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SIMPLE REPORTS. DIGITIAL COMMUNICATION SYSTEMS Objective 5.05. Unbound Reports used in Business. Unbound Report (Business) Typically short reports prepared without binders or covers. A multi-page report may be held together by paper clip or staple. MARGINS : Top margin on first page is 2”.

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SIMPLE REPORTS

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Simple reports l.jpg

SIMPLE REPORTS

DIGITIAL COMMUNICATION SYSTEMS

Objective 5.05


Unbound reports used in business l.jpg

Unbound Reports used in Business


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Unbound Report (Business)Typically short reports prepared without binders or covers. A multi-page report may be held together by paper clip or staple.

MARGINS:

  • Top margin on first page is 2”.

  • Top margin on succeeding pages is 1”.

  • Side margins are 1”.

  • Bottom margin is 1”, but may vary depending on page break decisions. Avoid widows and orphans.


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Additional formatting requirements:

  • Center the title of the report in ALL CAPS, then quadruple space after the title before beginning the body of the report.

  • Double space the body of the report.

  • Side headings are underlined and keyed in initial caps.

  • Paragraph headings are indented .5” from the left margin and end with a period. Capitalize the 1st letter of the 1st word only.


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Additional formatting requirements:

  • Key references/bibliography on the last page or on a separate page of the report in hanging-indent style.

  • To cite sources, use textual citations within the report OR key endnotes on the last page or on a separate page in hanging indent style OR key footnotes at the bottom of each page.


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Additional formatting requirements:

  • Page numbers (usually preceded by a last name) are located at the top right margin, .5” from the top, followed by a double space. The first page is usually not numbered.


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Bound Reports used in Business


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Bound Report (Business)Typically longer reports that are bound with covers or binders.

  • The bound report is often called the Left bound Report.

  • Top, right and bottom margins are the same as for an unbound report EXCEPT FOR THE LEFT MARGIN.

  • The left margin is increased to 1.5” to accommodate the binding. Therefore, the reason this type of report is often called the Left bound Report.


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Bound and Unbound Reports in Academic Settings


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Academic StyleBound/Unbound Reports

No title page is used for Academic style reports. Instead, key a heading in the top left corner on the first page. Double space between lines and include the following:

  • Name of Student

  • Name of Instructor

  • Course Title

  • Date in military style (21 November 2004)

    Double-space the body of the report—no exceptions.


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How Do I Format An OUTLINE?


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OutlinesA type of enumeration that organizes information before you begin composing your report.

  • The top margin is 2” or vertically centered.

  • All other margins are the same as the report.

  • Main and side entries or headings are used to organize information.


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Formatting for Main Entries in an Outline

  • Preceded by capital Roman numerals (I, II, III, etc.)

  • Use ALL CAPS or initial caps and bold.

  • Double space before and after a main entry.


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Formatting forSecondary Entries in an Outline

  • Secondary entries are preceded by capital letters (A, B, C, etc.) Key important words in initial caps.

  • Lower level entries are preceded by Arabic numbers (1, 2, 3, etc.) and lower-case letters (a, b, c, etc.) Only capitalize the 1st letter of the 1st word when keying these. Single-space these lower level entries.

  • Single space all secondary entries.


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How Do I Format A TITLE PAGE?


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Title Page (Cover Page)Only a Business Report (not an Academic Report) should include a Title Page.

  • Center the page horizontally and vertically.

  • Include the following information (minimum):

    • Report Title

    • Writer’s Name

    • Date

  • The course name and teacher’s name may also be included.


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How Do I Format a TABLE OF CONTENTS?


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What is a TABLE OF CONTENTS?

An outline of the side and paragraph headings in a report with their respective page numbers.


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Table of Contents

  • Follows the Title Page.

  • Margins are the same as for the report (using a 2” top margin).

  • Center the heading in ALL CAPS.


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More formatting requirements for a TABLE OF CONTENTS

  • Each entry refers to a major section and should be keyed in initial caps.

