Long Reports Module Twenty Four McGraw-Hill/Irwin Copyright © 2014 by The McGraw-Hill Companies, Inc All rights reserved Learning Objectives LO 24-1 Organize time for report writing LO 24-2 Apply strategies for report section writing LO 24-3 Compare and contrast formats and styles for long reports 24-2 Parts of a Full Formal Report 24-3 I’ve never written anything so long How should I organize my time?  Think about the parts of the report before you start writing  Much of the Introduction comes from the proposal with only minor revisions: Purpose, Scope, Assumptions, and Methods  The proposal bibliography can form the first draft of the list of Works Cited 24-4 I’ve never written anything so long How should I organize my time?  Save a copy of questionnaire or interview questions to use as an appendix  As data is tallied and analyzed, prepare an appendix summarizing all the responses to the questionnaire, figures and tables, and a complete list of Works Cited 24-5 I’ve never written anything so long How should I organize my time?  Write the title page and the transmittal as soon as you know what the recommendation will be 24-6 I’ve never written anything so long How should I organize my time?  After you’ve analyzed the data, write the Executive Summary, the body, and the Conclusions and Recommendations  Prepare a draft of the table of contents and the list of illustrations 24-7 A Long Report 24-8 A Long Report 24-9 A Long Report 24-10 A Long Report 24-11 Title Page The Title Page of a report contains four items: 1.The title of the report 2.Whom the report is prepared for 3.Whom it is prepared by 4.The release date 24-12 Letter or Memo of Transmittal Tell when and by whom the report was authorized and its purpose Summarize conclusions and recommendations Indicate how you solved minor problems, if any Point out any additional research Thank the reader and offer to answer questions 24-13 Executive Summary  Tells the reader what the document is about  In the first paragraph, identify the report’s recommendation or main point  In the body, identify major supporting points 24-14 Executive Summary  If you have conducted surveys or interviews, briefly describe your methods 24-15 Introduction Sections 24-16 Conclusions and Recommendations  Conclusions  Summarize points made in the body of the report  Recommendations  Action items that would solve or partially solve the problem  If a recommendation seems difficult or controversial, give a brief paragraph of rationale 24-17 Choosing a Long Report Format and Style  Start with PAIBOC  Review past reports the organization has written  Consult texts on report writing, experts in your organization, or a writing consultant  Test your draft, wherever possible, on people similar to your audience 24-18