LECTURE 24
SHORT REPORTS CONT………
Short Report Formats
•
•
•
•
•
•
•
•
•
Title page
Introduction/Executive Summary
Sections with headings/sub headings
Discussion (progress)
Cost analysis (graphs, figures)
Recurring / non recurring expenses
Conclusions
References
Signature Block
• Sample:
•
•
•
•
(Signature of the final authority) ( signature of the presenter)
Name----------Name/s-----------------Designation-------------------Designation/s---------------Date ----------------Date--------------------
Planning a Long Report
•
•
•
•
•
•
•
1: Define its Purpose
2: Consider the reader
3: Determine what issues are involved
4: Collect information
5: Sort and Evaluate your information
6: Organize your material
7: Prepare the Outline
Sequence of steps:
• 1: Create an Outline including the major Headings and
Subheadings.
• 2: Write the Purpose Statement and introductory
section.
• 3: Write the Main Text.
• 4: Draw the Conclusion from the information you have
gathered.
• 5: Write the Conclusion and your Recommendations.
• 6: Prepare the Preface, Abstract, Synopses or Executive
Summary after presenting facts and findings.
• 7: Construct a list of References (bibliography) as you
research, plan and write the report.
• 8: Construct the Table of Contents and table of
graphics. Place each item in the order they appear.
• 9: Write the letter of Transmittal.
• 10: Prepare the Title Page.
Shaping the Long Report
•
•
•
•
•
•
•
•
•
Title Page
Letter of Transmittal
Dedication/Terms of Reference
Acknowledgments
Table of Contents
List of figures or tables (optional)
Executive Summary/Purpose Statement
Introductory section of the report
Center section of the report
•
•
•
•
•
•
•
Conclusion
References
Recommendations
Signature Block
Bibliography
Glossary of terms
Appendices and Attachments
Editing the Long Report
• Eliminate obscure or gender biased language.
• Correct spellings and punctuations.
• Clearly identify the introduction and the scope of your
report.
• Check for any unsupported opinions.
• Remove any extra information that is not vital.
• Edit the lay out or format of the report (font, double
space)
• Table of Contents
The convenience of the reader is the guiding
consideration of producing a table of
contents. Proposals should list all major parts
and divisions including lists of illustrations,
tables and appendices.
• Introduction
The introduction sets the tone of the
proposal. The introduction outlines the goals
of the project, how long it will take, and give
enough background to enable the reviewers
(who might not be experts in your field) of a
particular project in a context of common
knowledge.
• Project Goals and Objectives
Goals and objectives are different and are clearly
separated in the proposal. The goal of the project is
what one hopes to accomplish as a result of the
project. Objectives are statements of precise outcomes
that can be measured in support of the goals.
Objectives are SMART (specific, measurable, allocable,
reasonable and time sensitive).
• Review of Literature
Discussions of work done by others gives the
reviewers the impression of how this project
will build upon what has already been done by
others. The literature will also highlight how
the proposed project is different and unique
from other projects. This is more prevalent in
public proposals.
• Description of Proposed Project
The project description is the heart of the proposal and
is the primary concern of the technical reviewers.
• Establish the need for the project and the benefits
derived
• Be realistic. Distinguish between long-range goals and
the short-range objectives for which funding is being
sought. Our eyes are often bigger than our stomachs
and we take on more than is possible within the time
or funding constraints.
FEASIBILITY REPORTS
• The Feasibility Reports discuss the practicality, and
possibly the suitability and compatibility of a given
project, both in physical and economic terms. They
also discuss the desirability of the proposed project
from the viewpoint of those who would be affected by
it.
• Report writers must come to a Conclusion, and must
Recommend that some action is taken or is not taken
and/or that some choice is adopted or is rejected.
• Reports are not read from cover-to-cover by
one person. For example, a manager may read
only the synopsis or abstract and act on the
advice it contains while a technical officer may
read only the section that explains how things
work. On the other hand, a personnel officer
may look at only the conclusions and
recommendations that directly affect his/her
working area.
A Formal/Feasibility Report includes: (at least 8
double-spaced typed or printed pages using one inch
margins)
•
•
•
•
•
Letter of Transmittal
Title Page
Dedication (optional)
Abstract/Synopses/Executive summary
Table of Contents
•
•
•
•
1: Introduction
1.1: Aim
1.2: Scope
1.3: Background
• 2: Procedure
• 2.1: Data Collection Method
• 2.2: Literature Review
•
( reports, research papers, journals,
articles, books)
•
•
•
•
•
•
•
3: Analysis of Data
3.1: Water flow of Blue River
3.2: Sediment Level
3.3: Fish stock numbers
3.4: Weed infiltration rates
3.5: Salinity level
3.6: Likely areas to be flooded
• 4: Conclusion
• 5: Recommendations
• References (details of sources used/in alphabetical
order)
• Bibliography (mentioning all the references in detail)
• Glossary of Technical Terms/Index (alphabetical order)
• Appendices: A, B, C (diagrams, charts, graphs, maps)
Types of Technical Reports:
• Feasibility: whether a project is feasible or not.
• Recommendation: compares two or more alternatives
and recommends one
• Evaluation :studies something in terms of its worth or
value
• Primary Research Report: work done in a laboratory
• Technical Specifications: discusses a new product
design in terms of its construction, material, functions,
features and market potential.
Proposals
• Write about the “Brilliant Idea” and provide a
“Rationale” for it. A proposal is a method of
persuading the reader to agree to the writer’s
view point or accept his suggestion .It is a
systematic, factual, formal and persuasive
description of a course of action or a set of
recommendations/suggestions.
Parts of a Formal Proposal
•
•
•
•
•
•
•
•
Title page
Table of contents
List of figures
Abstract or Summary
Introduction
Methodology
Statement of the Problem
Proposed Budget (Non Recurring/Recurring)
•
•
•
•
•
•
Proposed Plan and Schedule
Advantages/Disadvantages
Recommendations
References
Conclusion
Appendices
***************************************
************