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CHAPTER TWELVE

                    Long, Formal Reports
                     Parts of the report




McGraw-Hill/Irwin                © 2005 The McGraw-Hill Companies, Inc. All rights reserved.
12-2



               Overview

        The
           organization &
       content of long reports
        The
           components of a
       long report
        Structural   coherence
12-3



       Organization and Content
          Prefatory components
              Title   Fly
              Title   Page
              Authorization   Message
              TransmittalMessage, Preface
               or Foreword
              Table    of Contents & List of
12-4
                                         MIDWESTERN RESEARCH, INC.
                                              1732 Midday Avenue
                                                Chicago, IL 60607
                                             Telephone: 312.481.2919
                     April 13, 2005

                     Mr. W. Norman W. Bigbee
                     Vice President in Charge of Sales
                     Allied Distributors, Inc.
                     3131 Speedall Street


        Letter of
                     Akron, Ohio 44302
                     Dear Mr. Bigbee:
                     Here is the report on the four makes of subcompact automobiles you asked me

       Transmittal   to compare last January 3.
                     To help you in deciding which of the four makes you should buy as
                     replacements for your fleet, I gathered what I believe to be the most complete
                     information available. Much of the operating information comes from your
                     own records. The remaining data are the findings of both consumer research
                     engineers and professional automotive analysts. Only my analyses of these
                     data are subjective.
                     I sincerely hope, Mr. Bigbee, that my analyses will help you in making the
                     correct decision. I truly appreciate this assignment. And should you need any
                     assistance in interpreting my analyses, please call on me.
                     Sincerely,
                     George W. Franklin
                     George W. Franklin
                     Associate Director
12-5


                                                         Table of Contents
                                                                                                          Part                                                                                     Page
                                       TABLE OF CONTENTS                                                          B. Gamma Gives Best Ride....................................……........11
  Part                                                                              Page                          C. Gamma Is Judged Most Durable........................................11
  Executive Summary..................................................................................vi
     I. THE FLEET REPLACEMNT PROBLEM......................................1                                 V.    RECOMMENDATION OF GAMMA.....................................12
         A. The Authorization by Vice President Bigbee.............................1
         B. Problem of Selecting Fleet Replacements..................................1
                                                                                                                                     LIST OF TABLES AND CHARTS
         C. Reports and Records as Sources of Data...................................2
                                                                                                          TABLES
         D. A Preview to the Presentation...................................................2
                                                                                                             I.   ORIGINAL COST OF FOUR BRANDS
    II. THE MAJOR FACTOR OF COST.................................................2                                OF SUBCOMPACT CARS IN 2005.........................................3
         A. Initial Costs Favor Beta.............................................................3          II.   COMPARISON OF REPAIRS AND RELATED LOST
                                                                                                                    WORKING TIME FOR FOUR MAKES OF CARS FOR
         B. Trade-in Values Show Uniformity............................................4
                                                                                                                  TWO YEARS....................................................................….....5
         C. Operating Costs Are Lowest for Gamma..................................4
                                                                                                           III.   COST-PER-MILE ESTIMATE OF OPERATION...................5
         D. Cost Composite Favors Gamma...............................................6
                                                                                                           IV.    LIST OF STANDARD SAFETY FEATURES..........................7
   III. EVALUATION OF SAFETY FEATURES....................................6
                                                                                                            V.    COMPARATIVE WEIGHT DISTRIBUTIONS,
         A. Delta Is Best Equipped with Safety Devices.............................7                              BRAKING DISTANCES, AND CORNERING
                                                                                                                  ABILITIES.............................................................................….9
         B. Acceleration Adds Extra Safety to Delta...................................8
                                                                                                           VI.    COMPARATIVE COMFORT AND RIDE.........................….11
         C. Weight Distribution Is Best in Alpha and Gamma...................9
         D. Gamma Has Best Braking Quality..........................................10
                                                                                                          CHARTS
  IV. RIDING COMFORT AND OVERALL CONSTRUCTION........10
                                                                                                             1.   Estimated Total Operating Cost.............................................….6
         A. Gamma Ranks First in Handling.............................................10
                                                                                                             2.   Comparison of Acceleration Times........................................….8
12-6

       Diagram of the Executive Summary
           in Indirect and Direct Order
       Executive summary      I     Executive summary
        (in indirect order)           (in direct order)
          I                   II     V
          II                         I
          III                 III    II
          IV                         III
          V                          IV
                              IV


