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THE FORMAL REPORT . Definition and Purpose. Definition: reports formatted in a professional way to emphasize its importance or recommendations or research results. formal presentation is key. Traditional Organization.

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Definition and Purpose

  • Definition: reports formatted in a professional way to emphasize its importance or recommendations or research results.

  • formal presentation is key


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Traditional Organization

  • Traditional is chronological: title page, table of contents, list of illustrations, summary or abstract, introduction, discussion (body), conclusion, recommendations, appendices, references


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Front Matter

  • Letter of transmittal, title page, table of contents, list of illustrations, summary or abstract: all material preceding introduction

  • Lower case Roman numerals used for page numbers (iii)

  • Place page number at either bottom of page, center or right


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Title Page

  • Title should be clear and accurate reflection of report topic.

  • Below the title, place identifying information: author’s name and job title, audience’s name, date


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Title Page Example

  • PROPOSAL FOR THE IMPLEMENTATION OF A SPOUSAL EMPLOYMENT ASSISTANCE PROGRAM

  • By Henrietta Hasselblad,

    Director of Human Resources

    Prepared for Dr. Nelson,

    Vice-President of Administrative Affairs


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Table of Contents (TOC)

  • Lists report sections and their page numbers

  • Shows report organization

  • Includes all major headings from report, headings appearing in same format as in the report

  • List no more than three levels of headings

  • List only starting page number; do not use “page” or “p”

  • Connect heading to page number with row of dots (leaders)


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TOC Example

Summary………………………………………...iii

Introduction………………………………….1

Conclusion……………………………………...2

Recommendation…………………..........3

Discussion…………………………..............4

Nature of the Problem……………….5

Description of the Program……….6

Costs vs. Benefits………………………..7

Implementation……………………...........8

References………………………………………9

Appendices………………………………………A

i


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List of Illustrations

  • List both tables and figures, figures first. If have only one type, change name to list of tables or list of figures

  • Use same label from the graphic: figure/table #. Title or caption

  • Place on page following TOC.


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List of Illustrations Example

Figure 1. Implementation Schedule….8

Table 1. Program Features...……………….5

Table 2. Cost/Benefit Analysis...……….7

ii


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Outline of Main Report (Informative) Sections

  • Introduction

    A. Definition, Description, Background

    B. Audience/Purpose

    C. Method of Inquiry

    D. Working definitions (1-4)

    E. Scope


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Outline of Main Report Sections

II. Collected Data

A. First main point (ex. History of problem)

B. Findings and Interpretation

C. Second main point, etc.

III. Conclusion

A. Overall interpretation of findings

B. Recommendations


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Back Matter

  • Glossary (optional)

    • Alphabetical list and definitions of technical terms (five or more) used in the report

  • References

    • Alphabetical list of source material, both print and electronic.

    • Documentation style American Psychological Association (APA)

  • Appendices

    • Material that is useful to the audience but not important enough to be in the main report

    • Additional graphics, testimonials, questionnaires


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