11-Writing Reports (Student Copy)

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• Publisher Information

  • G-W Goodheart-Wilcox Publisher

  • Professional Communication: Presentations for PowerPoint

  • Location: Tinley Park, Illinois

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• Section: Writing Reports

  • Focuses on report writing techniques.

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• Section 11.1: Planning and Research

  • Emphasizes the necessary planning and research needed for effective report writing.

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• Objectives:

  • Identify the purpose for writing a report.

  • Explain the importance of the prewriting process when planning a report.

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• Key Terms:

  • Report

  • Formal Report

  • Informal Report

  • Data

  • Qualitative and Quantitative Data

  • Primary Research

  • Focus Group

  • Survey

  • Representative Sampling

  • Secondary Research

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• Essential Question:

  • How are reports dependent on professional communication skills?

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• Reports Defined:

  • Present information in a structured format to a specific audience.

  • Types of Reports:

    • Formal Report: Focuses on a broad topic, structured with subtopics for clarity.

    • Informal Report: Does not require extensive research or documentation.

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• Writing Process for Reports:

  • Should include:

    • Prewriting

    • Writing

    • Post-writing

    • Publishing

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• Audience Consideration:

  • Identify if the audience is internal or external.

  • Determine if the audience is primary or secondary.

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• Communication Objectives:

  • Select a subject area and narrow down topics.

  • Define the scope of the report.

  • Set deadlines for completion.

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• Information Gathering:

  • Data are vital for reports.

  • Types of Data:

    • Qualitative Data: Insight into people's thoughts.

    • Quantitative Data: Factual data for analytical conclusions.

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• Research Types:

  • Primary Research: First-hand data collected by the writer (e.g., surveys, interviews).

  • Secondary Research: Existing data from other sources, which require collection, analysis, and citation.

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• Report Purposes:

  • Informational Reports: Present facts and information.

  • Analytical Reports: Include both information and an analysis of the data.

  • Proposals: Present an idea to persuade action.

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• Organizing Information:

  • Use direct or indirect approaches.

  • Common organization methods:

    • Chronological

    • Order of importance

    • Cause-and-effect

    • Problem-solution

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• Section 11.2: Formal and Informal Reports

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• Objectives:

  • Explain how to write a formal report.

  • Describe the steps to complete and publish a report.

  • Explain how to write an informal report.

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• Key Terms for Reporting:

  • Table of Contents

  • Executive Summary

  • Conclusion

  • Recommendation

  • Citation

  • Heading

  • Periodic Report

  • Progress Report

  • Informal Study Report

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• Essential Question:

  • How important is the format of a report to its purpose?

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• Writing Formal Reports:

  • Drafting: Initial step in the writing stage.

  • Components of a Formal Report:

    • Title Page

    • Table of Contents

    • Executive Summary

    • Introduction

    • Body

    • Conclusion and Recommendations

    • Citations

    • Optional Elements

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• Title Page Guidelines:

  • Must include:

    • Name of the report

    • Name of the recipient

    • Author's name

    • Date of completion.

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• Table of Contents:

  • Lists major sections and subsections along with their page numbers.

  • Executive Summary: Summarizes main points of the report.

  • Introduction:

    • Captures reader’s attention

    • Provides overview of the content

    • Discusses report purpose.

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• Body of the Report:

  • Contains all relevant information, data, and statistics.

  • Important to consider factors such as reader bias, prior knowledge, and readability when writing.

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• Conclusions and Recommendations:

  • Summarize key points.

  • Conclusions: Key takeaways for the audience.

  • Recommendations: Suggested actions for the reader.

  • Citations: Must include author, title, and publication details.

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• Optional Elements in Reports:

  • List of visuals

  • Glossary

  • Appendices

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• Completing Formal Reports:

  • Publishing Step:

    • Formatting headings for clarity.

    • Effective layout improves readability.

    • Publish electronically or in print.

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• Writing Informal Reports:

  • Components:

    • Introduction: States report purpose.

    • Body: Contains report information.

    • Conclusion: Briefly summarizes main points.

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• Types of Informal Reports:

  • Periodic Reports: Written on a schedule.

  • Progress Reports: Track project status in a specified format.

  • Informal Study Reports: Based on non-formal research methods.

  • Idea/Suggestion Reports: Requested from employees for new ideas or suggestions.