                              V
12-7                                                   Executive Summary
                   The recommendation of this study is that Gamma is the best buy for Allied Distributors,
                   Inc.
                   Authorized by Mr. Norman W. Bigbee, Vice President, on January 3. 2005, this report is
                   submitted on April 13, 2005. This study gives Allied Distributors an insight into the
                   problem of replacing the approximately 50 two-year-old subcompact cars in its present
                   sales fleet. The basis for this recommendation is an analysis of cost, safety, and
                   construction factors of four models of subcompact cars (Alpha, Beta, Gamma, and Delta).
                   The four cars do not show much difference in ownership cost (initial cost less trade-in
                   allowance after two years). On a per-car basis, Beta costs least for a two-year period--
                   $3,216. Compared with costs for the other cars, Beta is $370 under Gamma, $588 under
                   Alpha, and $634 under Delta. For the entire sales fleet, these differences become more
       Executive   significant. A purchase of 50 Betas would save $18,500 over Gamma, $29,400 over
                   Alpha, and $31,700 over Delta.
       Summary     Operation costs would favor Gamma. Cost per mile for this car is $0.13970, as compared
                   with $0.14558 for Alpha, $0.14785 for Delta, and $0.15184 for Beta. The totals of all
                   costs for the 50-car fleet over the two-year period show Gamma to be least costly at
                   $385,094. In second place is Alpha, with a cost of $400,208. Third is Delta with
                   $406,560, and fourth is Beta with a cost of $417,532.
                   On the qualities that pertain to driving safety, Gamma is again superior to the other cars. It
                   has the best brakes and is tied with Alpha for the best weight distribution. It is second in
                   acceleration and is again tied with Alpha for the number of standard safety devices. Alpha
                   is second overall in this category, having the second best brakes of the group. Beta is last
                   because of its poor acceleration and poor brakes.
                   Construction features and handling abilities place Gamma all by itself. It scores higher
                   than any other car in every category. Alpha and Delta are tied for second place. Again
                   Beta is last, having poor steering and handling qualities.
                                                                 vi
12-8



       The Report Proper
          Introduction
          Report Body
          Ending of the Report
          Appended Parts
          The Structural Coherence
           Plan
12-9



                Introduction
          Origin of the Report
          Problem and Purpose
          Scope
          Limitations
          Historical Background
          Sources and Methods of
           Collecting Information
          Definitions, Initialisms and
           Acronyms
12-10



                   Introduction (contd.)
           Origin of the report – The facts of authorization
           Problem and Purpose –
                     Problem-   what prompted the report
                     The problem is commonly stated in infinitive,
                      question or declarative form
                     The   Purpose is the reason for the report
           Scope – The boundaries of the problem
           Limitation – Anything that limits the report’s treatment of
            the problem
12-11



               Introduction (contd.)
           Sources and methods –
                   How   the information is got
                   Sometimes    it is necessary to cite
                     sources
                   More   complex research requires
                     thorough description
           Definitions, Initialisms and Acronyms-
12-12



               The Report Body

           The report body presents and
            analyzes the information
            gathered


           Preparing this part will require
            virtually all the organizing,
            writing and formatting skills
12-13



            The Ending of the Report
           Ending Summary –
                    Informational reports usually end with
                     a summary of the major findings
                    The ending summary is not as
                     complete as the executive summary
           Conclusions -
                    Reports that seek an answer end with
                     a conclusion
                    Structure of the conclusion varies by
                     problem
           Recommendations – Include recommendations
12-14



                               Appended Parts
       Appendix –
                     The appendix contains information that indirectly supports the report
                     Information that directly supports the report belongs in the text of the report
       Bibliography – A biography should be included if heavy use of published
        sources is made
12-15



          The Structural Coherence Plan
       Longer reports need extra structural coherence devices
       There are a network of explanations, introductions, summaries and
        conclusions
       The coherence plan begins with the preview, which describes the route
        ahead
12-16

        Diagram of the Structural Coherence
        Plan of a Long, Formal Report (1 of 2)
                      The first part of the structural coherence plan is
                      the introduction preview. Here the readers are told
                      how the report will unfold. Specifically, they are
                      told what will be covered, in what order it will be
                      covered, and the reasons for this order.

