Formal Reports:
Everything you write and every single word you choose is for your reader.
I have an important note that most of you are clear about – but I am sure some are still a little fuzzy:
You need to have a specific reader[s] in mind to write a formal report because everything you write is meant to demonstrate to that reader[s] that following your recommendations will be to their benefit. That is the purpose of a formal report – to provide valuable information to a specific reader[s] who has the authority to act on your findings and proceed to follow your final recommendations. Some of that information needs to be new data: primary research that consists of either formal interviews or surveys with proper introductions.
If you do not have that reader in mind when you begin your investigation – you will not have a focus and your report will be frustrating to organize and compose.
Remember the definition assignment: everything you write is for a specific reader; you choose every word and phrase based on what that reader needs / wants to know.
Here are some tips for preparing to peer review a Formal Report Proposal
Before you read the document prepare a template designed with the requirements of the assignment in mind. Consider each element of the assignment and make a list of possible headings:
- First Impressions of content; write a paragraph to your peer that generalizes your first impression upon reading the document – begin with the positive and also provide a general critical comment (unless of course the document is outstanding and you can find no room for improvements).
- Overall document lay-out and design;
- Titles and subheadings – are they highlighted, are they appropriate and well composed?
- Diagrams and visuals, are they useful, large enough, correctly labeled and referred to in the text?
- References or Works cited list: is it correct according to MLA or APA style rules?
- List each element of the assignment and review how your peer has handled each element, highlighting the successes and pointing out the problems. In this case:
- Introduction
- Statement of Problem
- Proposed Solution … and so on
- Consider Grammar and problems of expression last. Be specific and use bullet points to organize your suggested corrections.
- Conclude with general statements that summarize your review.
After you have written your review, return to the proposal and give a little more time to think creatively about what your peer is proposing to investigate, and the overall scope and ‘idea’ behind the proposal, and see if you can think of some creative suggestions for your peer in terms of their particular investigation. In other words, do a little a brainstorming for your peer and offer some ideas to further their own thinking. Then return to your review and include these ideas where appropriate, or in the concluding paragraph.
Leave a Reply