CMM215 – TECHNICAL COMMUNICATION

THE FORMAL REPORT (25%)

M. ROCCHETTA

TASK
Choose a topic of your choice that is program-related. You need to choose a topic or project that
involves an issue/problem which you can describe, analyze and propose solutions for. You may
choose to build upon a formal report that YOU have written for another professor, as long as it
corresponds to my requirements. Remember that your audience’s needs are primary and your
report format should always respond to those requirements.

The planning of every report begins with a statement of purpose explaining the goal,
significance, and limitations of the report. Since this is a research document, consider topics
where materials are readily available. As you acquire research materials, note the documentation
information carefully, since this information will be incorporated in your report.

Note: Most formal reports do not use first person pronouns (I, we).

Content/Length:

The completed formal report will consist of a minimum of 10 computer-generated pages and will
include the following:
1. Title page
2. Letter of Transmittal
3. Abstract (separate page)
4. Table of Contents
5. Text (Introduction, Discussion, Conclusion/Recommendations—approximately
6 pages, including illustrations)
6. References (separate page; at least 3 references used)
7. Appendix (maps, graphs, charts, diagrams, photographs, and other matter not appropriate
for the text)

The formal report is worth 25% of your grade for CMM 215. Please refer to the Course Syllabus
for due date.

The following pages of this document outline what is required for each section of your formal
report. Also included is the Evaluation/Grading Scheme for this assignment.
Letter of Transmittal
A letter of transmittal announces the report topic and explains who authorized it. It gives a broad
overview of report purposes and briefly describes the project and previews the conclusions. The
letter usually describes the primary and secondary research. Such letters generally close by
expressing appreciation for the assignment, suggesting follow-up actions, acknowledging the
help of others, or offering to answer questions. The margins for the transmittal should be the
same as for the report, but in all other areas, should follow conventional letter format. Letters of
transmittal may contain personal pronouns and references to the writer. This letter may be
attached to the report or be the first page placed within the report.

Abstract
The abstract gives the report reader an overview of what to expect in the report. As well, many
abstract services supply only the summaries of technical reports for research purposes. Keep in
mind that this section of the report will be read by a larger, less informed audience, and must be
easily read and understood by that audience.

The abstract (also known as an executive summary or a synopsis) of the formal report follows
immediately after the title page but before the Table of Contents. It is always on a page by itself
and is centred on the page and usually single-spaced. The abstract is the most important page in
the report. It is placed first in the report, but it is written last. The content for the abstract comes
from the Introduction (the purpose), the Discussion (highlights), and the Conclusions and
Recommendations (outcome or results). Keep the abstract as brief, concise and informative as
possible. Leave out detailed support data that is best covered in the report. Data that is part of
the main recommendation can be included in the summary/abstract.

Instructions for summarizing your report:

1. Summarize the Introduction by restating your thesis and purpose. This statement should
be limited to 25 words.

2. Each headed section in the discussion probably contains one key idea. Find the key idea
in each section and summarize it in one brief sentence. Don’t forget to include solutions.
Limit this part of the summary to about 50 words. To reduce the length of your sentences
avoid all repetition and wordiness.

3. Keep the points in the summary in the same order as they appear in your report.

4. Summarize the Conclusions and Recommendations sections in about 25 words.

5. Edit the summary sentence by sentence. Eliminate fragments, run-ons, agreement

problems, and other fundamental errors. Check capitalization and punctuation, and spell
check the entire paragraph. To maintain unity, use transition words.

6. The Abstract should be listed on the Table of Contents page.

Table of Contents
The table of contents identifies the name and location of every part of the report except the title
page and the table of contents itself. Use spaced periods (leaders) to join the part with its page
number. A template from your word processing program will enable you to generate a contents
page automatically, including leaders and accurate page numbering—no matter how many times
you revise. If the table of contents and the list of figures for the report are small, they are
combined on one page. The titles of major report sections are in caps, while other headings are a
combination of upper- and lowercase letters. The style duplicates the reports format. The List of
Figures includes tables and figures in one list (unless otherwise indicated). The figure numbers,
titles and pages are included.

Introduction
The introduction is the first component of the actual report. It details the circumstances leading
up to the report and the reasons for the report. Use INTRODUCTION as the major heading for
this main part. Like the headings for other main parts, it should be typed in upper case letters.

Divide the content into four parts under headings Problem, Background, Purpose and Scope.
You may include Background and Purpose at second level headings in lower case letters and
bolded, and subdivide purpose under the categories the problem and scope which would be
third level headings, indented lower case letters.

1. The problem statement focuses your report by presenting the topic, pinpointing the
approach, and letting your audience know exactly what the report will cover and what
approach will be taken. This statement is like a thesis. State the topic that you will be
dealing with and mention how you will address it and what the solutions are. Try to stay
under 50 words, and use no more than two sentences.

2. The background section describes the project. The background lists the circumstances
leading to the present situation and why the project or study is necessary. Include any
general information that might be needed to interpret your findings.

3. The purpose statement addresses the major factors that you had to keep in mind and
states what you will do in the report. This listing or description should be in the same
order as the information is presented in the body of the report. You could mention how
the main sections of the report are divided. Use specific verbs like describe, explain,
analyze, present and recommend, to explain your actions.

