bibliography
• a list of
sources you
cited as
documentatio
n for relevant
content in
your report
Footnotes and
Endnotes
[Citations]
• Footnotes
and Endnotes
That Explain
• Foot notes
and end
notes that
identify
source
Appendix
• Visuals,
graphs,
exhibits,
copies of
questionnaire
s, or
pamphlets
that are
unnecessary
for
understandin
g, but useful
for references
Glossary
• Definitions /
explanation of
terms if
necessary.
• This is
included at
the end
• Mention in
the TOC that
a glossary is
attached
Index
• It lists topics
alphabetically
and guides
the reader to
various places
that discuss
certain
subject
matter in the
report
71. Endnote and Footnote
A footnote will contain the source of the information,
or additional information about the text contained the
document.
An endnote is additional information or credits given
at the end of the document instead of at the end of
each page.
72. 12-
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Contents of A Long Report
Major Sections Contents /Parts in each
section
1. Prefatory parts
a) Cover page / Title Fly
b) Title page
c) Letter of transmittal
d) Acknowledgement
e) Table of contents
f) Executive summary
73. Definition of PREFATORY
Relating to, or constituting a preface (introduction)
prefatory.
Introductory to a book, essay
Examples of PREFATORY
The speaker made some prefatory remarks.
Each chapter in the book has a prefatory *quotation
(reference).
*Quotation. (Reference, line, passage, Quote).
74. PREFATORY SECTIONS
Someone within your (organization requests that you
investigate a problem.
Someone requests information.
The request may be simple, often oral:
"Look into the issue of salary levels among our
personnel in Pakistan.
"Give me a report on changes in retirement benefits.
"Submit to the Board some options on computer
hardware."
75. Writing in ones second language is *considerably
more difficult than writing in one’s *native language.
Often the required report is first written in the native
language of the foreign *subsidiary and then
translated into English.
*Considerably (Significantly, very much)
*Native ( National, local, Resident)
*subsidiary ( Secondary, additional, Supplementary)
PREFATORY SECTIONS
76. Cover and External Title
Even large companies have reports printed with
special, visually appealing covers.
Many reports combine the cover page and title page
as the firs page.
You can even purchase professionally produced
covers that have space for a title.
77. Introduction
Context—basic background information
Purpose—what report is intended to accomplish
Scope—what report covers (and perhaps what it
doesn’t cover)
Procedures—how report was compiled (especially
how information was gathered).
Limitations—problems, shortcomings, items not
covered in report
78. Body
Problem
Explanation and breakdown
Background/causes
Negative effects
Solutions
Explanation and breakdown
Implementing the solutions
Benefits
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Contents of A Long Report
2. Body
a) Introduction:
Problem statement
Objectives of the report
Scope of the study
Methodology (Sources and
Methods of collecting data)
Limitations
b) Findings
c) Conclusion
d) Recommendations
80. Conclusion
Summary of Findings—summary of
information about problem and solutions from
body of report
Recommendations—list of specific steps the
reader should now take to implement
solutions
81. Transmittal Document (1 page)
Letter or memo that accompanies report
Brief summary of report context and contents
Thanks reader for cooperation/interest
Builds positive relationship with reader
Uses standard forms
82. Title Page (1 page)
Title of report
Name and title of writer
Name and title of reader
Name of company or organization
Date of submission
Centered on page
83. Abstract
Summary of report’s contents and
recommendations
Designed to stand alone
Formatted as one paragraph
Abstract as title
84. Table of Contents
List of all headings exactly as they appear in
report and starting page numbers
Lower case Roman numerals (i, ii, iii, iv, etc.) for
front matter, beginning with list of illustrations
Arabic numerals (1, 2, 3, etc.) for rest of report
Table of Contents or Contents as title
85. Glossary
Defines all potentially unfamiliar words,
expressions, or symbols
Need determined by audience
Alphabetizes terms
Lists symbols in order of appearance
86. Back Matter—after text of report
Appendixes:
An index is an alphabetical list of names, places and
subjects mentioned in the report, along with the page
on which they occur. They are rarely included in
unpublished reports.
Bibliography:
A bibliography is a list of source materials on a
particular subject. In a formal report it shows what
books and other library materials were consulted and
it includes all the works mentioned in the footnotes.
87. Appendixes
They contain material related to the report
but not included in the text because they
were lengthy or not directly relevant. They
include:
1. Statistics or measurements
2. Maps
3. Complex formulas
4. Long quotations
5. Photographs
6. Related correspondence (letters of inquiry etc.)
7. Texts of law, regulations etc.
88. Appendixes
Supplementary material, such as interview
questions, survey questions, additional figures
and illustrations, copies of relevant sources,
other relevant documents (anything that you
want the reader to have access to but that
doesn’t fit directly into your report)
Includes title listed on Table of Contents (e.g.
Appendix A: Interview Questions for Bill Gates)
Each appendix a separate page or pages
89. Bibliography
As part of the reference matter, it follows the
appendix or appendices.
List of sources
Title and format depend on specific documentation
format
APA (American Psychological Association)—
References
MLA (Modern Language Association)—Works Cited
90. Index
A alphabetized list of report topics that
includes the page on which the topic
appears
Usually reserved for long, complex
reports.
91. 12-
91
Contents of A Long Report
3. Supplements
a) Bibliography
b) Appendices
c) Glossary
c) Index
92. III- Presentation of the long Report
A. Writing the first draft.
B. Editing and revising the first draft.
C. Typing the final document.
93. Writing the
First Draft
Introduction
Body or Text
Apply 7 Cs
Editing and
Revising the
Rough Drafts
Re-visit your
document after
a day
The best
writers revise
and re-write
many times
Typing the
Final
Document
Overall
Appearance
Spacing
Margins
Pagination
PRESENTATION OF THE LONG REPORT
94. Report-Writing Mechanics
Margins
2-inch top margin on first page of report body,
each preliminary part, and each supplementary
part
1-inch top margin on all subsequent pages
1-inch bottom margin on all pages
1-inch side margins or 1.5-inch side margin for
left-bound reports
95. Report-Writing Mechanics (continued)
Spacing
Double space and indent paragraphs or single
space and double space between paragraphs.
Center title page vertically and horizontally;
provide equal white space between elements.
Double space table of contents.
Align first line of each reference at left margin and
indent subsequent lines of each reference.
96. Report-Writing Mechanics (continued)
Reference and Parenthetical Citations
Enclose direct quotes in quotation marks.
Indent lengthy quotes from the body.
Credit quotes and paraphrases both in the
document and in the References or Works Cited.
Enclose parenthetical citations in parentheses
97. Report-Writing Mechanics (continued)
Pagination
Preliminary parts numbered with lowercase roman
numerals (ii, iii, iv, etc.)
Report body and supplementary parts numbered
with Arabic numerals (2, 3, 4, etc.)
Transmittal message neither numbered nor
counted
98. What to Do First When Asked to
Complete a Report
1 Recognize dearly what is expected of you:
Issues, problems, purpose, scope.
2. Realize who your audience of readers will be.
3. Get an idea of sources to which you may turn.
4. Understand when the report is to be completed.
5. Be sure of financial and time constraints:
costs, travel, release from work.
6. Ask if the authorizer wants progress reports.
99. 12-
99
Steps in Writing Report
1 - Selecting a report problem
2- Determination of purpose
3. Developing a working plan
4. Collection of information
5. Organizing information
6. Interpretation of information
100. 12-
100
Steps in Writing Report
7. Recommendation
8. Selecting the Method of writing
9. Making the outline
10. Preparing the final draft