Preface xi -- PART I 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 5 0 -- 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 -- Video conference 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 w i t h Others 225 -- Working with Illustrators , Draftspersons , and Graphic Artists 226 -- Working with a Printer 227 -- Index 229.