Executive Summary: The report is condensed in the executive summary; also referred to as the synopsis, epitome, or précis. For our purposes we will refer to this portion of the report as the executive summary. This is the portion of the report that summarizes all of the essential ingredients in the report and includes the major facts, primary analyses and conclusions. Remember that this may be the only part of the report that is read but must also serve as a preview or review for the reader who will thoroughly read the report. The length of the executive summary is about one eighth of the report and relies on concise, lively writing. It is written after the full report and simply takes parts of the report in order and length and reduces them. For the most part the executive summary takes the report in order and simply reduces it but in some cases the writer may have a reason for setting up the executive summary in an order different from that of the report. Either direct or indirect order is appropriate for the executive summary. When written in the direct order the executive summary shifts the major findings, conclusions, or recommendation to the major position which is the beginning then the summary moves to the introductory parts and through the report in normal order (see figure 10-2 on page 157 of the textbook which illustrates both orders).
For this assignment you will include an executive summary. It should be written in either direct or indirect order. REMEMBER: the executive summary is written last even after the conclusion is constructed.
The Report: The contents of the report can follow any number of general arrangements. The most important factor is that it makes sense for the reader and that the writer has a logical reason for placing the report in that order.
For this assignment you will write a formal report. It should be written in either direct or indirect order depending on the subject matter and the audience and will include all of the following parts.
Introduction: The introduction prepares the reader to receive the information and provides the orientation process concerning the contents of the report. The introduction always starts with a statement of the problem. The introduction should help the reader understand and appreciate the problem.
The introduction content possibilities vary but should advance the tone of the report. You will want to consider the following general topics:
1. Origin of the report – the first part of the introduction should include a review of the facts of authorization.
2. Purpose – vital to the report is the purpose of the report. It is important to tell the reader the purpose of the report.
3. Scope – this is the boundaries of the problem that describe the exact coverage of the problem in clear, succinct language.
4. Limitations – there can be cases when the limitations are important enough to warrant presenting them in a separate section from the introduction. Limitations could include an inadequate supply of money for conduction the investigation, insufficient time for doing the work, unavoidable conditions that hampered objective investigation, or limitations inherent to the problem being investigated.
5. Historical Background – More often than not knowledge of the history of the problem can be crucial to understanding the report. This is the opportunity the writer has to provide the reader with the information about the issues that are involved in the problem. The reader can be oriented and receive clarification concerning the report situation. Therefore, the report writer may want to include a section on the historical background of the problem in the report.
6. Sources and Methods of Collecting Data – It is important to tell the reader how the report information was collected. For example, if research was utilized then major publications that were used will need to be identified. If interviews or questionnaires were used the writer will want to provide the reader with information concerning sample determination, questionnaire construction, procedures followed, facilities that were used for checking returns etc. (it will be easy to access reports that are published on the web that contain such information and utilize language concerning processes that can easily be transferred into your reports).
7. Definitions – If the report utilizes terms and language not common to the reader these terms should be defined in the report in a way that does not “talk down” to the reader. There are two ways to provide definitions in a report. The first is to define each word as it is used and the other way is to develop a special section in the introduction for definitions that provides descriptions of unfamiliar terms and usages of those terms.
8. Report Preview – In long reports it is useful to use a preview (in this assignment you will want to utilize a preview) telling the reader how the report will be presented; what topics will be discussed first, second, third etc. This section should also contain reasons why this order was followed. Doing this provides the reader with a road map allowing them to logically relate to the topics as they are read.
Report Body: This is the portion of the report that presents the information collected and relates it to the problem (see pages 170-177 in the textbook). This section is the report and as such comprises the major portion of the report’s content. The report body presents and analyzes the information gathered drawing conclusions.
Report Ending: Reports can be concluded in a number of ways. A report can end with a summary, a conclusion, a recommendation, or a combination of all three.
1. Ending Summary – Reports that do little more than present information usually include an ending summary of the major findings or research. This ending summary is less complete than an executive summary and is usually confined to reviewing highlights or facts of the report. Longer formal reports can have minor summaries at the end of each major division of the report in order to keep the reader focused and on track.
2. Conclusions – The report conclusion answers what the writer said they wanted to accomplish in the problem statement. The structure for presenting conclusions varies by the nature of the problem. The conclusion comes at the end of the report unless the report is written in direct order. In some cases conclusions can be listed according to the findings discussed in the report, the most important conclusions might be placed first or combined with recommendations. In cases where the conclusions are obvious they may be omitted (especially where including them will seem to be “talking down” to the audience) in this case conclusions may be omitted and only recommendations or summaries are then presented.
3. Recommendations – The recommendations section is the writer’s interpretations based on the conclusions. Recommendations should be included when readers want or expect them or when recommendations are requested. When it is appropriate, the writer should include who should do what, by when, where, why, and sometimes how it should be done. If an alternative course of action exists it should be presented. Because the writer is familiar with the findings it is their responsibility to state the desired action(s) that should be taken never leaving the reader(s) to choose their own course.
