Drafting a Report

7/28/2019 Drafting a Report

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Presentation outline

Importance of report writing

Keys to effective report writing

Structure

Format & Mechanics

Style

Editing

Resources


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Need for communication

reports meetings

articles conferences

proposals lectures

How well you communicate will affect your career!

specific technical audience

general technical audience

non-technical audienceCVG 1900 - Effective Report Writing 3


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1. Channel for the communication of information

2. Managers everyday work Tool for decision making

Why are reports so important?


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Identify the purpose

To inform?

To convince?


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Report writing process

Analyze constraints

Organize information

Write first draft

Edit and revise

Finalize


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How are reports assessed

by reader?

Structure

How information is organized

FormFormat: layout, typography

Mechanics: grammar, punctuation,spelling

Style

The way you communicate


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Structure

Front matter /Prefatory

Presents preliminary information for thereport

Main body /The report proper Explains report's content to primary

audience Discusses results and presentsconclusions

Back matter /Supplementary

Provides secondary information to allreaders as well as primary information tosecondary readers


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Front matter

Title Fly

Title Page

Letter of Transmittal Authorization of the person who commissioned the report.

Acknowledgement

Unexpected Findings

Emphasis on follow-up research

Personal Comments

Encouragement to the readers for further action
http://localhost/var/www/apps/conversion/tmp/scratch_6/cover%20page%20for%20report.jpghttp://localhost/var/www/apps/conversion/tmp/scratch_6/TRANSMITTALLETTER.dochttp://localhost/var/www/apps/conversion/tmp/scratch_6/ACKNOWLEDGEMENT%20FORMAT%20FOR%20THE%20PROJECT.dochttp://localhost/var/www/apps/conversion/tmp/scratch_6/ACKNOWLEDGEMENT%20FORMAT%20FOR%20THE%20PROJECT.dochttp://localhost/var/www/apps/conversion/tmp/scratch_6/TRANSMITTALLETTER.dochttp://localhost/var/www/apps/conversion/tmp/scratch_6/cover%20page%20for%20report.jpg


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Table of contents and list of Illustrations
http://localhost/var/www/apps/conversion/tmp/scratch_6/CONTENT'S%20LIST.dochttp://localhost/var/www/apps/conversion/tmp/scratch_6/CONTENT'S%20LIST.doc


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Executive Summary


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Main body

Introduction

Discussion

Conclusion

Pages numbered with Arabic numerals


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Introduction

Topic

Importance

Background

Scope and limitations

Leads the writer to the main body


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Discussion/Findings

Describe the data presented in

table/graphs.

Highlight important findings Put your results in context by

comparing them with previous

research Give reasons to account for

differences


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Conclusion

Keep the conclusion relatively short.

Focus on main result.

Interpret the overall meaning;integrate similar findings

Add no new details


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Back matter

References

Appendix

Bibliography

Glossary

Index

Continue page numbering with Arabicnumerals following conclusion


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Recommendations

What does the writer wants the reader

to do?

What action needs to be done?


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AMERICAN PSYCHOLOGICAL ASSOCIATION

(APA)- References

CHICAGO MANUAL OF STYLE (CMS)-Bibliography

MORDEN LANGUAGE ASSOCIATION(MLA) -

Work cited

FORMAT USED TO CITE DATA
http://localhost/var/www/apps/conversion/tmp/scratch_6/apa%20style%20reference.ppthttp://localhost/var/www/apps/conversion/tmp/scratch_6/MLA%20STYLE%20reference.dochttp://localhost/var/www/apps/conversion/tmp/scratch_6/MLA%20STYLE%20reference.dochttp://localhost/var/www/apps/conversion/tmp/scratch_6/apa%20style%20reference.ppthttp://localhost/var/www/apps/conversion/tmp/scratch_6/apa%20style%20reference.ppthttp://localhost/var/www/apps/conversion/tmp/scratch_6/apa%20style%20reference.ppt


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Appendices

Supply additional information for

secondary audiences

Supply secondary or tangentialinformation to primary audience

Separate appendices for different

types of information
http://localhost/var/www/apps/conversion/tmp/scratch_6/APPENDICESt.dochttp://localhost/var/www/apps/conversion/tmp/scratch_6/APPENDICESt.doc


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GLOSSARY


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INDEX


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Structure of a report

Title page Summary

Table of contents Introduction

Discussion & Conclusions Recommendations

References and Appendices


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Format

The way a document is arranged

No universal format

Different formats to serve particularaudiences, purposes, and occasions

Follow the format that is expected or

required for specific situation Make the reading process efficient


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Illustrations/Visual Aids

Tables

Figures

Line charts Pie Charts

Bar Graphs


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Mechanics

Avoid common errors of

Grammar, Punctuation Usage

Spelling


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Style

Short paragraphs and sentences

One idea per paragraph

Smooth and logical flow of ideas Be precise, avoid being vague


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Language use

Remember that reports will be judged

on:

technical content clarity & ease of understanding of

written text choice of wording

grammatical corrected ness


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Report writing process

Analyze constraints Organize

information, write first draft

Edit and revise Finalize


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EXAMPLE

books


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Magazine and journalarticles.


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Reports.


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Personal interviews, correspondence,

and other non print sources.


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citing Internet and Web

information sources,

http://owl.english.purdue.edu/handout

s/research/r_docelectric.html

http://www.columbia.edu/cu/cup/cgos/i

dx_basic.html
http://owl.english.purdue.edu/handouts/research/r_docelectric.htmlhttp://owl.english.purdue.edu/handouts/research/r_docelectric.htmlhttp://owl.english.purdue.edu/handouts/research/r_docelectric.htmlhttp://owl.english.purdue.edu/handouts/research/r_docelectric.html


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Link for further help..

http://www.writing.engr.psu.edu/workb

ooks/proposals.html
http://www.writing.engr.psu.edu/workbooks/proposals.htmlhttp://www.writing.engr.psu.edu/workbooks/proposals.htmlhttp://www.writing.engr.psu.edu/workbooks/proposals.htmlhttp://www.writing.engr.psu.edu/workbooks/proposals.html

Drafting a Report

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