Achieving Speed and Quality

Short reports form the bulk of the writing

done by technologists, technicians, research
scientists, engineers [They] provide
information and analysis that readers use to
stay informed and to make practical
decisions. Lannon & Klepp, 2009.

Progress/periodic activity
Project completion
Incident/accident
Inspection
Compliance
Field/Laboratory trip
Feasibility
Causal analysis
Assessment
Problem Analysis + Recommendation

Topic/Audience/Purpose/ Structure & Style:

What are you writing about?
Who are you writing to?
Why are you writing?
How/how should you write Format &
Formality


Your Subject Line, and opening sentence
should clearly state your topic
Your e-mail might be 1 among
dozens/hundreds


Why are you sending your report to this
person?
Why is their position/expertise relevant?
Why should they give a crap about your
report?
Does your report need to be CC-ed to
others?
Proximate Cause: Why are you writing to
this person now? - Scheduled or
spontaneous event?
What do you want to achieve? What
effect do you want to have on your reader?
Inform/request/persuade/congratulate/warn
/reassure/accuse
What do you expect them to do? File,
forward, forget, respond, act, make others
act

Memorandum or letter?
- E-mail!
Structure depends on type of report but
often:
Action Opening engage readers
attention
Background or Context
Relevant Details
Action Closing engage readers
cooperation

Level of formality depends on
relationship with reader
First-time or old-time correspondent?
Internal or external e-mail?
Boss or subordinate?
Enemy or friend?
If in doubt?

Step 1: State the purpose of the document.
Step 2: Consider the obstacles your readers face.
Step 3: Determine technical levels of readers.
Step 4: Determine decision-making levels of readers.
Step 5: Find out what decision makers want.
Step 6: Collect and document information carefully.
Step 7: Write an outline.
Step 8: Write your first draft quickly.
Step 9: Revise in stages.
In this assignment you will write a feasibility report on a
topic of your choosing. You will identify a real-world
problem, identify an optimal solution, and frame your
findings to suit your audience. [see assigned reading &
presentation from Sept. 24
th
for details on feasibility
reports]

The main body or your Report should be formatted as a
memorandum (either internal to your company or for an
external target audience). [see assigned reading &
presentation from Oct. 1
st
for details on memos]
Specific Rules for Writing the Paper:
1. Your paper should be at least two pages long and at
most four pages long.
2. The paper should by typed, double-spaced, use 12
point, Times New Roman font with one inch margins, and
it should include a title page with the title of the paper,
your name, student ID#, date, and the name of your TA.
3. Papers will be worth a total of 5% of your final grade.
4. Papers should be handed in at the beginning of lecture
on Wednesday, October 8.

If you have not submitted an Expectations of Originality
form (you were supposed to with the first assignment),
you must submit one with this assignment.

If you have already submitted and Expectations of
Originality form (like you were supposed to with the first
assignment), you must not submit another form. Instead,
you must write the following on the assignment (dont
care where): I certify that this submission is my original
work and meets the Facultys Expectations of Originality,
with your signature, I.D. #, and the date.