Report Writing

Report Writing

Decide on the Length and Format

 Pre-printed form for relatively short, routine information

 Letter -directed to outsiders (headings, footnotes, tables figures)

 Memo - short informal reports within the company (to 10 pp.)/ memo reports (above 10)

 Manuscript _ from a few to several hundred pp

Parts of a Formal Report

Prefatory Text Supplementary

Cover Intro Appendixes

Title fly Body Bibliography

Title page Summary Index

L. of authorization Conclusions

L. of acceptance Recommensations

L. of transmittal Notes

Table of contents

List of illustrations

Synopsis

Establishing a Basic Structure

 What info should be included?

 What psychological approach is best?

Direct (Key findings, conclusions, recommendations)

Indirect (Facts gradually build up the main idea)

 Method of subdivision

Topical (order of importance, chronology, categories)

Around logical arguments

Decide on the content

Put yourself in the audience position

Why are you losing money ?

Producton costs exceed prices.

Why are p.cs. High? Why are prices low?

Overhead is spread Competitors establish the base

over low sales volume. we must meet.

Why is overhead high? How can competotors charge less?

R&D higher than Competitors Lower costs - higher sales

Why is volume low? Do consumers care about the price?

We sell only in 3 states. Yes, but not only.

Direct vs. Indirect Order

• Direct order - ( most typical) - receptive audience

Key findings,conclusions,recommendations

The main idea at the beginning of the report

• Indirect - hostile, skeptical audience

• Combination - reveal conclusions while going along

I. Informational Reports

A periodic report

A monitor recurring report - what happened in a particular period.

 Overview of routine responsibilities

 Discussion of special projects

 Plans for the coming period

 Analysis of problems

A