It also mentions the season for the report and the date it was assigned. O Second paragraph. The purpose of the report and a brief synopsis of the contents. O Third paragraph. Acknowledges any funding or help you have received from other people and also mentions any limitations or omissions in the report. O Final paragraph. Closes with a gesture of good will, expresses hope that the reader finds the report satisfactory. It also contains your contact information should the reader need to get in touch with you. This section may have to be modified for specific situations.
Figure 6-1 . Transmittal letter and report front cover. Covers ; Do NOT use clear or colored plastic slipcases with plastic sleeve on edge. ; Acceptable but not preferred: o Covers for which you punch holes in the paper and load pages by bending down metal brads. O Loose leaf notebooks o Expensive “leatherette’ covers ; Best to use anything that will lie flat, such as a plastic spiral for the binding and thick cardboard for the covers. Labels ; Best way is to print it out with your word processing software with a box around the text. Cut it out and have it photocopied to the cover of your report. ; The label should contain: o Report title o Your name Name of your company or organization o Date Page Numbering ; All pages are numbered with these exceptions: o Front cover o Back cover o page one of the introduction o Any page with a chapter or section heading at the top. ; Use Arabic numerals (1 , 2, 3, etc. ) ; All pages before the introduction (first page Of the body Of the report) uses lower case roman numerals. ; Best place for numbers is the bottom center of the page.
Abstract (Executive Summary) ; Summarizes the report in no more than three pages ; Provide a quick summary ; Designed with duplication in mind Figure 6-2. TCO (Table of Contents) and Abstract Note: Use roman numerals for these pages. Table of Contents ; Shows readers the topics and subtopics that are discussed. ; Designates a page number where the sections start. ; There are several design options: o How many levels you choose to use. In longer reports do not use too many lower-level headings. O Indentation, spacing and capitalization.
Align left, all headings of the same type. Align right, all page numbers. Main chapters or headings are all capitalized. First level headings use a capital letter on the first letter of every word. All lower level headings capitalize the first word only. Make sure the heading names are the same as the headings within the report. List of Figures and Tables ; Use the same design as the table of contents. ; Readers use this list to find illustrations, diagrams, charts, and tables in the ; Do not confuse tables with charts.