Josbeth Perdomo

Keyboarding P8

UNBOUND REPORT

Short reports that are viewed in hard copy and fastened only with a staple or paper clip are often called unbound reports. To begin an unbound report, center the title of the report in all caps to print about 2 inches from the top of the page. Leave three blank lines and begin the paragraphs or body of the report. Double space the paragraphs in the body and indent the first line of each paragraph ½ inch. Use the default side margins for your software or set the side margins to 1 inch. The bottom margin for each page should be at least 1 inch. Place a page number in the document header for the second and subsequent pages of the report. Place the page number at the right margin to print about 1 inch from the top of the page.

Internal Headings

Side headings, such as Internal Headings shown above, and paragraphs headings, such as Paragraph headings shown below, are used to divide longer reports into sections. These headings make the report easier to read and understand.

Side headings. Key a side heading on a line by itself beginning at the left margin. Capitalize all important words in a side heading.

Paragraph headings. A paragraph heading describes the information in the one paragraph that it begins. Place a paragraph heading on the first line of the paragraph at the indent point. Capitalize only the first word and follow the paragraph heading with a period.

Quotations and Reference

NotesCite references for quoted material within the body of the report. Use quotation marks to indicate direct quotes of up to three lines. Set off longer quotes in a separate single-spaced paragraph. Indent all lines in the long quote ½ inch. For example, "This is an example of a short quote." (Barksdale, 1999, 100) The following paragraph is an example of a long quote. Textual citations include the name of the author or authors, the year of publication for the work being quoted, and the page numbers of the of the material being cited. In the example above, Barksdale is the author name, 1999 is the year of publication, and 100 is the page number. Remember to give credit in your reports for material that is paraphrased from another work as well as for direct quotes. (Rutter, 1999, 104)

List references cited in the report at the end of the report. Arrange the works alphabetically by author surname. Single space the references and leave one blank line between references. Indent the second and subsequent lines of a reference.

White Papers A white paper is an informal report often used to explain and clarify positions or present arguments to decision makers. For example, a white paper might be used to present a new product idea or to comment on market trends or other issues. The information in a white paper should be well organized and stated in a clear factual manner. Consider the audience of the white paper (internal or external) and adjust the tone of the report accordingly.

At Corporate View, white papers are usually posted on the Intranet. Follow the general formatting guidelines given for an unbound report when creating a white paper to be read online with this exception: single space the paragraphs and leave one blank line between paragraphs. Do not indent paragraphs of a white paper to be read online. White papers to be read in hard copy should follow the guidelines for an unbound report.

Josbeth Perdomo

Keyboarding P8

REFERENCE

Barksdale, Karl. Book Name Underlined Here. City of Publication Here: Publisher Name Here, 1999.

Rutter, Michael. Book Name Shown Here and Underlined. City of Publication Here: Publisher Name Here, 1999.