Practical models for technical communication - Shannon Kelley 2021

Writing the formal report
Formal reports

As you write the report, ask yourself these questions:

” Do I have all the parts I need?

” Do I have the parts in an expected order?

” Have I provided memorable information?

The report consists of front matter, the body, and end matter. The following example provides an outline that can be adapted for just about any formal report (figure 11.5). Even though the sections may have different names depending on the type of report or the field you’re working in, they serve similar purposes.

Front Matter

Front matter introduces the report’s contents. It also guides users to relevant information in the report. Most users will be looking for specific information in the report, and the front matter helps them find it easily. Front matter generally includes the following components:

” The letter of transmittal is written to the user or users who requested the information (figure 11.6). It’s like a cover letter for your report.

” The title page includes the title of the report, the authors and their organization or department, the person or organization for whom it was prepared, and the date.

” The table of contents lists the sections of the report and their page numbers. Your headings should be orderly, consistent, and clear.

” The abstract, or executive summary, is a brief summary of the report that includes the problem, method of analysis, results, and conclusion or recommendation.

Figure 11.5. Formal Report Outline. This outline shows the most common sections in formal reports. This chapter will explore each in more detail.

Figure 11.6. Letter of Transmittal Template. This model provides guidelines for a standard letter of transmittal. This letter introduces your formal report and is addressed to the person who requested the report.

Jessamyn has a draft of her front matter, but her table of contents needs a little work. Take a look at the model that follows to see if you notice what needs improvement before it goes to her boss (figure 11.7).

Figure 11.7. Draft Table of Contents. To avoid errors on your table of contents, use the automatic table of contents tool in Word. The mistakes you see here are a result of manually typing the table of contents.

In addition to the annotations on the model, you may have noticed some consistency issues in the headings. The subheading “Safety Concerns and Controversies” is under the “Safety” heading, so the repetition of “safety” is unnecessary. Jessamyn should aim to keep her headings as concise as possible. Turn to the end of the chapter to see how she revises her table of contents.

Body of Report

The report consists of an introduction that describes the problem and defines the purpose, scope, background for the topic, and methods of analysis. If terms require definition, they will be included in the introduction. If there are five or more terms, these will be included in a glossary instead, which is located in the end matter.

Methodology explains how you gathered data, including what tools you used, what sources you consulted, and what research strategies you defined. This section is where you explain how you went about assembling your report.

Establishing your method does two things. First, it helps you control the scope of the analysis. Second, it helps the user to understand the process used to arrive at conclusions in the report. This is important because users often want to consider the value of data and analysis in light of the methodology.

You can see how Jessamyn begins her report with a draft of the methodology section (figure 11.8). Note how the design makes it easy to scan the areas to be evaluated, as well as the limitations for the report. Jessamyn’s introductory statement helps the user understand how she is connecting the purpose of the report to the specific areas of evaluation. This is her first draft of the section, though. She still needs to polish it up a little more. Turn to the end of the chapter to see how she revises her entire report.

Figure 11.8. Draft Methodology Section. Jessamyn has determined criteria for her methodology, but she needs to shorten her bulleted list for readability. Her inclusion of limitations, however, is a good move. It shows her awareness of the complexity of the topic.

The introduction is followed by the report body, which includes the collected data, analysis of the findings, or results. This section is followed by a conclusion.

The conclusion ties the results together and can continue at length if it includes steps for implementation or a proposed plan. When requested or appropriate, recommendations are made as part of the conclusion. A results section includes background on the issue, data, expert opinions, and an interpretation of the material. Essentially, this section presents what you learned that will help the end user make a decision. The specifics of the results will vary depending on the type of report.

Jessamyn’s report ends with recommendations (figure 11.9). She describes three possible options and then concludes with an evaluation of these options.

Figure 11.9. Draft Recommendations Section. The recommendations section of the formal report is likely to get a lot of attention. Be sure to provide a clear statement about what should be done.

End Matter

End matter includes anything after the main body of the report. Examples of end matter include some or all of the following items:

” A bibliography is a list of the sources used for research in the report. This could be a list of “References,” if citing in APA, or “Works Cited,” if using MLA. There are many other documentation styles that are industry specific. The title and format will depend upon the citation style.

