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    This document discusses strategies for writing formal reports, including their common components and guidelines. It explains that formal reports are used for complex topics and projects, contain several pages of content and appendices, and follow standard formats. The key components of a formal report are outlined as the front matter (transmittal memo, cover page, abstract), body (introduction, discussion sections, conclusions), and back matter (references, appendices). Guidelines are provided for writing each of the main sections like the executive summary, introduction, discussion, and conclusion. The workshop activities involve applying these guidelines to a collaborative project and textbook readings.

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    Formal+Reports+ +week+8+ +october+16+2018

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    NamesRhard2choose
    30 views16 pages
    This document discusses strategies for writing formal reports, including their common components and guidelines. It explains that formal reports are used for complex topics and projects, contain several pages of content and appendices, and follow standard formats. The key components of a formal report are outlined as the front matter (transmittal memo, cover page, abstract), body (introduction, discussion sections, conclusions), and back matter (references, appendices). Guidelines are provided for writing each of the main sections like the executive summary, introduction, discussion, and conclusion. The workshop activities involve applying these guidelines to a collaborative project and textbook readings.

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    UBC APSC 201 Winter 2018 Term 1 Lectures

    Original Title

    8. Formal+Reports+ +Week+8+ +October+16+2018

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    This document discusses strategies for writing formal reports, including their common components and guidelines. It explains that formal reports are used for complex topics and projects, contain several pages of content and appendices, and follow standard formats. The key components of a formal report are outlined as the front matter (transmittal memo, cover page, abstract), body (introduction, discussion sections, conclusions), and back matter (references, appendices). Guidelines are provided for writing each of the main sections like the executive summary, introduction, discussion, and conclusion. The workshop activities involve applying these guidelines to a collaborative project and textbook readings.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    30 views16 pages

    Formal+Reports+ +week+8+ +october+16+2018

    Uploaded by

    NamesRhard2choose
    This document discusses strategies for writing formal reports, including their common components and guidelines. It explains that formal reports are used for complex topics and projects, contain several pages of content and appendices, and follow standard formats. The key components of a formal report are outlined as the front matter (transmittal memo, cover page, abstract), body (introduction, discussion sections, conclusions), and back matter (references, appendices). Guidelines are provided for writing each of the main sections like the executive summary, introduction, discussion, and conclusion. The workshop activities involve applying these guidelines to a collaborative project and textbook readings.

    Copyright:

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    of 16

    Formal Reports

    [email protected]
    Objectives
    — Discuss strategies for enhancing readability of documents

    — Discuss formal reports and components

    — Learn guidelines and ABC format for formal reports

    — Review sample reports and sections

    — Workshop
    — Activity – Collaborative project

    2
    Readability
    For technical writing, the audience includes…

    § Readers – “who engage with the text almost fully”

    § Skimmers – “who scan or skim the text for visually


    distinct and essential information”

    § Technical/business writing needs to serve both


    audiences – be readable, accessible, and respectful of
    an audience’s time.
    (Adapted/Source: T. Flood, Design Tools, 2008)

    3
    Level of Technicality
    Who will use the What is the level How much information
    document? of technicality? does the audience need?

    Experts Highly technical Just the facts and figures


    document

    Informed persons – Semi-technical Facts and figures explained


    manager, staff, others document

    Laypersons – Non-technical Facts and figures explained


    diverse audience document in simple terms

    (Adapted from Technical Communication by Lannon, Gurak, Klepp)


    Enhance Readability
    Style & Content

    q Use professional style and tone – aim for “6Cs”

    q Define business/technical terms – use plain language

    q Write clearly and concisely – edit/delete extra words

    q Develop ideas/paragraphs logically – use methods of development

    q Emphasize or list key points – use short phrases and sentences

    5
    Enhance Readability
    Design & Format

    q Design and format a message/document

    q Create functional (generic) and informative (specific) headings

    q Use space to separate text and sections in a document

    q Use visuals/graphics to highlight key points and data

    6
    Reports
    u Reports provide information, analysis, and
    recommendations on a topic or a project.

    — Analyze a problem

    — Discuss options and solutions

    — Investigate and research a topic

    — Develop a new design, product, service, or strategy

    7
    Formal Reports
    u Let’s define formal reports and common elements:

    — Used for complex topics and projects

    — Purpose can be informative, analytical, and persuasive

    — Audience can be internal and/or external

    — Contain several pages of content, plus appendices

    — Adapt guidelines and formats for formal reports

    (Source: Technical Communication by Pfeiffer and Boogerd)

    8
    Guidelines

    u Formal reports include nine components:

    § Transmittal Memo/Letter

    § Cover/Title Page

    § Table of Contents

    § List of Illustrations

    § Glossary

    (Source: Technical Communication by Pfeiffer and Boogerd)

    9
    Guidelines

    u Formal reports include nine components:

    § Abstract or Executive Summary

    § Introduction

    § Discussion Sections

    § Conclusions and Recommendations

    (Source: Technical Communication by Pfeiffer and Boogerd)

    10
    Formal Report & Components
    Front Matter Body Back Matter

    Transmittal Memo or Introduction References or


    Letter Sources Cited
    Cover or Title Page Discussion Sections Appendices

    Abstract or Recommendations
    Executive Summary

    Table of Contents Conclusion

    List of Illustrations

    Glossary (Source: Technical


    Communication)
    11
    Executive Summary
    Executive Summary
    § A stand-alone document, usually one page
    § Intended for managers or decision-makers
    § Gives readers the “gist” or summary of main points

    Informative summary includes main points on –


    § Topic or problem
    § Discussion, analysis, findings, and research
    § Recommendations and conclusions

    12
    Introduction

    Introduction
    § State the purpose and objectives of your project/report
    § Describe your project and its significance
    § Include scope of the project
    § Include methods of research and investigation
    § Overview and lead to main sections of the report

    (Source: Technical Communication by Pfeiffer and Boogerd)

    13
    Body & Discussion Sections

    Body
    § Discussion section
    § Move from facts to opinions
    § Facts, findings, and research
    § Analysis of findings and research
    § Develop recommendations and conclusions

    (Source: Technical Communication by Pfeiffer and Boogerd)

    14
    Conclusion

    Conclusion
    § Conclusion based on facts, findings, and discussion
    § Recommendations focus on action items or next steps
    § Headings for this section depend on the content:
    § Recommendations
    § Conclusion

    § Conclusions and Recommendations

    (Source: Technical Communication by Pfeiffer and Boogerd)

    15
    Coursework

    § Please work in your team on your collaborative


    project.

    § Please read the chapter(s) in the textbook.


    § Chapter 3 – ABC Formats and Examples
    § Formal Reports

    16

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