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Preface | xi | |
Part 1 | A Practical Approach to Report Writing | 1 |
1 | How to Use These Guidelines | 2 |
2 | The Report Writer's Pyramid | 4 |
Getting Started | 4 | |
Identifying the Reader | 5 | |
Identifying the Message | 6 | |
Using the Pyramid Method | 7 | |
Focusing the Message | 8 | |
Developing the Details | 10 | |
Expanding the Details Section | 13 | |
Part 2 | Informal Reports | 17 |
3 | Incident, Field Trip, and Inspection Reports | 18 |
Incident Reports | 18 | |
Incident Report: Reporting a Project Delay | 20 | |
Field Trip Reports | 22 | |
Trip Report No. 1 | Reporting an Installation | 24 |
Trip Report No. 2 | Reporting a Site Evaluation | 26 |
Reporting Conference Attendance | 26 | |
Inspection Reports | 28 | |
Inspection Report No. 1 | Inspecting a Contractor's Work | 32 |
Inspection Report No. 2 | Inspecting Electronic Equipment | 34 |
4 | Progress Reports, Project Completion Reports, and Short Investigation Reports | 38 |
Progress Reports | 38 | |
Occasional Progress Report | 40 | |
Progress Report No. 1 | Occasional Progress Report | 42 |
Periodic Progress Report | 44 | |
Progress Report No. 2 | Periodic Progress Report | 45 |
Headings and Paragraph Numbering | 49 | |
Project Completion Report | 49 | |
Project Completion Report: Reporting a Project Is Finished | 50 | |
Short Investigation Reports | 52 | |
Short Investigation Report: Correcting an Electrical Problem | 53 | |
Part 3 | Semiformal Reports and Proposals | 55 |
5 | Test and Laboratory Reports | 56 |
Industrial Laboratory Reports | 56 | |
Industrial Laboratory Report: Testing a Water Stage Manometer and Digital Recorder | 58 | |
Academic Laboratory Reports | 67 | |
6 | Investigation and Evaluation Reports | 69 |
Semiformal Investigation Report: Study of High Gas Consumption | 70 | |
Comparison between Semiformal and Letter-Form Investigation Reports | 80 | |
7 | Suggestions and Proposals | 84 |
Informal Suggestions | 85 | |
Informal Suggestion: Proposal for a Study | 86 | |
Semiformal Proposals | 86 | |
Proposals That Present an Idea | 88 | |
Semiformal Proposal No. 1 | Proposal to Install Videoconference Facilities in Three Capilano Group Divisions | 90 |
Proposals That Offer a Service | 105 | |
Semiformal Proposal No. 2 | Offering to Provide a Service | 106 |
The Formal Proposal | 117 | |
Letter of Transmittal | 119 | |
Summary | 119 | |
Introduction | 119 | |
Description of Work, Problem, and Situation | 119 | |
Approach to Doing Work, Resolving Problem, or Improving Situation | 119 | |
Organization and Planning | 119 | |
Exceptions | 120 | |
Price Proposal | 120 | |
Experience | 120 | |
Appendixes | 120 | |
Proposal Appearance | 120 | |
Part 4 | Formal Reports | 121 |
8 | The Formal Report | 122 |
Traditional Arrangement of Report Parts | 122 | |
Alternative Arrangement of Report Parts | 124 | |
Analysis of a Formal Report | 125 | |
Cover Letter | 125 | |
Title Page | 128 | |
Summary | 130 | |
Table of Contents | 132 | |
Introduction | 134 | |
Discussion | 136 | |
Conclusions | 146 | |
Recommendations | 148 | |
References/Bibliography | 148 | |
Appendix | 150 | |
Dan Rogerson's Report Writing Sequence | 154 | |
Part 5 | Report Writing Techniques and Methods | 155 |
9 | Appearance and Format of Memorandum, Letter, and Semiformal Reports | 156 |
Sample Reports | 158 | |
Notes about Figures 9-2 and 9-3 | 158 | |
Notes about Figure 9-4 | 161 | |
Improving the Body of the Report | 162 | |
Redesigning the Page | 162 | |
Choosing a Font | 162 | |
Justifying Text Only on the Left | 164 | |
Avoiding All Caps | 164 | |
Using Tables to Display Information | 164 | |
10 | Developing a Writing Style | 166 |
Get the Focus Right | 166 | |
Identify the Reader | 167 | |
Identify the Purpose | 167 | |
Write to Inform | 168 | |
Write to Persuade | 168 | |
Be Direct | 168 | |
Use the Pyramid Structure | 169 | |
Write in the First Person | 170 | |
Use the Active Voice | 172 | |
Avoid "Clutter" | 174 | |
Use Simple Words | 174 | |
Remove Words of Low Information Content | 175 | |
Eliminate Overworked Expressions | 177 | |
Avoiding Gender-specific Language | 178 | |
Be Consistent When Referring to Men and Women | 178 | |
11 | Writing a List of References or a Bibliography | 180 |
How to Write References | 181 | |
Bibliographies | 186 | |
Footnotes | 187 | |
Planning for Reference/Bibliography Entries | 189 | |
12 | Inserting Illustrations into Reports | 190 |
Some General Guidelines | 191 | |
Using Computer Software to Produce Graphics | 191 | |
Tables | 192 | |
Graphs | 193 | |
Bar Charts | 197 | |
Histograms | 199 | |
Surface Charts | 200 | |
Pie Charts | 201 | |
Flowcharts, Site Plans, and Line Diagrams | 202 | |
Photographs | 204 | |
The Size and Position of Illustrations | 204 | |
13 | Guidelines for Spelling and Handling Abbreviations and Numbers | 206 |
Spelling | 206 | |
Abbreviations | 207 | |
Numbers | 208 | |
Metric (SI) Units | 209 | |
References | 209 | |
14 | The Report Writing Process | 210 |
Preparing to Write | 210 | |
Organizing the Information | 212 | |
Writing the Words (Draft) | 214 | |
Editing the Information | 216 | |
Initial Proofreading | 216 | |
Detailed Editing | 217 | |
Revising the Text | 220 | |
Doing a Second (or Subsequent) Edit | 220 | |
Obtaining an Objective Opinion | 220 | |
15 | Guidelines for Working with a Report Production Team | 222 |
Working with Management | 223 | |
Working with Other Writers | 223 | |
Using Email to Communicate with Others | 225 | |
Working with Illustrators, Draftspersons, and Graphic Artists | 226 | |
Working with a Printer | 227 | |
Index | 229 |
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