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    Parts of Reports:Three Components of Formal Reports

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    Aamir Shehzad
    Three Components of Formal Reports

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    Parts of Reports:Three Components of Formal Reports

    Uploaded by

    Aamir Shehzad
    15K views12 pages
    Three Components of Formal Reports

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    Three Components of Formal Reports

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as PPT, PDF, TXT or read online from Scribd
    Download as ppt, pdf, or txt
    15K views12 pages

    Parts of Reports:Three Components of Formal Reports

    Uploaded by

    Aamir Shehzad
    Three Components of Formal Reports

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as PPT, PDF, TXT or read online from Scribd
    Download as ppt, pdf, or txt
    of 12

    Three Components of Formal Reports

     Prefatory parts
     Text
     Supplementary parts

    © 2000 by Prentice Hall 15-1


    Prefatory Parts of Report
     Cover
     Title fly
     Title page
     Letter of authorization
     Letter of transmittal
     Table of contents
     List of illustrations
     Synopsis or executive summary
    © 2000 by Prentice Hall 15-2
    Letter of Transmittal
     Precedes table of contents
     May appear in only selected copies
     Follows routine, good-news plan
     Specifies methods, scope, limitations
     Highlights important points
     Provides background information
     Acknowledges contributors
     May take the place of synopsis
    © 2000 by Prentice Hall 15-3
    Table of Contents

     Gives readers overview of report


     May list only top-level headings
     Gives page numbers of headings
     Mirrors wording of headings precisely
     Lists all prefatory, text, and supplementary
    parts that follow
     May list limited number of visual aids

    © 2000 by Prentice Hall 15-4


    Synopsis Versus Executive Summary
     Synopsis  Executive Summary
    • Is a one-page • Is used in business
    overview of main reports more frequently
    points than synopsis
    • Is common in long • Is longer and more fully
    developed than synopsis
    technical/academic
    reports • Provides mini report
    • May contain headings,
    • May be distributed transitions, visual aids
    separately from report
    • Is organized like text
    • May be informative or • Contains substantial
    descriptive detail
    © 2000 by Prentice Hall 15-5
    Text Parts of Report

     Introduction
     Body
     Summary
     Conclusions
     Recommendations
     Notes

    © 2000 by Prentice Hall 15-6


    Introduction to Text
     Function  Includes
    • Puts report in • Authorization for report
    perspective • Problem and purpose of
    • Indicates purpose report
    • Previews contents • Scope
    • Establishes tone • Background
    • Sources and methods
    • Definitions
    • Limitations
    • Report organization

    © 2000 by Prentice Hall 15-7


    Body of Text

     Contains major sections or chapters


     Is long enough to do adequate job
    • Support your position
    • Respond to readers’ needs
     May or may not include conclusions

    © 2000 by Prentice Hall 15-8


    Final Section of Text
     Summary: Paraphrases key findings
     Conclusions: Analyze what findings mean
     Recommendations: Give writer’s opinion of
    what is needed
    • Spelling out what should happen next
    • Explaining difficulties
    • Providing schedule
    • Assigning responsibilities

    © 2000 by Prentice Hall 15-9


    Supplementary Parts of Report

     Appendixes
     Bibliography
     Index

    © 2000 by Prentice Hall 15-10


    How Proposals Differ from Reports
     Prefatory Parts  Introduction
    • Copy of RFP replaces • Background or statement
    letter of authorization of problem reviews
    client’s situation
    • Transmittal letter differs
    in solicited and • Overview of approach
    unsolicited proposals highlights key selling
    points
    • Synopsis or executive
    summary is replaced by • Scope states what you
    introduction or will and will not do
    transmittal letter
    © 2000 by Prentice Hall 15-11
    Body of Proposal Includes
     Proposed approach
    • Description of project
    • Benefits and advantages of your approach
     Work plan
    • Steps to be taken and their timing
    • Methods and resources to be used
    • Individuals responsible for the work
     Qualifications to perform work
     Costs
    © 2000 by Prentice Hall 15-12

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