- English 325
- Guidelines for the Class Report
The report, as you have already learned from the course syllabus, must be a 10-page (at least 10 pages) document (double-line spacing). The purpose of the report is to provide information to management or other personnel to help them solve a problem or make a decision. Besides, it must have visuals. How many visuals you use is up to you, but the umber of visuals should be reasonable. It must have these themes: defining a problem, analyzing it, and then recommending a solution to it. This does not mean that your report must have three sections; rather, it means that your report must do, among other things, those three themes. It has these components: letter of transmittal, cover page, title page, table of contents, executive summary, acknowledgment (if any), the body (the report), appendix (if any). The body must have at least 10 pages.
- The cover page should have these elements only: the title of your report, your name, and your workplace. Use point type # 18 and bold for the title, #14 and bold for both your name and your workplace. The title should appear on the top of the page, your name and your workplace on the bottom. Make sure that every element should be balanced on the page.
- The title page has these elements: the title of your report, the date it is completed, the name of the receiver of your report, his or her job tittle, and his or her workplace, your name, and your workplace. Use point type # 16 and bold for the title; use point type #14 and bold for the rest of the elements. Again, the title appears on top of the page; the date appears below it; then the receiver’s name, job title, and workplace; finally, it is your name and workplace. Use the following format for the receiver line:
Mr. John Doe
- Table of contents (TOC) should illustrate clearly the page number for each section of
your report. Use 1.25 margins on the left and the right sides, but 1-inch margins for the top and the bottom sides. Start TOC with a centered title: Table of Contents in bold and point type #14. Then “return” and triple space; then write Executive Summary in point type #14; “tab” 8 times and then write the page number of executive summary, which should be a Roman number—i. “Return” and double space. Do the same for acknowledgment if you have one. “Return” and double space; then write Sections; then below the Roman figures write Pages. Then “return” and double. Indent two spaces and under sections, begin each section and under page write the pages numbers for each section in Arabic numerals. See the following example:
Table of Contents
Executive Summary i
Please note that the body of the report uses the Arabic numerals while the front matter uses the Roman numerals.
- Executive summary should give the receiver of your report an overview of your report. Thus, it should cover these areas of your report: the purpose, the problem, the analysis, and your conclusion. Do not just summarize the formal structure of your report because the TOC does a better job of summarizing the formal structure. Use 1.25-inch margins on both the left and the right sides but 1-inch margins for the top and the bottom. Center the title Executive Summary and put it in point type #14 and bold. Then double space and begin to write the summary. Do not use any headings; do not indent any line and use double space between lines. The executive summary should not be longer than one page.
- Acknowledgment is your statement of appreciation for any help you have received on your report such as sources of information and consultations. Just center the title Acknowledgment; use point type #14 and bold for the title. Then “return” and triple space and begin your statement of appreciation. Use the same margins as the executive summary in 4.
- For the body of the report, use bold and point type #14 for all the first-level headings, bold and #12 for all the second-level headings, and # 12 and underline for all the third-level headings. Do not center any level headings; instead, start all headings from the left margin.
- Use 1.25-inch margins for the left and the right sides and 1-inch margins for the top and the bottom. Justify the left margin only. Use ragged right margin. You need to indent the first line of every paragraph except the first paragraph of a section or a subsection. Look at this examples: