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Section 3: Report Guidelines

[pic]Table of Contents

Section 3: Report Guidelines

Report Planning Process 3

Business Report Segments 4

Introductory Elements of the Formal Report 5

Report Outlines 6

Reports in the Impersonal Style 8

Qualities of Well-Written Reports 10

Letter or Memo of Transmittal 11

Sample Letter of Transmittal 12

Sample Memo of Transmittal 13

Executive Summary 14

Executive Summary (Sample without Headings) 15

Executive Summary (Sample with Headings) 16

Formatting Guidelines 18

Example: COB Report Headings 19

Create a Table of Contents 20

Transition in a Long, Formal Report 21

Examples of Lead-Ins, Summaries, and Transitions 22

Report Graphic Aids 23

Ancillary Pages 24

Appendices 24

References 24

Chicago Manual Style (CMS) Documentation 25

Insert a Footnote or Endnote 25

Pagination (College of Business Standard) 26

Report Check Sheet 27

Report Planning Process

I. Define the Problem and Purpose

A. What needs to be determined?

B. Why is the issue important?

C. Where is the trouble?

D. How did the problem begin?

E. What information is needed?

II. Write the Report’s Purpose Statement

A. Clarify goal of investigation:

1. Inform

2. Analyze

3. Recommend

B. Write a one-sentence purpose statement.

III. Analyze Report Audience

A. Who wants the report?

B. Who will read the report?

C. Who is the primary audience?

D. What is the size of the audience?

E. What is the level of knowledge and interest of the reader?

F. What is the reader's point of view?

G. How much detail is expected?

IV. Determine Ideas

A. Determine audience members’ needs.

B. What do they need to know?

C. What do they want to know?

D. Brainstorm ideas to be researched.

E. List main ideas & subtopics.

F. Identify facts needed for research.

V. Collect Needed Information/Material

A....