Summary by Learning Objectives
LO 18-1Use your time efficiently when writing reports.
Think about the parts of the report and what material can come from previous documents or research.
When possible, even before finishing your research write some report sections: Purpose,
Scope, Methods, Assumptions, Limitations, Criteria, and Definitions.
Use technology tools to manage your time more efficiently. LO 18-2Analyze data, information, and logic.
Good reports begin with good data. Make sure your data come from reliable sources. Analyze report numbers and text for accuracy and logic. LO 18-3Choose information for reports.
Choose information to include that your audience needs to know to make a decision.
Figuring out whether your audience is supportive, neutral, or skeptical will guide you on how
much information you need to include.
Determine what information to put in the body of the report or in appendixes. LO 18-4Organize reports.
Choose an appropriate organizational pattern for your information and purposes. The most
common patterns are comparison/contrast, problem–solution, elimination of alternatives, SWOT analysis, general to particular, particular to general, geographic or spatial, functional, and
chronological. LO 18-5Present information effectively in reports.
Reports use the same style as other business documents, with three exceptions:
1.Reports use a more formal style, without contractions or slang, than do many letters and
memos.
2.Reports rarely use the word you.
3.Reports should include all the definitions and documents needed to understand the
recommendations.
To create good report style,
1.Use clear, engaging writing.
2.Keep repetition to a minimum.
3.Introduce all sources and visuals.
4.Use forecasting, transitions, topic sentences, and headings.
Headings are single words short phrases, or complete sentences that describe all of the material
under them until the next heading. Talking heads tell the audience what to expect in each section.
Headings must use the same grammatical structure. Subheads under a heading must be parallel to
each other but do not necessarily have to be parallel to subheads under other headings. LO 18-6Prepare the different components of formal reports.
The title page of a report usually contains four items: the title of the report, whom the report is prepared for, whom it is prepared by, and the date.
If the report is 25 pages or less, list all the headings in the table of contents. In a long report,
pick a level and put all the headings at that level and above in the contents.
Organize the transmittal in this way: 1.Release the report.
2.Summarize your conclusions and recommendations.
3.Mention any points of special interest in the report. Show how you surmounted minor
problems you encountered in your investigation. Thank people who helped you.
4.Point out additional research that is necessary, if any.
5.Thank the reader for the opportunity to do the work and offer to answer questions.
Summary abstracts present the logic skeleton of the article: the thesis or recommendation and its proof. Descriptive abstracts indicate what topics the article covers and how deeply it goes
into each topic, but do not summarize what the article says about each topic. A good abstract or
executive summary is easy to read, concise, and clear. A good abstract can be understood by
itself, without the report or references.
The “Introduction” of the report always contains a statement of purpose and scope. The
purpose statement identifies the organizational problem the report addresses, the technical
investigations it summarizes, and the rhetorical purpose (to explain, to recommend). The scope
statement identifies how broad an area the report surveys. The introduction may also include
limitations, problems or factors that limit the validity of your recommendations; assumptions,
statements whose truth you assume, and which you use to prove your final point; methods, an
explanation of how you gathered your data; criteria used to weigh the factors in the decision; and
definitions of terms audiences may not know.
A “Background” or “History” section is usually included because reports are filed and may be consulted years later by people who no longer remember the original circumstances.
The body of the report, usually the longest section, analyzes causes of the problem and
offers possible solutions. It presents your argument with all evidence and data.
“Conclusions” section summarizes points made in the body of the report; under “Recommendations” are action items that would solve or ameliorate the problem. These sections
are often combined if they are short. Appendixes provide additional materials that the careful audience may want.

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