Organizing and Preparing Reports and Proposals

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Organizing and PreparingReports and Proposals
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Basic Sections to a Report

• Preliminary Parts
• Report Text
• Addenda

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Preliminary Parts

• Half-title page
• -Contains report title.
• Title Page
• -Includes title, author, date, and name of
  person that requested the report.
• Authorization
• -Letter or memorandum authorizing researcher to
  conduct a specific research project.
• Transmittal
• -Present the report to the one who requested
  it.
• -Provide a conclusion from an analytical study.

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Suggested Steps for aGood Transmittal

• Let the first sentence present the report and
  remind the reader that he/she requested it.
• Explain the subject of the report in the first
  paragraph.
• Present brief conclusions.
• Close cordiallyyou may also express appreciation
  for the company.

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Preliminary Parts (cont.)

• Contents
• -Analytical overview of report
• -Should be in the order in which the
  information is being presented
• Figures
• -Aids reader in locating a specific graphic
• -May be combined with contents on one page
• Executive Summary
• -Summarizes essential elements
• -positioned before the first page of the report

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Report Text

• Introduction
• -Orients the reader to the problem
• Body
• -Presents the information that was collected
  and relates it to the problem
• Summary
• -Reviews the main points presented in the body

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Addenda

• References
• -Alphabetical listing of of sources used in the
  report
• Appendix
• -Contains supplementary information that
  supports the report, but is not appropriate to
  be included in the report
• Index
• -Alphabetical guide to subject matter in a
  report

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Tips for Writing Reports

• Outlining and sequencing
• Using headings effectively
• Writing style
• Enhancing credibility
• Environment

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Outlining and Sequencing

• Framework on which to build the report
• Identify major and minor points to be covered
• Beware of over dividing sections

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Using Headings Effectively

• Signposts informing readers about what text is
  ahead
• If you subdivide first-level headings, you must
  have at least two second level headings
• All headings of the same level must be treated
  consistently

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Writing Style

• Avoid first person pronouns
• Use active voice
• Use tense consistently
• Avoid placing two headings consecutively without
  any intervening text
• Use transition sentences to link sections

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Writing Style (cont.)

• Use a variety of coherence techniques
• Use tabulations and enumerations
• Define terms carefully
• Check for variety

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Enhancing Credibility

• Avoid emotional terms
• Identify assumptions
• Label opinions
• Use documentation

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Maintain a Good Working Environment

• Begin writing only after you have reached a
  conclusion and prepared a suitable outline
• Select a good writing environment
• Plan early, and allow yourself plenty of time
• Set aside long, uninterrupted blocks of time
• Write rapidly, revise later

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Maintain a Good Working Environment (cont.)

• Begin with an easy section
• Skip difficult places and return to them later
• Set aside first draft for a day or two
• Review for possible improvement
• Rewrite where it is necessary

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Conclusion

• Identify the parts of a formal report and the
  contribution each part makes to the reports
  overall effectiveness
• Organize report findings
• Prepare effective formal reports using an
  acceptable format and writing style