Long Reports

Module
Twenty Four

McGraw-Hill/Irwin Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved.
 24-2

Long Reports

Learning Objectives
 By following the advice in Module 24, you can
develop strong skills for writing long reports. After
completing the module, you should be able to
 24-3

Long Reports

Learning Objectives
 LO 24-1 Organize time for reporting writing.
 LO 24-2 Apply strategies for report section writing.
 LO 24-3 Compare and contrast formats and styles
for long reports.
 24-4

Parts of a Full Formal Report

 Cover
 Title Page
 Letter of
Transmittal
 Table of Contents
 List of Illustrations
 Executive
Summary  Recommendations
 Report Body  Notes or Works
 Conclusions Cited
 Appendixes
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Parts of a Full Formal Report: Title

page
The title of the report
Whom the report is prepared for
Whom it is prepared by
The release date
A brief summary of the contents of the
report/decorative artwork(sometimes)
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Parts of a Full Formal Report:

Letter or Memo of Transmittal
Use if you are a regular employee of
the organisation.
To transmit the report, to orient the
reader to the report and to build a good
image of the report and the writer.
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Parts of a Full Formal Report: List

of Illustrations
Comprise both tables and figures
Tables: words or numbers arranged in
rows and columns
Figures: everything else: bar graphs,
pie charts, maps, drawings,
photographs, computer printouts
 24-8

To Write Better Reports

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, Limitations,
Assumptions, and Methods.
The proposal bibliography can form the
first draft of the list of Works Cited.
 24-9

To Write Better Reports continued

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.
 24-10

To Write Better Reports continued

Write the title page and the transmittal

as soon as you know what the
recommendation will be.
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.
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Format for Transmittals

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.
 24-12

Introduction Sections

Purpose
Scope
Limitations
Assumptions
Methods
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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. Include all of the information
decision-makers need.
 24-14

Executive Summary continued

If you have

conducted
surveys or
interviews,
briefly describe
your methods.
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Conclusions and
Recommendations
Conclusions
 Summarize points made in the body of the
report.
Recommendations
 Are action items that would solve or
partially solve the problem.
 If a recommendation seems difficult or
controversial, give a brief paragraph of
rationale.
 24-16

To Choose a Long Report Format

and Style
Ask PAIBOC questions.
Review other 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.
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Summary of Learning Objectives

Introduction will come from proposal,
with only minor revisions.
The bibliography from your proposal
can form the first draft of my
references or works cited.
You can write the Title Page and the
Letter of Transmittal as soon as you
know what your recommendation will
be.
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Summary of Learning Objectives

Knowing the various parts of a full
formal report.
To choose a good format, consider the
report’s purpose, the organisation, and
the discourse community.
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Thank you