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Checklist for Reports

Module by: The Cain Project in Engineering and Professional Communication

Summary: This form can be used to evaluate several types of reports, including proposals and progress reports.

Introductory headings (or title page, if the report is formal)

Do the introductory headings include the

  • ______ - Source
  • ______ - Receiver
  • ______ - Date submitted
  • ______ - Addresses and telephone numbers
  • ______ - Name of contact if not the person named as source
  • ______ - Project number or other references
  • ______ - Title of the report or subject line
    • ______ - Can this report be distinguished from others in the file?
    • ______ - Is the purpose or nature of the report clear, not just the topic?
  • ______ - Does the layout of the page direct attention?
  • ______ - Do the introductory headings embody a graphic hierarchy?
  • ______ - Is the page aesthetically pleasing?

Letter of Transmittal

  • ______ - Does the letter present the report directly?
  • ______ - Do the contents help the reader understand the purpose or situation?
  • ______ - Do the contents reveal the importance or relevance of the report?
  • ______ - Does the writer express appropriate professional enthusiasm for the opportunity to have completed this project?
  • ______ - Is the style of the letter formal but warm?

Abstract

  • ______ - Has the writer chosen either an informative or descriptive abstract and followed its conventions?
  • ______ - Does the abstract contain any words that cannot be understood in context? Is the abstract complete?

Table of Contents, Table of Illustrations, or List of Figures

  • ______ - Are the lists complete?
  • ______ - Are the page numbers correct?

Introductory Summary or Evecutive Summary

Does the foreword review

  • ______ - the situation (or problem)
  • ______ - issues, tasks, or questions that are involved in the problem
  • ______ - the writer's responsibilities
  • ______ - the writer's primary communication purpose (to request, recommend, explain, or propose)
  • ______ - Does the summary of conclusions show a clear relation to the problem and issues?
  • ______ - Are the recommendations clear and precise?

Appendices

  • ______ - Are the appendices titled in such a way that their relevance to the report is clear?
  • ______ - Are the appendices arranged in the approximate order that a reader might need them?
  • ______ - Are the pages of the appendices clearly numbered?

For Proposals Only

  • ______ Explains why the work needs to be done
  • ______ Explains what benefits will result
  • ______ Explains what problem will be solved or what objective be accomplished
  • ______ Explains methods and project schedule
  • ______ Explains what methods will be used
  • ______ Explains who will use them
  • ______ Explains when the work will be done
  • ______ Includes a project schedule
  • ______ Explains proposer's qualifications
  • ______ Present costs

Far Progress Reports Only

  • ______ - Describes project succinctly but with sufficient detail for identification
  • ______ - Stresses accomplishments
  • ______ - Presents progress in a positive way
  • ______ - Contains a problem-flagging section on the first page

If organized by time:

  • ______ - Explains what work has been done in earlier periods
  • ______ - Explains what work was done this period
  • ______ - Contains sufficient information to enable management to make timely decisions

Report Evaluation

  • ______ - Does the report present something new?
  • ______ - Does the report emphasize its argument?
    • ______ - Does the organization make the logic clear?
    • ______ - Do the headings answer questions?
    • ______ - Do the lead sentences forecast the message of each paragraph?
    • ______ - Does the style of the writing make the main points highly visible?
  • ______ - Does the report subordinate analytical machinery and emphasize results instead?
  • ______ - Does the report distill recommendations? Is the phrasing clear and memorable?

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