6 Chapter 7
by @ahr
34
0
4
Jun 22, 2026
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This deck includes 34 flashcards covering formal report, abc format, reports, and related concepts. Use it to review key ideas, focus on weak cards, and prepare for your exam with StudyLess.
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Flashcards
34 total- 01
What is the purpose of a Problem Analysis report?
To present readers with a detailed description of problems.
- 02
What is the purpose of a Recommendation Report?
To present readers with specific suggestions that affect personnel, equipment, procedures, products, services, etc.
- 03
What are the general guidelines for reports?
Plan well before you write, separate fact from opinion, make text visually appealing, use illustrations for clarification and persuasion, and edit carefully.
- 04
What is the difference between findings, conclusions, and recommendations in a report?
Findings are facts uncovered; conclusions are ideas or beliefs based on findings; recommendations are suggestions grounded in the facts.
- 05
How can text be made visually appealing in a report?
Use bulleted points for short lists, numbered points for longer or ordered lists, and headings and subheadings for easy navigation.
- 06
How should illustrations be used in reports?
Use tables and figures to complement technical discussions and incorporate illustrations to make technical information clear.
- 07
What are key aspects of editing a report carefully?
Keep sentences short and simple, proofread for mechanical errors, triple-check figures for accuracy, ensure all attachments are included, check heading consistency, and ask a colleague to review.
- 08
What are the characteristics of informal reports?
They contain about two to five pages of text (excluding attachments), have more substance than a letter/memo but less than a formal report, are directed to readers inside or outside the organization, and can be informative or persuasive.
- 09
What are the guidelines for informal reports?
Use letter or memo format, the ABC format for organization, create an abstract as an introductory summary, put important details in the body, focus attention in the conclusion, and use attachments for less important details.
- 10
What are the characteristics of using letter or memo format for informal reports?
Greetings may be omitted or replaced by an attention line, the report title often follows the inside address, and spacing can be single, one-and-a-half, or double.
- 11
What is the ABC format for informal reports?
It consists of an Abstract (capsule version of information needed by decision makers), Body (details and supporting evidence), and Conclusion (findings, conclusions, or recommendations).
- 12
What essential pieces of information should an abstract for an informal report include?
Purpose for the report, scope statement, and summary of essentials.
- 13
How should important details be placed in the body of an informal report?
Use headings generously, precede subheadings with a lead-in passage, and move from general to specific in paragraphs.
- 14
How should attention be focused in the conclusion of an informal report?
Briefly restate the conclusion or recommendation to reinforce importance and give more detail if not covered earlier.
- 15
When should attachments be used in informal reports?
For less important details.
- 16
What are the characteristics of formal reports?
They cover complex projects, are directed to readers at different technical levels, usually contain 6 to 10 pages of text (excluding appendices), and are directed to either inside or outside the organization.
- 17
What is the strategy for organizing formal reports?
Write different parts for different readers, place important information first, and repeat key points when necessary.
- 18
What are the components of the ABC format for formal reports?
Abstract (including cover/title page, letter/memo of transmittal, table of contents, list of illustrations, executive summary, introduction), Body (discussion sections, appendices), and Conclusion (conclusions, recommendations).
- 19
What are the main parts of the abstract section in a formal report's ABC format?
Cover/title page, letter or memo of transmittal, table of contents, list of illustrations, executive summary, and introduction.
- 20
What are the main parts of the body section in a formal report's ABC format?
Discussion sections and appendices (which appear after the text but support the body).
- 21
What are the main parts of the conclusion section in a formal report's ABC format?
Conclusions and recommendations.
- 22
What are the nine parts of a formal report?
Cover/Title Page, Letter/Memo of Transmittal, Table of Contents, List of Illustrations, Executive Summary, Introduction, Discussion Sections, Conclusions and Recommendations, and End Material.
- 23
What information should be included on a formal report's cover/title page?
Project title, client's name ('Prepared for...'), your name and/or organization's name ('Prepared by...'), and date of submission.
- 24
What are the guidelines for the Letter/Memo of Transmittal in formal reports?
Place it immediately after the title page, include a major point from the report, acknowledge those who helped, and follow letter and memo conventions.
- 25
What are the guidelines for the Table of Contents in formal reports?
Make it very readable, use it to reveal report emphases, consider leaving out low-level headings, list appendices, use parallel form in all entries, and proofread carefully.
- 26
What information is included in a formal report's List of Illustrations?
Number, title, and page number for each illustration. Tables and figures may be listed separately.
- 27
What are the guidelines for writing an Executive Summary in a formal report?
Put it on one page, avoid technical jargon, include only important conclusions and recommendations, avoid references to the report body, use paragraph format, and write it last.
- 28
What should be included in the Introduction of a formal report?
State your purpose and lead into subsections, include a project description, include scope information, and consider including information on report format.
- 29
What are the guidelines for Discussion Sections in formal reports?
Move from facts to opinions, use frequent headings and subheadings, use listings to break up long paragraphs, use illustrations for clarification and persuasion, and place excessive detail in appendices.
- 30
What is the difference between Conclusions and Recommendations in a formal report?
Conclusions are convictions or beliefs based on study findings. Recommendations are actions suggested based on those conclusions.
- 31
What types of material can be included in the End Material section of a formal report?
Appendices, Glossary, Bibliography, and Index.
- 32
What are the four common types of reports with specific guidelines?
Equipment Evaluations, Progress/Periodic Reports, Problem Analyses, and Recommendation Reports.
- 33
What is the purpose of an Equipment Evaluation report?
To provide objective data about how equipment has, or has not, functioned.
- 34
What is the purpose of a Progress/Periodic Report?
To summarize your work over a specific period of time or on a specific project.
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