technical communication fundamentals, 1 st edition w.s. pfeiffer and k. adkins © 2011 pearson...

Technical Communication Fundamentals, 1st EditionW.S. Pfeiffer and K. Adkins

© 2011 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights

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Technical CommunicationFundamentalsChapter 7: Reports

William Sanborn PfeifferKaye Adkins



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Reports

General Guidelines for Reports

Guidelines for Informal Reports

Guidelines for Formal Reports Formal Report Example Four Common Reports



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Reports

General Guidelines for Reports Plan Well Before You Write Separate Fact from Opinion Make Text Visually Appealing Use Illustrations for Clarification and Persuasion

Edit Carefully



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General Guidelines for Reports Plan Well Before You Write

Identify the document’s purpose Identify the various types of readers

Identify the needs and expectations of decision makers

Outline the main parts to be covered in the body

Plan strategies for writing an effective document



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General Guidelines for Reports Separate Fact from Opinion

Findings: Facts you uncover Conclusions: ideas or beliefs based on your findings

Recommendations: Suggestions or action items grounded in the facts presented in the report



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General Guidelines for Reports Make Text Visually Apppealing

Use bulleted points for short lists

Use numbered points for lists that are longer or that consist of ordered steps

Use headings and subheadings for easy navigation



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General Guidelines for Reports Use Illustrations for Clarification and Persuasion Use tables and figures to complement technical discussions

Incorporate illustrations to make technical information clear



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General Guidelines for Reports Edit Carefully

Keep most sentences short and simple Proofread carefully for mechanical errors

Triple-check all figures for accuracy Make sure all attachments are included Check the format and wording of all headings and subheadings for consistency

Ask a colleague to check the report



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Informal Reports

Contain about two to five pages of text, not including attachments

Contain more substance than a simple letter or memo but less than a formal report

Directed to readers outside (letter report) or inside your organization (memo report)

May be informative or persuasive



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Informal Reports

Guidelines for Informal Reports Use Letter or Memo Format Use the ABC Format for Organization Create the Abstract as an Introductory Summary

Put Important Details in the Body Focus Attention in Your Conclusion Use Attachments for Less Important Details



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General Guidelines for Informal Reports

Use Letter or Memo Format Greeting may be left out or replaced by an attention line

Report title often comes immediately after the inside address

Spacing may be single, one-and-a-half, or double



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General Guidelines for Informal Reports Use the ABC Format for Organization Abstract: Capsule version of information most needed by decision makers

Body: Details and supporting evidence, most often read by technical readers

Conclusion: Findings, conclusions, or recommendations



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Create the Abstract as an Introductory Summary Include three essential pieces of information

Purpose for the report Scope statement Summary of essentials



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Put Important Details in the Body Use headings generously Precede subheadings with a lead-in passage

Move from general to specific in paragraphs



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Focus Attention in Your Conclusion Briefly restate your conclusion or recommendation to reinforce importance

Give more detail if not covered earlier

Use Attachments for Less Important Details



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Letter Reports



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Letter Reports



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Memo Reports



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Memo Reports



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Formal Reports

Formal Report Covers complex projects and is directed to readers at different technical levels.

Usually contains at least 6 to 10 pages of text, not including appendices.

Directed to either inside or outside your organization.



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Strategy for Organizing Formal Reports

Write different parts for different readers

Place important information first

Repeat key points when necessary



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Follow ABC Format for Formal Report Abstract

Cover/title page Letter or memo of transmittal Table of contents List of illustrations Executive summary Introduction



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Follow ABC Format for Formal Report Body

Discussion sections Appendices – appear after text but support Body section

Conclusion Conclusions Recommendations



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Guidelines for the Nine Parts of Formal Reports

Cover/Title Page Letter/Memo of Transmittal Table of Contents List of Illustrations Executive Summary Introduction Discussion Sections Conclusions and Recommendations End Material



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Guidelines for the Nine Parts of Formal Reports Cover/Title Page

Project title Client’s name (“Prepared for…”) Your name and/or the name of your organization (“Prepared by…”)

Date of submission



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Title Page



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Letter/Memo of Transmittal Place Letter/Memo Immediately after Title Page

Include a Major Point from Report

Acknowledge Those Who Helped You Follow Letter and Memo Conventions



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Letter of Transmittal



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Guidelines for the Nine Parts of Formal Reports Table of Contents

Make It Very Readable Use the Contents Page to Reveal Report Emphases

Consider Leaving Out Low-Level Headings

List Appendices Use Parallel Form in All Entries Proofread Carefully



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Table of Contents



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List of Illustrations Number Title Page number Tables and figures may be listed separately



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List of Illustrations



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Guidelines for the Nine Parts of Formal Reports Executive Summary

Put It on One Page Avoid Technical Jargon Include Only Important Conclusions and Recommendations

Avoid References to the Report Body

Use Paragraph Format Write the Executive Summary Last



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Executive Summary



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Introduction State Your Purpose and Lead into Subsections

Include a Project Description Include Scope Information Consider Including Information on Report Format



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Introduction



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Discussion Sections Move from Facts to Opinions Use Frequent Headings and Subheadings

Use Listings to Break Up Long Paragraphs

Use Illustrations for Clarification and Persuasion

Place Excessive Detail in Appendices



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DiscussionSections



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Conclusions and Recommendations Conclusions

Convictions or beliefs based on the findings in your study

Recommendations Actions you are suggesting based on your conclusions



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Conclusions and Recommendations



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End Material Appendices Glossary Bibliography Index



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End Material



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Specific Guidelines for Four Common Reports

Equipment Evaluations Provides objective data about how equipment has, or has not, functioned

Progress/Periodic Reports Summarizes your work over a specific period of time or on a specific project



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Specific Guidelines for Four Common Reports

Problem Analyses Presents readers with a detailed description of problems

Recommendation Reports Presents readers with specific suggestions that affect personnel, equipment, procedures, products, services, etc.

technical communication fundamentals, 1 st edition w.s. pfeiffer and k. adkins © 2011 pearson...

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