BOOK NOTES: Chapter 11

Two important points about the use of headings that also relates to outlines:

(1) because second-level headings are subdivision of the first-level headings, you should have a least two subdivisions (A and B) (2) all headings of the same level must be treated consistently

An executive summary should (do 3 things):

(1) briefly introduce the report and preview the major divisions (2) summarize the major sections of the report (3) summarize the report summary and any conclusions and recommendations

The research process consists of inductively arranged steps:

(1) problem (2) method (3) findings (4) conclusion

General parts, or variations of them, that might appear as headings in a proposal:

(1) problem or purpose (2) scope (3) methods or procedures (4) materials and equipment (5) qualifications (6) follow-up and/or evaluation (7) budget or costs (8) summary (9) agenda

references section

- "works cited" "bibliography" - an alphabetically listing of the sources used in preparing the report

Preliminary parts might include:

- a half-title page - title page - authorization - transmittal - table of contents - table of figures - executive summary

Writing suggestions that will enhance your credibility as a researcher:

- avoid emotional terms - identify assumptions - label opinions - use documentation

Suggestions that should be applied when writing a formal report:

- avoid first person pronouns as a rule - use active words - use tense consistently - avoid placing two headings consecutively without any intervening text - use transition sentences to link sections of a report - use a variety of coherence techniques

A proposal includes:

- details about the manner in which the problem will e solved - the price to be charged or the cost to be incurred

Benefits of form reports:

- increase clerical accuracy by providing designated places for specific terms - save time by telling the preparer where to put each item and by preprinting common elements to eliminate the need for narrative writing - make tabulation of data realtively simple ( the value is uniformity)

Short reports might incorporate any of the following features:

- personal writing style using first or second person - contractions when they contribute to a natural style - graphics to reinforce the written text - headings and subheadings to partition portions of the body and to reflect organization - memorandum, email, and letter formats when appropriate

Three basic sections are combined to prepare a complete formal report:

- preliminary parts - report text - addenda

possible items referenced in an appendix

- questionnaires and accompanying transmittal letters - summary tabulations - verbatim comments from respondents - complex mathematical computations and formulas - legal documents - a variety of items the writer presents to support the body of the report and the quality of the research

The title page includes:

- title - author - date - name of the person or organization who requested the report

Ways to improve transitions:

- use tabulations and enumerations - define terms carefully - check for variety

When the reference list includes sources not cited in the report, it is referred to as:

a bibliography or a list of works consulted

index

an alphabetical guide to the subject matter in a report

appendix

contains supplementary information that supports the report but is not appropriate for inclusion in the report itself

Proposal length and intended audience for formal report:

long; remains within the organization OR travels outside the organization

A title page is often added when:

opting for a formal report format rather than a memorandum or letter arrangement

The three basic addenda parts are the:

references, appendixes, and index

Proposal length and intended audience for memos or email reports:

short; remains within the organization

Proposal length and intended audience for letter report:

short; travels outside the organization

The differences between a formal report and an informal report lie in:

the format and possibly the writing style

The executive summary presents the report in miniature:

the introduction, body, and summary as well as any conclusions and recommendations

If a report includes endnotes rather than in-text parenthetical citation, the endnotes precede:

the references

Reports serve a variety of purposes; the type of report you prepare depends on:

the subject matter, the purpose of the reports, and the readers' needs