Company

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Your Company Name
123 Queen St W
Sault Ste. Marie ON  P8J 9L8
 
January 19, 2010
 
Recipient’s Name
Recipient’s Position
Recipient’s Company
480 Great Northern Rd
Sault Ste. Marie ON  P6B 5M6
 
Subject: Important words indicating content
 
Dear Recipient’s Full Name:
 
The introductory paragraph is two to three sentences long. It summarizes the content of the letter and clearly states your purpose of writing.
 
Body paragraphs are three to five sentences long each; there should be one to three body paragraphs, so long as the entire letter fits on one page. Itemize details where possible, as doing so helps the reader to
 

  • read quickly,
  • understand the message,
  • easily remember and refer to the message.

 
The conclusion paragraph is two to three sentences long. It states the desired action or indicates the next step, and thanks the reader.
 
Sincerely,
 
Your Signature                                       Your Signature                                       Your Signature
 
Your Name                                          Your Name                                          Your Name
Your Position                                       Your Position                                       Your Position
 
Encl.
 
Title of Proposal
 
 
 
Presented by:
Your Organization
123 Electric Ave
Funky Town ON  P7N 6H7
(705) 555-5555
your.address”email.com
 
 
 
 
 
 
 
Contact:
Group member name
Group member name
Group member name
 
 
 
 
 
 
 
Submitted to:
Recipient’s Organization
 
 
 
 
 
 
 
Submitted:
Monday, April 15, 2013
 
Summary
Summarize the main point/sentence from each content area, but not in the same words. Avoid low-information content. That is, don`t simply say “This report will discuss such-and-such, then evaluate so-an-so, and finally will draw conclusions.” In other words, summarize content, not structure. Also summarize the conclusions and recommendations in about 25 words. The summary is on a page of its own.

Table of Contents
Summary. ii
Table of Contents. iii
List of Figures. iv
Introduction. 1
Problem.. 1
Background. 1
Purpose. 1
Scope. 2
Discussion. 2
Subheading. 2
Subheading. 2
Subheading. 3
Conclusions. 3
Recommendations. 4
References. 5
Appendix A. 6
Title of Appendix. 6
 
List of Figures
Figure 1: Title of Figure ………………………………………………………………………………………………….. 2
Figure 2: Title of Figure ………………………………………………………………………………………………….. 3
Table 1: Title of Table ……………………………………………………………………………………………………. 4


Title in Mixed Case with Important Words Capitalized
Introduction
Problem
The introduction is the first component of the actual report. It details the circumstances leading up to the report and the reasons for the report. Use Introduction as the major heading for this main part. The problem (or needs analysis) focuses your report by presenting the topic, pinpointing the approach, and letting your audience know exactly what the report will cover and what approach will be taken. This statement is like a thesis. State the topic that you will be dealing with and mention how you will address it and what the solutions are. Try to stay under 50 words, and use no more than two sentences.
Background
The background section describes the project. The background lists the circumstances leading to the present situation and why the project or study is necessary. Include any general information that might be needed to interpret your findings.
Purpose
The purpose statement addresses the major factors that you had to keep in mind and states what you will do in the report. This listing or description should be in the same order as the information is presented in the body of the report. You could mention how the main sections of the report are divided. Use specific verbs like describe, explain, analyze, present and recommend, to explain your actions.
Scope
The scope outlines the limitations such as cost, time and other factors to indicate the circumstances that prevented you from getting information, or that established the parameters of your proposal. This section can be included as part of your purpose or background section.
Discussion
Subheading
This section should set out the technical data, graphs and details that support the rest of your report. Be sure that it contains all of the pertinent information that will convince your audience to follow your recommendations. A good discussion section should be organized in easy to follow subsections that move from facts and data to the analyses of that data. Set out the information in such a way that your audience can follow (and hopefully, agree with) your analyses.
Use the heading Discussion and then follow on the next line with a relevant “talking” subheading. Note: This is an APA guideline; often in business report writing, “Discussion” is not included as a heading. Instead, a descriptive “talking” heading is used.
Subheading
Organize the subsections in the discussion under separate subheadings. Most data should be presented in paragraph form. Where listing is used, the list must be introduced by a sentence. Double-space all text. Order your information in a recognizable pattern—chronological, special, cause & effect, classification, comparison, definition, process description, etc.
Subheading
Incorporate illustrations into the report body to make technical information accessible and easier to digest.
–           Refer to each figure or table in the text (…as shown in Figure 3).
–           Place figures (illustrations) close to textual references.
–           Number each figure consecutively (usually at the top of the figure).
–           Include a title, legend (if required) and a source reference.
–           Ensure that all figures condense data or enhance the text.
Place supplemental detail in appendices.
Sub-subheading. According to APA, sub-subheadings are bold, indented one tab, and followed by a period. The text follows on the same line after one character space. However, you may choose your own method of subordination, but remember that it must be logical, clear, and consistent.
Conclusions
Long, complex reports usually have separate sections for conclusions and resulting recommendations. It is becoming more usual to combine sections under one heading. Sum up the findings in the order they were introduced in the report. The conclusions must present no new information and should start with the most important conclusion. Conclusions can be beliefs or opinions based on the findings of your report. If you are stating an opinion, introduce it like this “In my opinion. . .”
Recommendations
Do not start a new page for this section. Use this section to advocate any action based on your findings. Introduce the list with a full sentence. List the recommendations, beginning with the most important recommendation first.
 
 
 
References
Doe, J. (2001). Title of book: Subtitle of book if relevant. (3rd Canadian ed.). Toronto: Fitzhenry & Whiteside.
Jones, M. (2004, February). Title of article. Title of Periodical, 5(10) , 88-89.
Smith, T., & Baracus, B.  (2008, June 17). Title of article from online database. Title of Periodical, 9(7), 54. Retrieved from http://database/url.html
 
 
Appendix A
Title of Appendix
Extra information that might be included in an appendix are such items as a sample questionnaire, correspondence relating to the report, maps, other reports, and optional tables. Each piece of supporting data is listed as a separate appendix. Essential information will be in the body of the report; the appendices should be used only for information that has a specialized audience or that is not essential.
Appendix is the main heading for this major part. The word Appendix should be followed by the capital letter indicating its rank (e.g. Appendix A). Under the major heading place a descriptive subheading. If the material is taken from a source, indicate the source in a note at the bottom.
The appendices appear in the order in which they are mentioned in the report. In the text of the report, refer to each appendix by name, in parenthesis, e.g., (see Appendix A).

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