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FORMAL PowerPoint Presentation

FORMAL

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FORMAL

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  1. FORMAL REPORTS

  2. 8 PARTS of FORMAL REPORTS

  3. V. 8 PARTS • Cover/Title Page • Letter or Memo of Transmittal • Table of Contents • List of Illustrations • Executive Summary • Introduction • Discussion Sections • Conclusions and Recommendations

  4. COVER PAGE/ TITLE PAGE

  5. (1) COVER/TITLE PAGE COVER: • Attractive & Informative • “1st impressions”! • Illustrations • To attract attention • To persuade • Perhaps 1 or 2 of these – • Project title • Your client’s name • Your name and/or organization’s name • Date of submission

  6. (1) COVER/TITLE PAGE TITLE PAGE: We will use this for our project Everything centered Project title larger, bolder font clear, specific title we should know exactly what the project is from this title 6

  7. (1) COVER/TITLE PAGE TITLE PAGE: Your client’s name “Prepared for…” Your name and/or organization’s name “Prepared by…” Date of submission Month (unabbreviated) Day(followed by comma) Year (complete year - 2010) 7

  8. (1) COVER/TITLE PAGE TITLE PAGE: • Proposal for a Writing Center • at Luzerne County Community College • Prepared for: Mr. Thomas P. Leary, President • Prepared by: Dr. Stephen A. Housenick, Professor • Date: July 25, 2011 8

  9. LETTER or MEMO of TRANSMITTAL

  10. (2) LETTER/MEMO of TRANS. • Like an “appetizer,” they give the reader a taste of what is ahead. • GUIDELINES: • Immediately after the Title Page • Include a MAJOR POINT from the report • a finding, conclusion, recommendation • Follow letter & memo format

  11. (2) LETTER/MEMO of TRANS. LETTER: • External • Single-spaced • Ragged-edged copy • Only 1 page • Include project number with the letter date • Correctly spell reader’s name • Inside address = mailing address • Only use last names • Include the project title as a main heading • Closing = “Sincerely” • Indicate copies with cc, pc, bc

  12. (2) LETTER/MEMO of TRANS. MEMO of TRANSMITTAL: • Internal • Single-spaced • Ragged-edge copy • Only 1 page • Subject Line = • clear description of the project • Include distribution lists of those who receive copies

  13. (2) LETTER/MEMO of TRANS. MEMO of TRANSMITTAL: Follow the typical memoformat we have been employing all semester If for LCCC, then use the “LCCC Memo Template” If for another company (from employee to employer within the company), make your own Company Template Don’t forget to initial it! 13

  14. TABLE of CONTENTS

  15. (3) TABLE of CONTENTS • OUTLINE: • Acts like an outline for readers • Comes from your outline (for headings) • START: • Gives readers a glimpse of the overall structure of the report • Most readers go HERE first, to grasp the structure of the report • RETURN: • Allows readers to find what they are looking for – fast! • Readers return HERE to locate sections of interest

  16. (3) TABLE of CONTENTS GUIDELINES: • Make it readable • Space items • Indent to draw attention to headings • Include page numbers for every heading & subheading

  17. (3) TABLE of CONTENTS GUIDELINES: • Use Contents Page to reveal report emphasis • Headings = indication of section contents • Headings = specific yet brief (concise) • Consider leaving out low-level headings • Don’t clutter this page with subheadings

  18. (3) TABLE of CONTENTS GUIDELINES: • List appendices • Listed at the end of the TOC • Descriptions of Tables & Procedures • Internal pagination

  19. (3) TABLE of CONTENTS GUIDELINES: • Maintain parallel form in all entries • Parallel structure – same type of phrase • Proofread carefully! • Correct page numbers • Correct headings • Perhaps write last • after all additions, revisions

  20. (3) TABLE of CONTENTS GUIDELINES: WORD 2007 has templates to help writers build TOC pages under the “References” tab 20

  21. LIST of ILLUSTRATIONS

  22. (4) LIST of ILLUSTRATIONS • A list of Illustrations within the Body • Listed on a separate page • Immediately after the Table of Contents • Exception: • When you have only a FEW illustrations, • Merely list them at the bottom of the TOC

  23. EXECUTIVE SUMMARY

  24. (5) EXECUTIVE SUMMARY • Short section • A generalized account of the report’s contents • A “summary” of the report • For decision-makers • The most important readers! • Provides them with a capsule version of the report • Free of technical jargon

  25. (5) EXECUTIVE SUMMARY GUIDELINES: Put it on ONE page Avoid technical jargon Avoid references to the report Body Write your Executive Summary last 25

  26. (5) EXECUTIVE SUMMARY • GUIDELINES: • Include MAJOR points only • Include only important conclusions & recommendations • The most essential information (for them) • 1-3 highlights bout the report • Use PARAGRAPH form • No lists • A series of short paragraphs • Perhaps numbered list with detailed explanations

  27. INTRODUCTION

  28. (6) INTRODUCTION • Prepares ALL readers for the discussion ahead • Both technical & non-technical readers • DO NOT summarize the report – • You already did this in the Executive Summary • What’s the report’s • Purpose? • Scope? • Format? • Give a project description

  29. (6) INTRODUCTION • GUIDELINES: • State your purpose & lead-in to subsections • Purpose Statement comes immediately after the main heading • “This report presents…” • Mention next the Introduction subheadings that follow

  30. (6) INTRODUCTION • GUIDELINES: • Include a project description • Describe a physical setting, set of problems,… • Include scope information • Precise objectives of the study • Bulleted or numbered lists • Parallel the order of the Body

  31. DISCUSSION SECTIONS

  32. (7) DISCUSSION SECTIONS • This is the longest part of Formal Reports • The “Body” of the report • Readers = technicians • Generally, the most technically oriented members of your audience

  33. (7) DISCUSSION SECTIONS • GUIDELINES: • Move from facts to opinions • Collect data • Verify & test data • Analyze all information (+ experience) • Develop recommendations based on conclusions

  34. (7) DISCUSSION SECTIONS GUIDELINES: Incorporate your research and when you do CITE 34

  35. (7) DISCUSSION SECTIONS • GUIDELINES: • Use frequentheadings & subheadings • Use listings to break up long paragraphs • Use illustrations to clarify or explain • Use appendices for excessive details

  36. CONCLUSIONS & RECOMMENDATIONS

  37. (8) CONCLUSIONS CONCLUSIONS & RECOMMENDATIONS: A comprehensive description of all conclusions & recommendations Lists, generally Like an expanded version of the Executive Summary Be sure to label “Conclusions” “Recommendations,” “Conclusions and Recommendations” 37

  38. V. 8 PARTS • Cover/Title Page • Letter or Memo of Transmittal • Table of Contents • List of Illustrations • Executive Summary • Introduction • Discussion Sections • Conclusions and Recommendations