                    Because the report is long and involved,
                    introductions are needed at the beginnings of the
                    major sections to remind the readers where they
                    are in the plan outlined in the preview. These
                    parts introduce the topics to be discussed, point
                    the way through the sections, and relate the
                    topics of the sections to the overall plan of the
                    report.
12-17

        Diagram of the Structural Coherence
         Plan of a Long, Formal Report (2 of 2)
                         Conclusions and summaries for each
                         major report section help readers to
                         gather their thoughts and see the
                         relationships of the report topics.

                         Completing the plan, a final conclusion or
                         summary section brings the report to a
                         head. Here, previously drawn section
                         summaries and conclusions are brought
                         together. From these a final conclusion and
                         recommendation may be drawn.
12-18



        ANY INQUIRY??
12-19

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Report writing(long)

  • 1. CHAPTER TWELVE Long, Formal Reports Parts of the report McGraw-Hill/Irwin © 2005 The McGraw-Hill Companies, Inc. All rights reserved.
  • 2. 12-2 Overview  The organization & content of long reports  The components of a long report  Structural coherence
  • 3. 12-3 Organization and Content  Prefatory components Title Fly Title Page Authorization Message TransmittalMessage, Preface or Foreword Table of Contents & List of
  • 4. 12-4 MIDWESTERN RESEARCH, INC. 1732 Midday Avenue Chicago, IL 60607 Telephone: 312.481.2919 April 13, 2005 Mr. W. Norman W. Bigbee Vice President in Charge of Sales Allied Distributors, Inc. 3131 Speedall Street Letter of Akron, Ohio 44302 Dear Mr. Bigbee: Here is the report on the four makes of subcompact automobiles you asked me Transmittal to compare last January 3. To help you in deciding which of the four makes you should buy as replacements for your fleet, I gathered what I believe to be the most complete information available. Much of the operating information comes from your own records. The remaining data are the findings of both consumer research engineers and professional automotive analysts. Only my analyses of these data are subjective. I sincerely hope, Mr. Bigbee, that my analyses will help you in making the correct decision. I truly appreciate this assignment. And should you need any assistance in interpreting my analyses, please call on me. Sincerely, George W. Franklin George W. Franklin Associate Director
  • 5. 12-5 Table of Contents Part Page TABLE OF CONTENTS B. Gamma Gives Best Ride....................................……........11 Part Page C. Gamma Is Judged Most Durable........................................11 Executive Summary..................................................................................vi I. THE FLEET REPLACEMNT PROBLEM......................................1 V. RECOMMENDATION OF GAMMA.....................................12 A. The Authorization by Vice President Bigbee.............................1 B. Problem of Selecting Fleet Replacements..................................1 LIST OF TABLES AND CHARTS C. Reports and Records as Sources of Data...................................2 TABLES D. A Preview to the Presentation...................................................2 I. ORIGINAL COST OF FOUR BRANDS II. THE MAJOR FACTOR OF COST.................................................2 OF SUBCOMPACT CARS IN 2005.........................................3 A. Initial Costs Favor Beta.............................................................3 II. COMPARISON OF REPAIRS AND RELATED LOST WORKING TIME FOR FOUR MAKES OF CARS FOR B. Trade-in Values Show Uniformity............................................4 TWO YEARS....................................................................….....5 C. Operating Costs Are Lowest for Gamma..................................4 III. COST-PER-MILE ESTIMATE OF OPERATION...................5 D. Cost Composite Favors Gamma...............................................6 IV. LIST OF STANDARD SAFETY FEATURES..........................7 III. EVALUATION OF SAFETY FEATURES....................................6 V. COMPARATIVE WEIGHT DISTRIBUTIONS, A. Delta Is Best Equipped with Safety Devices.............................7 BRAKING DISTANCES, AND CORNERING ABILITIES.............................................................................….9 B. Acceleration Adds Extra Safety to Delta...................................8 VI. COMPARATIVE COMFORT AND RIDE.........................….11 C. Weight Distribution Is Best in Alpha and Gamma...................9 D. Gamma Has Best Braking Quality..........................................10 CHARTS IV. RIDING COMFORT AND OVERALL CONSTRUCTION........10 1. Estimated Total Operating Cost.............................................….6 A. Gamma Ranks First in Handling.............................................10 2. Comparison of Acceleration Times........................................….8
