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Essential Elements of a Comprehensive Report: Cover, Abstract, and Introduction Guidelines

This guide outlines the critical prefatory elements of a formal report, including the cover page, title page, letter of transmittal, table of contents, and lists of illustrations. Each section plays a vital role in presenting a clear and professional document. Emphasizing the importance of concise summaries and organized structure, the guide encourages collective participation for improved accuracy. Specific formatting and presentation tips are provided to maintain consistency, ensuring that the report is error-free and visually appealing, facilitating better understanding and communication of findings.

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Essential Elements of a Comprehensive Report: Cover, Abstract, and Introduction Guidelines

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  1. THE LONG REPORT Prefatory Elements These include the cover page, title page, letter of transmittal, table of contents, lists of illustrations and abstract

  2. Website • Check ‘Notes’ for a sample letter of transmittal and other useful information. • A sample Abstract will be posted as well. • The webpage allows me to share additional information with you so always check. • Work to produce an error free document- encourage members of your group to participate fully to achieve this.

  3. The Cover • This is of a heavier paper than the remainder of the document-may be creative BUT business-like. • This gives the title of paper, name and position of primary reader, names of group members, date of report. • This is not numbered.

  4. The Title Page • Follows immediately after the cover. • This is a one phrase summary of the report; 10 words or fewer. • Prepared by • Names of the group members • Course Code and Title • Instructor • Date

  5. Letter of Transmittal • States who requested the report • Restates the title of the report • States the purpose of the report • Points out major findings and recommendations • Acknowledges special assistance • Is numbered ii at bottom of page • Closes with offer of availability

  6. Table of Contents • This title should be centred and made bold • List the headings in the report to show hierarchy • Match exactly the headings in the report • Indent subheadings • Use leader dots to the page numbers • Ensure that page numbers are neatly aligned

  7. List of illustrations • Group all the tables and figures into separate categories • Centre the heading: List of Figures and Tables • Use subheadings: List of Figures/ List of Tables • Number all the Figures (charts, graphs, pictures etc) using Arabic numbers

  8. Figures and Tables cont’d • Number all Tables using upper case Roman numerals • Use dot leaders to connect to page numbers • You must have more than three figures and tables combined

  9. Abstract • A condensed accurate statement (150-200 words) of the most important ideas. • It is placed on its own page. • It identifies the organisation, scope and methodology of the report.

  10. Introduction • Follows the abstract and sets the context. (Start a new page, use Bold Uppercase, Centre) • Explain major subject or research problem. • Explain the purpose. • Explain the scope. • Explain the plan and order of presentation.

  11. The Introduction for each person’s ‘essay’ (In a short introductory section, 1-2 paragraphs) • What problem is your work designed to solve? • What do the writers say? • Deliver and analyse your findings from observations, surveys etc. How do these reconcile with your secondary research. • What conclusions can be drawn from your research? • What recommendations would you make? • Use graphical support. • Use headings, subheadings, lists

  12. PRESENTATION • Use letter-size paper only • Use plain ‘cover stock’ for the cover • Use double spacing throughout except for the letter of transmittal – correspondence is single spaced • Print in black ink • Make sure that all members’ names and ID’s are included on the title page. • Names only on the cover

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