4. The scope outlines the limitations such as cost, time and other factors to indicate the
circumstances that prevented you from getting information. This section can be included
as part of your purpose or background section.
Discussion
1. Start this part on a separate page. This section should set out the technical data, graphs
and details that support the rest of your report. Be sure that it contains all of the pertinent
information that will convince your audience to follow your recommendations. A good
discussion section should be organized in easy to follow subsections that move from facts
and data to the analyses of that data. Set out the information in such a way that your
audience can follow (and hopefully, agree with) your analyses.

2. Choose a relevant major heading to describe this part and type it is upper case capital
letters. Do not use the heading “Discussion.” You should centre and bold this heading.

3. Organize the subsections in this part under separate second level headings, which should
be in lower case letters and bolded.

4. Most data should be presented in paragraph form. Where listing is used, the list must be
introduced by a sentence.

5. Double-space all text except for items in a list. Triple space between main section
headings that are not started on a new page.

6. Order your information in a recognizable pattern—chronological, special, cause & effect,

classification, comparison, definition, process description, etc.

7. Incorporate illustrations into the report body to make technical information accessible
and easier to digest.
 Refer to each figure or table in the text (…as shown in Figure 3).
 Place figures (illustrations) close to textual references.
 Number each figure consecutively (usually at the top of the figure).
 Include a title, legend (if required) and a source reference.
 Ensure that all figures condense data or enhance the text.

8. Place supplemental detail in appendices.

Conclusion(s)
Long, complex reports usually have separate sections for conclusions and resulting
recommendations. It is becoming more usual to combine for sections under one heading.

1. It is no longer necessary to start the conclusions on a fresh page (unless your reader has
indicated a preference).

2. Use the upper case heading for this main part.

3. Sum up the findings in the order they were introduced in the report. The conclusions
must present no new information and should start with the most important conclusion.
Conclusions can be beliefs or opinions based on the findings of your report. If you are
stating an opinion, introduce it like this “In my opinion….”
Recommendation(s)
1. Do not start a new page for this section.

2. Use the upper case heading for this main part.

3. Use this section to advocate any action based on your findings.

4. a) Introduce the list with a full sentence.

b) List the recommendations.
c) Begin with the most important recommendation first.

Appendix
Extra information that might be included in an appendix are such items as a sample
questionnaire, correspondence relating to the report, maps, other reports, and optional tables.

1. Each piece of supporting data is listed as a separate appendix. Essential information will
be in the body of the report. The appendices should be used only for information that has
a specialized audience or that is not essential.

2. APPENDIX is the main heading for this major part, and it should be capitalized. The
word Appendix should be followed by the capital letter indicating its rank (e.g.
APPENDIX A).

3. Under the major heading place a descriptive second level heading. If the material is
taken from a source, indicate the source in a note at the bottom.

References
Include a References page if you use any secondary (printed) sources of information in the
report. Source date should be acknowledged whether it is quoted or paraphrased. Refer to the L
& C documentation guidelines for further details, as well as to information contained in optional
course texts, Cites & Sources – throughout the document, and in Pocket Guide to Technical
Communication (5th Ed.) – pp. 91-107.
 GRADING SCHEME – THE FORMAL REPORT
CMM215 – M. ROCCHETTA

Student Name: ____________________________________________ Section: __________

Letter or Memo of Transmittal /2

Correct format
Complete content

Title Page /2
Title of Report
Name of organization receiving the report
Name of person and/or organization sending the report
Date of the report
Visual appeal

Table of Contents /2
Lists every major topic heading (& possibly minor headings)
Topic headings match headings within the report
Lists all appendices, illustrations, figures
Paging is listed appropriately
Visually appealing

Summary/Abstract /3
States purpose
Gives highlights from the discussion
States main conclusions & recommendations
Conciseness
Considers audience’s needs/requests
Considers scope of the project

Introduction/ Background /3
Circumstances/background that led to the project
Purpose—what is to be achieved; significance
Scope-clear limitations

Discussion /4
Understanding of topic/problem is evident
Facts, research, findings
Illustrations, graphs, tables-labelled & numbered
Informative headings—consistency of degrees
Information stated clearly, concisely
Clear, logical development
Analysis and details (relevant, complete)
Proper documentation/citing of sources
Satisfies scope (addresses what the reader wants to know most)
Numbered pages
Conclusions /3
Main points drawn from discussion
Satisfies requirements established in Introduction
Logically ordered

Recommendations /3
Strong statements advocating action
Use active voice (verbs)
Follow naturally from conclusions
Descending order of importance/chronological order
Usually numbered points

References (APA) /2
List sources of information
Alphabetical order
Exact format/punctuation/spacing
Citations within the paper

Appendix/Appendices /2
Ordered according to appearance/reference in report
Assigned identifying letter (A, B, C…)
Visually appealing

Overall Effectiveness /4
Challenging topic
Thorough understanding of topic
Enlightening for reader
Professional presentation

Useful topic
Good understanding of topic
Worthwhile reading for audience
Clear, neat presentation

Shallow/somewhat weak topic

More development of topic needed
Superficial reading for audience
Adequate presentation

Mundane topic
Poor understanding of topic
Unsatisfactory reading for audience
Ineffective presentation

SUBTOTAL ________/30 minus ERRORS ________ = TOTAL ________/30 = ________/25