  • 6. 12-6 Diagram of the Executive Summary in Indirect and Direct Order Executive summary I Executive summary (in indirect order) (in direct order) I II V II I III III II IV III V IV IV V
  • 7. 12-7 Executive Summary The recommendation of this study is that Gamma is the best buy for Allied Distributors, Inc. Authorized by Mr. Norman W. Bigbee, Vice President, on January 3. 2005, this report is submitted on April 13, 2005. This study gives Allied Distributors an insight into the problem of replacing the approximately 50 two-year-old subcompact cars in its present sales fleet. The basis for this recommendation is an analysis of cost, safety, and construction factors of four models of subcompact cars (Alpha, Beta, Gamma, and Delta). The four cars do not show much difference in ownership cost (initial cost less trade-in allowance after two years). On a per-car basis, Beta costs least for a two-year period-- $3,216. Compared with costs for the other cars, Beta is $370 under Gamma, $588 under Alpha, and $634 under Delta. For the entire sales fleet, these differences become more Executive significant. A purchase of 50 Betas would save $18,500 over Gamma, $29,400 over Alpha, and $31,700 over Delta. Summary Operation costs would favor Gamma. Cost per mile for this car is $0.13970, as compared with $0.14558 for Alpha, $0.14785 for Delta, and $0.15184 for Beta. The totals of all costs for the 50-car fleet over the two-year period show Gamma to be least costly at $385,094. In second place is Alpha, with a cost of $400,208. Third is Delta with $406,560, and fourth is Beta with a cost of $417,532. On the qualities that pertain to driving safety, Gamma is again superior to the other cars. It has the best brakes and is tied with Alpha for the best weight distribution. It is second in acceleration and is again tied with Alpha for the number of standard safety devices. Alpha is second overall in this category, having the second best brakes of the group. Beta is last because of its poor acceleration and poor brakes. Construction features and handling abilities place Gamma all by itself. It scores higher than any other car in every category. Alpha and Delta are tied for second place. Again Beta is last, having poor steering and handling qualities. vi
  • 8. 12-8 The Report Proper  Introduction  Report Body  Ending of the Report  Appended Parts  The Structural Coherence Plan
  • 9. 12-9 Introduction  Origin of the Report  Problem and Purpose  Scope  Limitations  Historical Background  Sources and Methods of Collecting Information  Definitions, Initialisms and Acronyms
  • 10. 12-10 Introduction (contd.)  Origin of the report – The facts of authorization  Problem and Purpose –  Problem- what prompted the report  The problem is commonly stated in infinitive, question or declarative form  The Purpose is the reason for the report  Scope – The boundaries of the problem  Limitation – Anything that limits the report’s treatment of the problem
  • 11. 12-11 Introduction (contd.)  Sources and methods – How the information is got Sometimes it is necessary to cite sources More complex research requires thorough description  Definitions, Initialisms and Acronyms-
  • 12. 12-12 The Report Body  The report body presents and analyzes the information gathered  Preparing this part will require virtually all the organizing, writing and formatting skills
  • 13. 12-13 The Ending of the Report  Ending Summary –  Informational reports usually end with a summary of the major findings  The ending summary is not as complete as the executive summary  Conclusions -  Reports that seek an answer end with a conclusion  Structure of the conclusion varies by problem  Recommendations – Include recommendations
  • 14. 12-14 Appended Parts  Appendix –  The appendix contains information that indirectly supports the report  Information that directly supports the report belongs in the text of the report  Bibliography – A biography should be included if heavy use of published sources is made
  • 15. 12-15 The Structural Coherence Plan  Longer reports need extra structural coherence devices  There are a network of explanations, introductions, summaries and conclusions  The coherence plan begins with the preview, which describes the route ahead
  • 16. 12-16 Diagram of the Structural Coherence Plan of a Long, Formal Report (1 of 2) The first part of the structural coherence plan is the introduction preview. Here the readers are told how the report will unfold. Specifically, they are told what will be covered, in what order it will be covered, and the reasons for this order. Because the report is long and involved, introductions are needed at the beginnings of the major sections to remind the readers where they are in the plan outlined in the preview. These parts introduce the topics to be discussed, point the way through the sections, and relate the topics of the sections to the overall plan of the report.
  • 17. 12-17 Diagram of the Structural Coherence Plan of a Long, Formal Report (2 of 2) Conclusions and summaries for each major report section help readers to gather their thoughts and see the relationships of the report topics. Completing the plan, a final conclusion or summary section brings the report to a head. Here, previously drawn section summaries and conclusions are brought together. From these a final conclusion and recommendation may be drawn.
  • 18. 12-18 ANY INQUIRY??
  • 19. 12-19