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Business communication building critical skill 6th module024

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
1. Tell when and by whom the report was
authorized and its purpose.
2. Summarize conclusions and recommendations.
3. Indicate how you solved minor problems, if any.
4. Point out any additional research.
5. 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



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