Appended Parts: Appended parts should only be added when needed. The appended parts section is determined by the specific needs of the problem and can contain an appendix and or a bibliography.
Appendix: The appendix contains information that indirectly supports the report. REMEMBER: Any information that directly supports the report belongs in the main text of the report. Additionally, charts, graphs, tables, data sets etc. usually belong in the text of the report body as they are the visual representation of the data that relates to the text and supports the assertions made within the report that supports the findings. Placing charts, graphs, tables, data sets etc. in an appendix only serves to make readers thumb through many pages to find illustrations to the facts that they read in the report body.
Bibliography: Sometimes investigations heavily use research, both library and internet; in such cases it is highly advisable to utilize a bibliography. Information on construction of a bibliography is discussed in Chapter 13 beginning on page 234. The bibliography contains the list of secondary research that is footnoted with the sources listed. Not only is it imperative to give credit to sources but documenting and listing secondary sources provide valuable information to the reader(s). Chapter 13 deals with quoting and paraphrasing; when to acknowledge; how to acknowledge; electronic documentation; standard reference forms; footnotes; and the differences in Chicago, APA, and MLA citation formats.
Length and formality characterize long reports. Long formal reports usually concern major investigations, which is why they need to be long. Formal reports are usually written for high-level administration; this explains their formality and their length. However, when statistics from an investigation are utilized in order to provide information and knowledge, the formal report sets the writer apart from the facts and thus creates a sense that the writer is not seeking a particular outcome but merely presenting information for consideration leaving the reader/receiver to draw their own conclusions.
In constructing the report the writer has a number of components with which to work. Your team will need to make the decision concerning which components will be included in your report (see figure 10-1 on page 152 of the textbook for the “parts” of a report based on its formality). Your team will need to determine the number of parts for your report (an outline and discussion of each potential part of a report starts on page 158 in the textbook).
Chapter 10 contains an illustration of a long, formal report, thus providing a detailed example of all the parts of a report (starting on page 163 of the textbook). Remember, depending on the length and formality of your team’s report, portions of this example might not be needed – which parts to use will need to be determined by your team except where noted that these parts should be included.
You may change the name of your organization but you cannot change the scenario for your report; additionally, you cannot change the recipients of your report. You will need to choose the format for your report including margins, font size, and typeface. You will need to create a logo for your company/organization that is displayed on your memorandum forms and elsewhere in your report; you will also include your company’s/organization’s logo on your PowerPoint slides (for your oral report).
Physical Presentation of Reports:
The appearance of the report forms an impression on/with the reader(s). Neat work gains favorable impressions whereas untidy work gains unfavorable impressions. A neat well-arranged document is easy to read and provides the reader with the impression that the writer is competent when the work is professionally done. This attitude of the reader forms their receptiveness to the information that the writer seeks to communicate. The reader’s receptiveness and impression that the writer is competent then becomes part of the message.
General information: Paper is usually the best media choice for reports. E-mail and fax do not assure good appearance. The content, color and size of the paper also communicate the overall quality of the report.
The graphic layout of the text and the visuals/graphics need careful attention to the elements that can affect the reader. External spacing is the white space around the text copy. The commonly accepted ratio of white space to text on a page is 1:1 for readability. It is important to consider balance and symmetry as the report is designed. Internal spacing refers to vertical and horizontal spacing on the page. Kerning is used to space between letters and leading controls space between vertical lines. Another way to determine white space is the use of margins. Type is aligned left, right or center of the page through justification. Recent studies show that left-justified type is easier to read as it is what we are most accustomed to seeing.
The standard layout for a conventional page is 1-inch top and side margins for double spacing and 1 ¼ to 1 ½ inches for single spacing. Bottom margins are 1 ½ times the side margins. Both double and single spacing are acceptable. Double-spaced text should be indented and single-space text should be in block format (see Figure 12-4 and 12-5 on pages 216 and 217 of the textbook). The number of indentation spaces is optional but it is important to be consistent. A good rule is to tab once to indent for consistency.
Physically attractive reports communicate better. Neatness is essential as the appearance of the report reflects the writers work philosophy. In general typefaces are classified as serif or sans serif. Use serif type for text and san serif for headings. It is important for the writer to remember that the report should be attractive and not cluttered. Type should be used to distinguish headings from the text portion of the report. Heading choices are 1) centered, 2) marginal, and 3) run-in (see Figure 12-9, page 223 in the textbook). It is important to use a logical combination of type and position for headings.
There are two systems of numbers that are used in written reports. Prefatory pages are numbered in small Roman numerals and text pages are numbered in Arabic numerals. If the report is bound at the top, numbers should be placed at the bottom of the page. If the report is left-bound, numbers should be placed in the upper right corners of the pages.
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