PREPARING PROJECT #2’S REPORTSCoB Center for Professional Communication

Preparing the Report

1. Analyze the report problem & purpose2. Anticipate the audience & issues3. Prepare a work plan4. Collect data & document sources5. Interpret & organize data6. Prepare graphics7. Compose first draft8. Revise & proofread9. Evaluate the product

Selecting a Report Format

Primarily Text

Text and Graphics

Memo or Email

Formal Reports

Informal Reports

Talking heading

Mix of text and

graphics

Page numbers

Detailed, explanatory

text

Main points

reinforced(optional)

White background

Bullets or text in

graphics

Formatting a Report in Presentation Software

Style

Focus on graphical elements: Tables Charts Images Strong graphical design But, do not ignore text altogether

Every page should contain at least 25-50% text

Narrative text font size 11 or 12 pt.

Style

Remember: The report is intended to be read, not listened to

You will not be present to explain what a graph or table means

Thus, the report must be more explicit than slides accompanying an oral presentation

Style Rule of Thumb

Each slide should have:

25% white space (margins)

25 to 50% text

25 to 50% graphics

Format & Layout

Create a design template4 rules for designOrganization Elements

Navigation Headings

Portrait versus landscape?

Create the Design Template

Use the 4 Rules of Design Make a few basic decisions and stick to them You may use company colors and logo Use PowerPoint to create your report

Use one of the templates Office Button New Presentations Business

Pitchbook

OR create your own using slide master Design View Slide Master

Portrait or Landscape

More familiar reading style

Easier to present textual blocks

Better for double duty (stand-up presentations)

Can be better for graphical elements (complex graphics are often horizontal)

Portrait Landscape

Final Thoughts

Think through your design Think through your structure Be consistent Be professional Reports Formatted in Presentation

Software are meant to be read: explain the take away from your graphs

Use the template as a guide EDIT, EDIT, EDIT!

References

Appendix(es)

Project #2’s Report Components

Conclusions

Body

Introduction

Table of contents

Executive Summary

Title Page

Cover

Transmittal document

The letter of transmittal presents your report to its intended audience (in a book this section would be called the preface). Think of the letter of transmittal as the conversation that you would have with your audience (client, boss, etc.) if you were handing the report directly to them. Your letter should have a personal but professional tone to it.

Transmittal Letter/Memo

Report Components: Front Matter Transmittal

document Announce the

topic and explain who authorized it.

Briefly describe the project and preview the conclusions – if the reader is supportive.

Report Components: Front Matter Transmittal

document Close by

expressing appreciation for the assignment, suggesting follow-up actions, acknowledging the help of others, and offering to answer questions.

Formatting Business Memos

Date: May 18, 2008

To: LaTonja Williams, title

From: Sharon Montoya (include initials of printed copy)

Subject: Formatting Business Letters

At your request, this memo illustrates and explains business memo formatting in a nutshell. The most important points to remember are these:

Date: May 18, 2008

To: LaTonja Williams, title

From: Sharon Montoya (include initials of printed copy)

Subject: Formatting Business Letters

At your request, this memo illustrates and explains business memo formatting in a nutshell. The most important points to remember are these:

1 blank line

1 blank line

1 blank line

2 blank lines

Date: January 12, 2012 To: Flagstaff City Council Members From: Sylvia Hernandez, Del Rio Industrial Consultants Subject: Economic Impact of Coconino Industrial Park The attached report, requested by the Flagstaff City Council in a letter to Goldman-Lyon & Associates dated October 20, describes the economic impact of the Coconino Industrial Park on the city of Flagstaff. We believe you will find the results of this study useful in evaluating future development of industrial parks within the city limits. This study was designed to examine economic impact in three areas:

Current and projected tax and other revenues accruing to the city from Coconino Industrial Park

Current and projected employment generated by the park

Indirect effects on local employment, income, and economic growth Primary research consisted of interviews with 15 Coconino Industrial Park (CIP) tenants and managers, in addition to a 2010 survey of over 5,000 CIP employees. Secondary research sources included the Annual Budget of the City of Flagstaff, county and state tax records, government publications, periodicals, books, and online resources. Results of this research discussed more fully in this report, indicate that Coconino Industrial Park exerts a significant beneficial influence on the Flagstaff metropolitan economy. We would be pleased to discuss this report and its conclusions with you at your request. My firm and I thank you for your confidence in selecting our company to prepare this comprehensive report.

