CH 10 Student - S

Copyright © 2015 Cengage Learning
Chapter 10
Writing the Report

Writing the Report
Planning Drafting Writing
Documenting Refining
2
Writing the Report
3
Selecting a Report Format
Formal Reports
Primarily Text Text and Graphics
Informal Reports
Memo or Email
Planning | Drafting | Writing | Documenting | Refining

Formatting a Report in Presentation Software
White background Message title
Detailed,
explanatory
text
Mix of text
and
Bullets or
graphics
text in
graphics
Main
points Page
reinforced numbers
(optional)
5
Ways to Organize the Report
Time When it is important for the reader to know the

sequence of events
Location When the geographical or physical location of

topics is important
Importance When you want to draw attention to important

information
Criteria When you’re writing analytical and

recommendation reports

6
Presenting Findings, Conclusions,
and Recommendations
Finding
States the
information
Conclusion
collected
Answers
research
Recommendation
Forty-five questions
percent of the raised in the Draws a
building introduction solution based
foundation is on the finding
deteriorated. and conclusion
The building
will not
withstand The
another foundation
hurricane. needs to be
replaced.

Outlining the Report
Working Mothers in Management
I. INTRODUCTION
• Purpose and Scope
• Procedures

8
Outlining the Report (cont’d)
II. FINDINGS
A. Number of Working Mothers
 National Labor Force
 State Labor Force
B. Effects on Labor Productivity
 Absenteeism
 Rate of Turnover
 Commitment to the Job
C. Special Needs of Working Mothers
 On-Site Child Care Centers
 Flexible Working Hours

 Family Leave

9
Outlining the Report (cont’d)
III. SUMMARY, CONCLUSIONS, AND

RECOMMENDATIONS
• Summary and Conclusions
• Recommendations

10
Choosing Headings
Generic Headings Message Titles
Bishops’ Staffing Level is High

Current Staffing Comparisons Compared to that of Its
Competitors
Performance Evaluation Employees’ Performance

Summary Varies by Years of Experience

Writing the Report
12
Drafting the Body
Introduction: Present the information the reader needs to make sense of

the findings
Findings: Analyze and interpret findings for the reader
Summary, Conclusions, and Recommendations: Modify according to

the purpose and length of your report

13
Drafting the Supplementary Sections
Title Page Report title and subtitle, company logo, writer’s name,
and report date
Cover Letter,
Memo, or Email Separate note to introduce the report
Executive
Summary Abstract or synopsis of the report
Table of Contents
Headings, subheadings, and page numbers
Appendix Supplementary reference material not relevant enough for

the body
References
List of secondary sources

Writing the Report
15
Developing an Effective Writing Style
Tone
Pronouns
Verb Tense
YURI ARCURS/SHUTTERSTOCK.COM
Emphasis and Subordination
Coherence

16
How Can You Improve the Tone?
BUT:
NOT: Our turnover rate has

skyrocketed in the past year.
BUT:
NOT: The manager claimed that his

employees left for better compensation.

Use First- and Second-Person Pronouns Sparingly
I recommend that the project be

Informal
canceled.
The writer recommends that the
Awkward
project be canceled.
Formal The project should be canceled.
Informal I interviewed Jan Smith.
Passive Jan Smith was interviewed.

In a personal interview, Jan Smith
Formal
7POSTMAN/ISTOCKPHOTO.COM stated . . .

Use Emphasis and Subordination
Devote an appropriate amount of space to

a topic.
Position your major ideas first for the

direct plan.
Use language that directly tells what is

more and less important.

Add a Section Overview
Regional Sales Analysis

The Northeast region leads in individual room sales, while the Southern
region leads in group and corporate sales. The Midwest region lags in all
sales categories.
Individual Sales
text text text text text text text text text text text text text text Text
text after
text atext
main
heading overviews
Group Sales content within a
text text text text text text text text text text text text text text textsection.
text text
Corporate Sales
text text text text text text text text text text text text text text text text text

20
Writing the Report
21
Why We Document Sources
To avoid accusations of plagiarism
To give credit to the originator of information
To demonstrate the validity of our work with credible sources
To instruct readers where to find additional information


How Can You Paraphrase These Words?
Try two versions: one that retains the quote

and another that omits it.
Matsui’s president, Ken Okono, said that the next model
will “surpass all previous versions with increased
functionality and improved usability.” On an analyst call
on Tuesday, Okono assured listeners that the company
will exceed investor expectations in the third quarter and
will increase market share by at least 15% by year-end.

