1. The title should be brief (10 words or less), should have an important noun in first position, and should use substantive terms (Mt. Zion Steel Bridge Design) before procedural terms (A Feasibility Study).
2. The title page should help your readers to understand your organizational role and your relationship to the different audiences. It should also fix the report in time by date and complete references (file numbers, project numbers). Anderson 594-7.
3. The executive summary should condense substantive information about the main point of the report, background of problem, task, possible solutions, recommendations, and brief reasoning behind them. Anderson 247. Abstract: 600.

4. The table of contents should list, number, and give page referencs for the headings and major subheadings (to third-level headings) exactly as they appear in the report. Anderson 198, 601-2.

5. The letter of transmittal should (a) mention the enclosed report and, if appropriate, who has requested it (b) help the reader to understand the report by pointing out important conclusions (c) reveal the report's recommendations (d) acknowledge help received (e) reinforce the worth of the report and (f) end with a polite statement of appreciation and willingness to work further (caution: no rubber stamp phrases!). Anderson 611-12.

6. The introduction begins on a separate page. It contains an explanation of the problem or opportunity--general and specific-- the technical task or questons, and the criteria governing the investigation. It should also explain how the report will help your readers, how it is organized, its scope, and its main points. The introduction must satisfy your decision-making readers. Anderson Chapter 8 and example (250).

7. The background to the discussion should provide information needed by your advisers and implementers in understanding the descriptive and argumentative sections of your discussion. In this section you should define key terms, trace significant history, elaborate upon the problem, or further explain the technical or investigative task.

8. The discussion begins on a separate page. The format for your discussion will, of course, depend upon the type of report you are writing: feasibility study, proposal, recommendation report, manual, or other form. See Anderson for format. Generally speaking, however, you will need to do two things well: describe and argue.

   In describing your solution you should provide enough detail to satisfy the advisers and implementers. Remember to move from general principles of your operation before getting into specifics. Your description should be supported by well designed figures or charts. Anderson Chapter 7 (Discussion) and Chapter 11 (visual support).

   In arguing for your solution, you should define your criteria, evaluate your findings according to those criteria, and rebut alternative solutions. In other words, your argument—whether presented separately or together with your description—should present the evidence for your findings clearly, logically, and emphatically. Chapters 3,5, 7.

   Note: Both description and argument should be clearly segmented by headings, subheadings, bulleted or numbered lists, and white space. Anderson Chapter 7.

   Note: Supporting material not crucial to either description or argument belongs in the appendix.

9. The conclusions and recommendations section begins on a new page. Conclusions and recommendations mentioned briefly in the executive summary and introduction to the report should be discussed in detail here. Anderson Chapter 9.

10. The report has been revised and edited for clear, direct, logical, and concise sentences and paragraphs.

• Paragraphs:
  • Paragraphs open with controlling topic or transitional sentences.
  • Paragraphs follow a clear plan of development: narrative, claim and support, analysis, comparison/contrast, description, classification of parts.
  • Paragraphs are manageable in size—12-15 line maximum— and coordinated by repeated key words or transitional expressions.

• Sentences:
  • Sentences move from familiar material (first half of sentence) to unfamiliar and more difficult material.
  • Sentences are predominantly active, with "real" verbs.
  • Sentences open quickly, without long introductory phrases or "it is" and "there are" openings.
  • Sentences within paragraphs are unified by transitions and repeated "echo" words.

• Mechanics
  • Subjects and verbs agree; pronouns and antecedents agree.
  • References (which, this) are clear.
  • Like items are written in like (parallel) form, esp. in lists.
  • Punctuation is accurate and spare.
  • Word choice is precise, specific, and "plain."
  • Style is professional but friendly; suited to the audience.
  • Tone is positive and constructive, avoiding cynicism, arrogance, and other self-defeating attitudes.
  • Appearance: every page is inviting to read—through use of print & white space, paragraph size, headings, lists, highlighting, and transitions. Document follows the style guide from its field: citations, figures, charts, font size, margins, and all other conventions are followed consistently.

Readers cannot understand information flung at them [randomly], a chip of geography here, a piece of economics there, a funny story tossed in for good (or bad) measure. Instead, they require that a subject first be reduced to some understandable scheme.