CHECK YOUR WRITING
Analytical Reports
Component / Possible
Score / Your
Score

Transmittal Letter or Memorandum

Transmit a warm greeting to the reader.
Open with “Here is the report you requested” tone.
Establish the subject in first sentence.
Follow the opening with a brief summary. Expand the discussion if a separate summary is not included in the report.
Acknowledge the assistance of those who helped with the study.
Close the message with a thank-you and a forward look. / 10

Title Page

Include the title of the report.
Provide full identification of authority for report (the person for whom the report was prepared).
Provide full identification of preparer of the report.
Provide the report completion date.
Assure an attractive layout. / 5
Contents and Figures Page(s)
Use appropriate title(s) for page(s) (e.g., Contents or Figures).
Useindentation to indicate the heading degrees used in the report.
List numerous figures separately.
Center the entire contents outline horizontally. Allow 1½ top margin. / 5

Executive Summary

Use a one-word title (Executive Summary, Abstract, Synopsis).
Condense the major sections of the report.
Use effective, generalized statements that avoid detail available in the report. Tell what was done, how it was done, and what conclusions were reached. / 5
Writing Style
Avoid use of the pronouns I and we.
Use active/passive voice effectively.
Use proper verb tense.
Avoid ambiguous pronoun references (this).
Avoid expletive beginnings (There is, It is).
Enumerate lists of three or more items.
Incorporate transition sentences for coherence.
Apply proper grammar and sentence structure. / 15
Format and Layout
Include headings that are descriptive of the contents of the sections; use talking headings appropriately.
Maintains consistency in the placement of headings of the same level.
Use parallel construction in headings at the same level.
Use picture-frame layout and proper margins for all pages.
Number pages appropriately. / 15

Graphic/Tabular Support

Number figures consecutively.
Give each graphic a descriptive title.
Introduce each graphic within the text that precedes it.
Place each graphic as close to the textual reference as possible; analysis is more than repetition of ideas that can be seen in the graphic.
Use adequate graphic support to clarify information. / 25

Introduction

Provides a clear statement of the problem/purpose.
Describe the scope or limits of the study.
Gives the method of research, with justification.
Include a definition of terms section, if necessary. / 20

Report of Findings

Question each statement for its contribution to the solution of the problem. Is each statement either descriptive or evaluative?
Reduce large, unwieldy numbers to understandable ones through common language, such as units, percentages, or ratios.
Use objective reporting style rather than persuasive language; avoid emotional terms. Identify assumptions and opinions. Avoid unwarranted judgments and inference.
Tabulate or enumerate when it will simplify the reading or add emphasis.
Use primary and/or secondary data appropriately. / 60

Summary, Conclusions, and Recommendations

State briefly the major information in the findings section.
State conclusions carefully and clearly and assure that they are a logical outgrowth of findings.

Assure that recommendations grow naturally from conclusions.

/ 20

Citations/Referencing

Citations

Include a citation (in-text reference, footnote, or endnote) for material used from another source.
Adhere to an acceptable authoritative style or company policy.
Present consistent citations, including adequate information for readers to locate the source in the reference list.

References List

Include an entry in the reference list for every reference cited in the text.
Include more information than might be necessary in cases of doubt about what to include in an entry.

Present in alphabetic sequence by author’s surname.

/ 15

Appendix

Include items that are useful but not important enough to be in the body of the report (e.g., cover letter for survey instrument, maps, explanations of formulas used, etc.).
Label each item beginning with Appendix A, Appendix B, etc.
Identified each item with an appropriate title. / 5
Comments: / 200