2. • Cover
• Title page
• Letter of transmittal
• Table of contents
• List of figures
• Executive summary or abstract
• Introduction/Opening
• Body/Findings
• Conclusions/Closing
• Recommendations
• Appendix
• Notes
• Bibliography/References
• Generally optional in informal
reports but a must in formal
reports
• Generally appearing in informal
reports
NOTE:
• Most business reports are short
and informal
• Your report will contain these four
components (you do not need to
include the formal cover and title
page etc.)
Components in Formal and Informal Reports
Your Report Will Include the RED Items Below…
Your Headings:
4. Indirect Strategy
• When the conclusions and recommendations appear at the end
of the report, the organizational strategy is indirect
• Indirect reports usually begin with an introduction or
description of the problem, followed by facts and
interpretations by the writer, and ending with conclusions and
recommendations
• This strategy is helpful when readers are unfamiliar with the
content, or if they must be persuaded, or when they may
respond with anger, hostility, or disappointment
• Many readers prefer the indirect strategy because it seems
logical and mirrors the way they solve problems
5. • Your Report will bring together the elements of professional
writing that we have studied thus far:
• Professionalism and attention to detail
• Reader-centered focus
• Credible research and acknowledgement of sources
• Will include 4 headings:
• Introduction/Statement of Problem
• Findings
• Discussion/Analysis
• Recommendations
Your Report: Format
6. 1. Pick an issue that interests you, or something that you think
needs to be fixed, or something that you complain about
constantly to your friends!
2. Prewriting questions to direct your research:
1. What is a problem or issue that you’re concerned about?
2. Why do we need to deal with this problem?
3. What potential solutions or courses of action do you already know
about?
4. What questions do you have about this issue?
Your Report: Choosing a Topic
7. • Begin with a general statement about what problem or issue you
have chosen and why you have chosen it
• Refer back to the rhetorical strategies we discussed for Close Reading #2
• Is your introduction a good place to appeal to the reader’s intellect? Do you want
to tug on his or her heart-strings? Do you want to establish your credibility?
• Keep your purpose in mind: you ultimately seeking to persuade your
reader to adopt a certain course of action—be persuasive!
• Keep your audience in mind: is your report writer or reader focused?
• How can you shift your approach to maintain focus on the reader’s needs and
potential responses?
• Your purpose and your audience will definitely affect the way you begin
Introduction/Statement of Problem
8. • This is the moment when you dazzle the reader with your
research
• You also have an opportunity to establish your own credibility here
• Let the experts do the work of supporting your introductory
arguments and persuading your reader
• It is essential to have quality research if you want to impress and
persuade
• Maintain an objective tone as you present your findings
• This will prevent you from sounding biased or preachy
Findings: Presenting your Research
9. • Keep your purpose in mind: does the research you are
presenting actually support your arguments?
• Keep your audience in mind: are there any fears or
concerns that you could address to reduce reader
resistance?
Findings: Presenting your Research
10. • Build on the research by analysing the pros and cons,
discussing cause and effect relationships, and answering
questions your reader might have
• Be sensitive and tactful in how you broach the subject matter,
particularly if your audience might be resistant to your
argument or feel judged if they are doing something “wrong”
Discussion/Analysis
11. • Provide constructive, positive, objective
recommendations that your reader can act upon
• Avoid negative or accusatory language
• Suggest actions and how these actions can be
implemented
• Focus on recommendations that are practical, and
actions that are feasible and acceptable to your
audience
• Avoid conditional words such as maybe and perhaps
Recommendations
12. Conclusion:
Survey results show that the biggest student complaint centered on
long registration lines.
Recommendation:
Implement a registration reservation system in which students sign up
for specific registration time slots.
Note the positive, objective language used in the above
recommendation. Avoid negative or accusatory language in your
report.
Sample Recommendations
13. In addition to following the indirect structure and using the
memo/email format,
• Remember to use graphic highlighting and nesting when
appropriate
• Avoid dense blocks of text
• Use appropriate and consistent headings
• Include a references page for any outside websites or resources
that you use in your report
Readability and Visual Hierarchy
14. • Pick an issue or a topic that is important to you rather than
something that seems “easy”
• You will spend a lot of time on your report and your final
presentation will be based on your topic
• Your enthusiasm (or lack thereof) will be apparent in your work
• Enthusiasm is always persuasive!
• If you choose a subject that keeps your interest, you are more
likely to keep the attention/interest of your audience!
Final Considerations:
