PREPARING PROJECT #2’S
REPORTS
CoB Center for Professional Communication
Preparing the Report
1.
2.
3.
4.
5.
6.
7.
8.
9.
Analyze the report problem & purpose
Anticipate the audience & issues
Prepare a work plan
Collect data & document sources
Interpret & organize data
Prepare graphics
Compose first draft
Revise & proofread
Evaluate the product
Selecting a Report Format
Formal Reports
Primarily Text
Text and Graphics
Informal
Reports
Memo or Email
Formatting a Report in Presentation Software
Detailed,
explanatory
text
Bullets or
text in
graphics
Main
points
reinforced
(optional)
White background
Talking heading
Mix of text
and
graphics
Page
numbers
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 template
 4 rules for design
 Organization 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
Portrait


More familiar reading
style
Easier to present
textual blocks
Landscape


Better for double duty
(stand-up
presentations)
Can be better for
graphical elements
(complex graphics are
often horizontal)
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!
Project #2’s Report Components
References
Appendix(es)
Conclusions
Body
Introduction
Table of contents
Executive Summary
Title Page
Cover
Transmittal document
Transmittal Letter/Memo
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.
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:
To:
From:
copy)
May 18, 2008
1 blank line
LaTonja Williams, title
Sharon Montoya
1 blank line
(include initials of printed
1 blank line
Subject: Formatting Business Letters
2 blank lines
At your request, this memo illustrates and explains
business memo formatting in a nutshell. The most
important points to remember are these:
Date:
January 12, 2012
To:
Flagstaff City Council Members
From:
Sylvia Hernandez, Del Rio Industrial Consultants
Subject:
Economic Impact of Coconino Industrial Park
SH
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.
Formatting Business Letters
CYPRESS ASSOCIATES, INC.
Letterhead
5090 Katella Avenue
Anaheim, CA 92642
Email: cypress@grid.com
PHONE: (310) 329-4330
FAX:
(310) 329-4259
2 inches from top of page
Dateline
May 18, 2008
2 to 7 blank lines
Inside
Address
Ms. LaTonja Williams
Health Care Specialists
2608 Fairview Road
Costa Mesa, CA 92627
1 blank line
Salutation
Dear Ms. Williams:
1 blank line
Subject
Line
Subject: Formatting Business Letters
1 blank line
Formatting Business 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.
Numbered
list for
improved
readability
One blank
line between
paragraphs
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 blockstyle letters,
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.
Complimentary
Closing
Printed Name
and Title
Sincerely,
Sharon Montoya
Sharon Montoya
Executive Director
3-4 blank lines
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
Sylvia Hernandez
Senior Research Consultant
SMH: mef
Attachment
Time for Examples