How to Document Sources
According to the “CEO Economic

Outlook Survey,” 92% of company
leaders expect higher capital OR
expenditures this quarter compared
to last quarter.4
Footnotes or Endnotes Reference Page (for reports in

(for primarily text reports) presentation software)

Writing the Report
25
Revising
1. Revise for Content 2. Revise for Style 3. Revise for Correctness
• Have you included • Are words clear, simple, • Do you find any errors in
sufficient information to and concise? grammar, spelling,
support each point? • Are you using a variety of punctuation, and word
• Have you excluded sentence types? usage?
extraneous information? • Do your paragraphs have • Does a colleague catch
• Is all information unity and coherence? any errors you may have
accurate? • Have you maintained a overlooked?
• Is the information confident, sincere,
presented in an efficient objective tone?
and logical sequence? • Have you used
appropriate emphasis and
subordination?

26
Formatting and Proofreading
Formatting
Proofreading
Use a consistent, logical format,
keeping the needs of the reader Do not risk destroying your
in mind credibility by failing to
proofread carefully

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Copyright © 2015 Cengage Learning

Writing the Report

Planning Drafting Writing

Planning Drafting Writing

Primarily Text Text and Graphics

Planning | Drafting | Writing | Documenting | Refining

Time When it is important for the reader to know the

Location When the geographical or physical location of

Importance When you want to draw attention to important

Criteria When you’re writing analytical and

Planning | Drafting | Writing | Documenting | Refining

Planning | Drafting | Writing | Documenting | Refining

Working Mothers in Management

Planning | Drafting | Writing | Documenting | Refining

 Flexible Working Hours

Planning | Drafting | Writing | Documenting | Refining

III. SUMMARY, CONCLUSIONS, AND

Planning | Drafting | Writing | Documenting | Refining

Generic Headings Message Titles

Bishops’ Staffing Level is High

Performance Evaluation Employees’ Performance

Summary Varies by Years of Experience

Planning | Drafting | Writing | Documenting | Refining

Planning Drafting Writing

Introduction: Present the information the reader needs to make sense of

Findings: Analyze and interpret findings for the reader

Summary, Conclusions, and Recommendations: Modify according to

the purpose and length of your report

Planning | Drafting | Writing | Documenting | Refining

Appendix Supplementary reference material not relevant enough for

Planning | Drafting | Writing | Documenting | Refining

Planning Drafting Writing

Planning | Drafting | Writing | Documenting | Refining

NOT: Our turnover rate has

NOT: The manager claimed that his

Planning | Drafting | Writing | Documenting | Refining

I recommend that the project be

Informal I interviewed Jan Smith.

Passive Jan Smith was interviewed.

Planning | Drafting | Writing | Documenting | Refining

Devote an appropriate amount of space to

Position your major ideas first for the

Use language that directly tells what is

Planning | Drafting | Writing | Documenting | Refining

Regional Sales Analysis

Planning | Drafting | Writing | Documenting | Refining

Planning Drafting Writing

To avoid accusations of plagiarism

To give credit to the originator of information

To demonstrate the validity of our work with credible sources

To instruct readers where to find additional information

Planning | Drafting | Writing | Documenting | Refining

Try two versions: one that retains the quote

Planning | Drafting | Writing | Documenting | Refining

According to the “CEO Economic

Footnotes or Endnotes Reference Page (for reports in

Planning | Drafting | Writing | Documenting | Refining

Planning Drafting Writing

1. Revise for Content 2. Revise for Style 3. Revise for Correctness

Planning | Drafting | Writing | Documenting | Refining

Planning | Drafting | Writing | Documenting | Refining

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