Format of Formal Reports - PowerPoint

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					    Format of Formal Reports
• Front Matter
• Main Text
• Back Matter
              Front Matter
• Include the preliminary information that orients
  all readers to the content of the report.
• Except for the cover, which has no page number,
  pages in the front matter are numbered with
  r o m a n             n u m e r a l s.
         Format of Front Matter I
•   Front Cover
•   Title Page
•   Contents Page
•   Abstract
           Format of Front Matter II
•   List of illustrations (Figures and Tables)
•   List of abbreviations.
•   Copyright
•   Dedication
•   Acknowledgements
•   Preface
                    Front Cover
• Is what people see first.
• Contains
   – the report's title and the author's name.
   – the date of publication.
• Has no page number.
• Use initial capitals for the title.
                Title Page
• Often contains the same information as is on the
• Is numbered "i"
                    Contents Page
• The table of contents includes the names of all the headings and
  subheadings for the main text.
• In addition, the table of contents includes names of all headings
  (but not subheadings) in the front matter and back matter.
   – For instance, the contents page includes listings for the the
      appendices (including appendix titles), the glossary, and the
                           Abstract I
• The function is to allow readers to judge if or not the report is of
  relevance to them.
• A concise summary of the aims, scope and conclusions of the
• The more specific an abstract is, the more interesting it is likely to
• Should be self-contained and written for as broad an audience.
                        Abstract II
• In general there are two types of abstracts: descriptive summaries
  and informative summaries.
   – A descriptive summary describes what kind of information is
      in the report; it is a table of contents in paragraph form.
   – An informative summary is a synopsis of the text portion of the
• An abstract is often informative and geared toward the technical
  audience of the report.
                 Main Text
• Begin all major headings on a new page.
• Use Arabic numerals for numbering pages
  of the text and begin the first page of your
  text as page 1.
       Format of Main Text
• Introduction
• Discussion
• Conclusion
              Introduction I
• Can be regarded as an expanded version of
  the abstract.
• Is written for the widest audience possible.
• Prepares readers for understanding the
  discussion of the report.
                        Introduction II
• Can discuss the importance or ramification of the conclusions
• But should omit supporting evidence, which the interested reader
  can find in the body of the paper.
• Relevant literature can be reviewed in the introduction
• But complex mathematics belongs elsewhere
• Tell the reader what in the report is new and what the outcomes
       The Introduction Describes
•   The report’s topic
•   The problem being studied
•   The motivation
•   The approach to the solution
•   The scope and limitations of the solution
•   The conclusions
•   The report’s structure
• Why the problem is interesting
• What the relevant scientific issues are
• Why the solution is a good one
• Why the proposal is worth reading
• Compare new results to similar results in the literature
• Describe existing knowledge and how it is extended by the
  new results
• Help a reader who is not expert in the field to understand
  the report
• Point to standard references
                     Discussion I

• Is the story of your work.
• You do not necessarily present results in the order
  that you understood them, but in the order that is
  easiest for your readers to understand them.
• In your discussion, you not only present results, but
  you also evaluate those results.
                Discussion II
• Note that you do not generally use the word
  "Discussion" as the title for the major headings
  i n t h i s p a r t o f t h e r e p o r t.
• Rather, you choose titles that reflect the content
  o f       t h e          s e c t i o n s.
• Analyzes for the most important results from the discussion and
  evaluates those results in the context of the entire work.
• In your conclusion, you often make recommendations based on
  those evaluations.
• The conclusion is much like an informative summary except for
  one thing-in the conclusion, you are writing to an audience who
  has read your report.
                  Back Matter
• Contains your appendices, glossary, and references.
• Usually begins on the page following the conclusion.
• Continue numbering back matter pages with Arabic
      Format of Back Matter
• References
• Appendices
• Glossary
• Give detail of proofs or experimental results and
  material such as listings of computer programs.
• Hold bulky material that would otherwise interfere
  with the narrative flow of the report.
• Or hold material that most readers will not refer to
• Therefore, appendices are not usually necessary!
         Appendices : How To I
• Use appendices to present supplemental
  information for secondary readers.
• When the occasion arises in the text, refer
  readers to information in the appendix.
• Treat each appendix as a major heading.
          Appendices : How To II
• If you have only appendix, call it the "Appendix."
• If you have more than one appendix, number the
  appendices with letters: Appendix A, Appendix B, and so
• In both a single appendix or in an Appendix A, figures and
  tables are numbered A-1, A-2, and so on.
• Equations in Appendix A are numbered in the same way.
                  Glossary I
• Use a glossary to define terms for secondary
• Arrange terms in alphabetical order.
• Use italics or underlines to key readers to terms
  that the glossary will define.
                    Glossary II
• Footnote the first italicized or underlined term in the
  text and key readers to the location of glossary,
  where that term and all future underlined or italicized
  terms will be defined.
• Use a reverse indent for each definition and treat
  each definition as a separate paragraph.
       References or Bibliography
• A list of papers, books, and reports cited in the
• Use a reference page to list alphabetically the
  references of your report.
• Also skip a space between each citation.