  • Use right aligned tabs for creating leaders from the entry to its respective page number.

  • Number the page at the bottom center using lowercase Roman numerals (i, ii, iii, etc.)


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How do I Format a Bibliography?


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What is a Bibliography?

A listing of the all material used in the report (textual citations, footnotes, endnotes) and related material which may have been used but not cited. The bibliography is located at the end of the report.


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Requirements for formatting a Bibliography

  • Margins are the same as for the report (using a 2” top margin).

  • Center the title in ALL CAPS followed by a quadruple space. (Precede by a QS if references begin after the report body on the same page.)

  • List references in alphabetical order by author last name.


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More requirements for formatting a Bibliography:

  • Include a page number at the top right.

  • Single space each entry; Double space between entries.

  • Key each entry using a hanging indent (1st line begins at left margin; subsequent lines are indented by .5”)


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Other requirements for formatting a Bibliography

  • Underline or italicize books, magazines, and newspaper titles.

  • Use quotation marks around titles of articles, poetry, and essays.


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How Do I Format a Works Cited Page?


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What is a Works Cited Page?

A listing of only those works that were cited in the report; located on a separate page at the end of the report.


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Requirements for formatting a Works Cited page

  • Follow the same formatting as that of a Bibliography. The difference is that you will only include those sources that were quoted or paraphrased in your report. Do not include other reference materials on a works cited page.


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More requirements for formatting a Works Cited page

  • If you create a Works Cited – you do NOT create a Bibliography – they are typically the same except that a Bibliography will typically contain more information than the Works Cited page.


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How Can I Document Sources Used in My Report?


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Ways to document sources . . .

  • There are 3 methods of referencing cited material within the body of a report:

    • Textual Citations

    • Footnotes

    • Endnotes


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How Can I Use Textual Citations to Document Sources in My Report?


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Textual Citations:

  • Typically keyed within parentheses immediately following the quoted material.

  • Includes the name of the author(s), the year of publication, and the page number.

    Example:

    …with us next week. (Smith, 2003, 45)


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How Can I Use Footnotes to Document Sources Used In My Report?


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Requirements for formatting Footnotes:

  • When using footnotes, complete documentation for a reference is placed at the bottom of the same page.

  • A divider line (preceded and followed by a DS) typically separates footnotes from the report body. This line will usually be added by the footnote feature of your software. This line is usually 1 ½” long.


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More requirements for formatting Footnotes:

  • Superscript numbers are used to consecutively identify each footnote within the report body and at the bottom of the page.

  • The superscript number in the report body must correspond to the superscript number used in the footnote at the bottom of the page.


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More requirements for formatting Footnotes:

  • Indent the first line of the footnote .5” from the left margin.

  • Single-space each footnote; double-space between each different footnote item.


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How Can I Use Endnotes to Document Sources Used in My Report?


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Requirements for formatting Endnotes:

  • Like footnotes, endnotes contain complete documentation for a reference. However, endnotes appear on a separate page at the end of the report.

  • Use the same margins as for the 1st page of the report. Typically a 2” top margin.


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More requirements for formatting Endnotes:

  • Endnotes are formatted like footnotes with a corresponding superscript number and a 1st-line indent.

  • Single-space each endnote; double-space between items.

  • Include a page number at the top right.


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What Are Some Other Important Tips That I Should Remember When Formatting Reports?


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Other important tips . . .

  • Enclose direct quotes of up to 3 lines in length in quotation marks. Quotes of 4 or more lines in length (long quotations) should be single-spaced and indented .5” from the left margin.

  • An ellipsis (…) is used to indicate material that is omitted from a quotation.


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In Conclusion . . .

  • Always consult style manuals for specific formatting requirements as there are several accepted methods.

    • MLA (Modern Language Association)

    • APA (American Psychological Association)


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Finally . . .

  • Become familiar with your particular software. There are many automatic formatting features which provide ease in designing and formatting.

    • Footnotes

    • Endnotes

    • Outline

    • Table of Contents


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