” An appendix, or appendixes if you have more than one, provides information that offers further explanation or reference. Appendixes may include maps, complicated formulas, specific questions and answers in a survey, or reports that were referenced in the body. These extras may be of interest to specific users who want to better understand how you came to your conclusion or to verify your methods. When writing about information that appears in the appendix, be sure to provide a parenthetical reference, like so: (see Appendix A). Be sure each appendix is given a title and, if there is more than one appendix, a letter.

” A glossary, an alphabetized list of specific terms with definitions, can be included if your report has more than five terms that need to be defined. Otherwise, the terms can be defined in the introduction.

” An index is a list of specific items or terms within the body and the page numbers where these items or terms appear. An index enables users to search the report by topic.

Revised Professional Formal Report

Look at Jessamyn’s revisions in her final formal report (figures 11.10a through 11.10s). The report in this chapter uses APA style for formatting, in-text citations, and the References page. You can find the same report using MLA style in the appendix. Your instructor may have other requirements for format and style—always follow the instructions provided by your course assignment.

Figure 11.10a. Revised Letter of Transmittal. This is Jessamyn’s revised letter of transmittal.

Figure 11.10b. Professional Title Page in APA Style. This is Jessamyn’s title page for her formal report. APA has a different format for professional and student title pages. See the inset for a student title page template. Check with your instructor to see which title page format they prefer.

Figure 11.10c. Revised Table of Contents. This is Jessamyn’s table of contents for her formal report.

Figure 11.10d. Revised Professional Formal Report in APA Style. This is Jessamyn’s abstract, also called an executive summary.

Figure 11.10e. Revised Professional Formal Report in APA Style. This is Jessamyn’s introduction for her formal report.

Figure 11.10f. Revised Professional Formal Report in APA Style. This is Jessamyn’s methodology section, which includes limitations.

Figure 11.10g. Revised Professional Formal Report in APA Style. This is Jessamyn’s background section.

Figure 11.10h. Revised Professional Formal Report in APA Style. Jessamyn’s report includes definitions of terms.

Figure 11.10i. Revised Professional Formal Report in APA Style. This is Jessamyn’s findings section where she will put the majority of her research for the formal report.

Figure 11.10j. Revised Professional Formal Report in APA Style. Jessamyn’s report addresses ethical concerns regarding her topic.

Figure 11.10k. Revised Professional Formal Report in APA Style. Jessamyn’s report includes alternate points of view and credible research.

Figure 11.10l. Revised Professional Formal Report in APA Style. Jessamyn cites her sources and includes a variety of sources in her report.

Figure 11.10m. Revised Professional Formal Report in APA Style. Jessamyn’s report includes complex data and uses tables to make the information easier to understand.

Figure 11.10n. Revised Professional Formal Report in APA Style. Jessamyn’s report uses bullets and numbers to emphasize important information.

Figure 11.10o. Revised Professional Formal Report in APA Style. The discussion section is where Jessamyn will analyze the sources she used in the formal report.

Figure 11.10p. Revised Professional Formal Report in APA Style. Jessamyn provides recommendations that include several options.

Figure 11.10q. Revised Professional Formal Report in APA Style. This is Jessamyn’s conclusion for her formal report.

Figure 11.10r. Revised End Matter in APA Style. Jessamyn’s report ends with a list of references for her research.

Figure 11.10s. Revised End Matter in APA Style. Figures and other additional material are often included in the report’s end matter.

Checklist for Revision

Features

Does the working title still reflect the report’s revised content?

Are the headings specific to each section’s content and consistently styled using three levels of headings?

Is each visual communicating a key message in the most effective way—bulleted lists, tables, graphics, etc.—and with a consistent visual style?

Material

Does the introduction set up the context with enough background, discuss any methodology or limitations, and present a guiding purpose statement?

Does each section in the body stay focused on one relevant topic?

Do the recommendations describe the option(s) in enough concise detail so the outcome can be fulfilled in a timely, practical, and efficient way?

Requirements

Are all sections in the report listed correctly in the table of contents?

Is every source accounted for in your document, in your visuals, and in your bibliography?

Is the letter of transmittal properly addressed?