SH

Formatting Business Letters

Email: cypress@grid.com5090 Katella Avenue PHONE: (310) 329-4330Anaheim, CA 92642 FAX: (310) 329-4259

May 18, 2008

Ms. LaTonja WilliamsHealth Care Specialists2608 Fairview RoadCosta Mesa, CA 92627

Dear Ms. Williams:

Subject: Formatting Business Letters

Email: cypress@grid.com5090 Katella Avenue PHONE: (310) 329-4330Anaheim, CA 92642 FAX: (310) 329-4259

May 18, 2008

Ms. LaTonja WilliamsHealth Care Specialists2608 Fairview RoadCosta Mesa, CA 92627

Dear Ms. Williams:

Subject: Formatting Business Letters

Letterhead

Dateline

Inside Address

Salutation

Subject

Line

CYPRESS ASSOCIATES, INC.

2 inches from top of page

2 to 7 blank lines

1 blank line

1 blank line

1 blank line

At your request, this letter illustrates and explains business letter formatting in a nutshell. The most important points to remember are these:

1. Set margins between 1 inch; most word processing programs automatically set margins at 1 inch.

2. Start the date 2 inches from the top edge of the paper or 1 blank line below the letterhead, whichever position is lower.

3. Allow about 5 lines after the date—more lines for shorter letters and fewer lines for longer ones.

The two most popular letter styles are block and modified block. Block style, with all lines beginning at the left, causes the least trouble. In modified block-style letters,

At your request, this letter illustrates and explains business letter formatting in a nutshell. The most important points to remember are these:

1. Set margins between 1 inch; most word processing programs automatically set margins at 1 inch.

2. Start the date 2 inches from the top edge of the paper or 1 blank line below the letterhead, whichever position is lower.

3. Allow about 5 lines after the date—more lines for shorter letters and fewer lines for longer ones.

The two most popular letter styles are block and modified block. Block style, with all lines beginning at the left, causes the least trouble. In modified block-style letters,

Numbered list for

improved readability

One blank line between paragraphs

Formatting Business Letters

the date and closing lines start at the center. For both styles the complimentary close is followed by three blank lines before the writer’s signature. Reference initials and enclosure notations, if used, appear in the lower left corner, as shown below.

So that you can see additional styles, I’m sending our office style guide. I certainly hope this material is helpful to you and your assistants, Ms. Williams.

Sincerely,

Sharon MontoyaSharon MontoyaExecutive Director

the date and closing lines start at the center. For both styles the complimentary close is followed by three blank lines before the writer’s signature. Reference initials and enclosure notations, if used, appear in the lower left corner, as shown below.

So that you can see additional styles, I’m sending our office style guide. I certainly hope this material is helpful to you and your assistants, Ms. Williams.

Sincerely,

Sharon MontoyaSharon MontoyaExecutive Director

Complimentary Closing

Printed Name and Title

3-4 blank lines

Formatting Business Letters

110 West Route 66 Flagstaff, Arizona 86001

(928) 774-110 www.delrio.com

January 12, 2012 City Council City of Flagstaff 211 West Aspen Avenue Flagstaff, AZ 86001 Dear Council Members: Subject: Economic Impact of Coconino Industrial Park The attached report, requested by the Flagstaff City Council in a letter to Goldman-Lyon & Associates dated October 20, describes the economic impact of the Coconino Industrial Park on the city of Flagstaff. We believe you will find the results of this study useful in evaluating future development of industrial parks within the city limits. This study was designed to examine economic impact in three areas:

Current and projected tax and other revenues accruing to the city from Coconino Industrial Park

Current and projected employment generated by the park

Indirect effects on local employment, income, and economic growth Primary research consisted of interviews with 15 Coconino Industrial Park (CIP) tenants and managers, in addition to a 2010 survey of over 5,000 CIP employees. Secondary research sources included the Annual Budget of the City of Flagstaff, county and state tax records, government publications, periodicals, books, and online resources. Results of this research discussed more fully in this report, indicate that Coconino Industrial Park exerts a significant beneficial influence on the Flagstaff metropolitan economy. We would be pleased to discuss this report and its conclusions with you at your request. My firm and I thank you for your confidence in selecting our company to prepare this comprehensive report. Sincerely, Sylvia Hernandez Senior Research Consultant SMH: mef Attachment

Sylvia Hernandez

Time for Examples