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Portfolio Three

Report Assignment

If the proposal is the planning document, the report is the results document. This document essentially explains what you did and why you did it--what was the problem and how will/did your proposed solution solve it? It makes a recommendation in relation to the problem initially identified. The audience for your report is your contact person, cc'ed to the instructor.

The report is a multi-page document. Unlike the proposal, the report assignment does not set up particular headings/sections for you to use, because this will be different for every project. It does require a few items however.

Cover Letter

In a brief letter to be placed on top of the report (usually paperclipped to it), explain to your reader what the report is and what you hope the reader will do with the information. Essentially, it is presenting the report to the reader, explaining why this multi-page document is landing on his/her desk.

Cover Page

Give your report a title and list the names of the report's authors. You might also include the sponsoring information. This is a good place to get creative--make the first page the reader sees "pretty."

Table of Contents/Table of Graphics

This section is optional, sort of. If your report goes for more than 3-4 pages (and most will), you will need to provide guides for the reader to easily find necessary information. A table of contents can serve that purpose. If you use more than one graphic (of any kind), provide a listing with page numbers.

Executive Summary

The executive summary is the report in miniature. State what the report concludes (your recommendation), and briefly summarize the rest of the report. The executive summary should be no more than 250 words. Readers often read the Executive Summary to decide whether or not they need to read the whole report.

Body of Report

It will be up to the writer (or the group) to decide how to present the information. Decide what headings will be useful for your reader and determine the order in which the information will be placed based on your understanding of the situation and the reader. Make sure you include an explanation of the problem, discuss at least three potential solutions, make your recommendation, and explain why the solution you chose (i.e., your project) is the best solution. Discuss the results (or likely results) of implementing this solution, explaining how you tested its feasibility and what kind of feedback you received.

Do not skimp on detail in your report. Provide all information that you can, but arrange it so the reader can easily skim, if necessary, for the information he or she needs. Use visuals (images, charts, graphs, etc.) when applicable.

Appendices

This is the place to put extra information related to your report, but not essential to it. For instance, if you took a survey, the results of the survey would be included in the report proper, but the survey instrument would most likely be placed in an appendix.

Bibliography

Cite any outside sources that you used. A few reports may not use outside sources (other than the contact person) and thus will not need a bibliography. But most will benefit from outside sources.