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.