17.3: Writing the Report

The sections below present the suggested format for a staff study report. Use only those portions of this format necessary for your particular report. If you omit certain paragraphs, renumber subsequent paragraphs accordingly.

By now you probably realize the staff study is a problem-solution report that presents data collected, discusses possible solutions to the problem, and indicates the best solution. It is not a style to solve a problem. You should mentally solve your problem, and then report the solution in writing. The format of the staff study report includes a heading, a body, an ending and, when necessary, the attachments.

Heading

Leave the MEMORANDUM FOR element blank; this allows the report to seek its own level. After FROM, enter your complete office address. After SUBJECT, briefly state the report’s subject; however, use a few extra words if this will add meaning to your subject.

Body

The body contains five parts:

1. Problem,
2. Factors Bearing on the Problem,
3. Discussion,
4. Conclusion and
5. Action Recommended.

The parts of the body align with the steps of problem solving, as shown below. No matter how you organize your report, stive to: make it brief, maintain a sequence of thought throughout, show the reader how you reasoned the problem through, and include enough information in the body of the report to make sense without referring to the attachments (but do use attachments for support, as needed).

Steps of problem solving	Body of staff study
Recognize the problem	Problem
Gather data	Factors Bearing on the Problem
List possible solutions	Discussion
Test Possible solutions
Select final solution	Conclusion (a brief restatement of final solutions)
Act	Action Recommended

 

1. Problem: The statement of the problem tells the reader what you are trying to solve. No discussion is necessary at this point; a simple statement of the problem is sufficient. You have ample opportunity to discuss all aspects of the problem later in the report.
2. Factors Bearing on the Problem: This part contains the facts, assumptions, criteria and definitions you used to build possible solutions to your problem. Devote separate paragraphs to facts, assumptions, criteria and definitions as shown in the sample study report. Obviously, if you write a report in which you have no assumptions or definitions, omit either or both. Include only those important factors you used to solve your problem. Briefly state whatever you include. Put lengthy support material in attachments. Write each sentence completely so you don’t force the reader to refer to the attachments to understand what you’ve written.
3. Discussion: This part of the report is crucial; it shows the logic used to solve the problem. Generally, some background information is necessary to properly introduce your problem. The introduction may be one or several paragraphs, depending on the detail required. Once the intro is complete, use one of the following outlines to discuss your thought process.
   1. When using the single best possible solution:
      1. List all possible solutions you think will interest the decision maker.
      2. Show how you tested each possible solution against the criteria, listing both the advantages and disadvantages. Use the same criteria to test each possible solution.
      3. Show how you weighed each possible solution against the others to select the best possible solution.
      4. Clearly indicate the best possible solution.
   2. When using a combination of possible solutions:
      1. List all the possible solutions you think will interest the decision maker.
      2. Show how you tested each possible solution against the criteria, listing both the advantages and disadvantages. Use the same criteria to test each possible solution.
      3. Show how you weighed each possible solution against the other possible solutions and why you retained certain ones as a partial solution to the problem.
      4. Show how and why you combined the retained possible solutions.
   3. When using the single possible solution:
      1. List your single solution.
      2. Test it against the criteria.
      3. Show how and why this solution will solve the problem.
4. Conclusion: The conclusion must provide a complete, workable solution to the problem. The conclusion is nothing more than a brief restatement of the best possible solution or solutions. The conclusion must not continue the discussion. It should completely satisfy the requirements of the problem; it should never introduce new material.
5. Action Recommended: Word the recommendations so your boss need only sign for action. Do not recommend alternatives. This does not mean you cannot consider alternative solutions in the "Discussion." It means you commit yourself to the line of action you judge best. You must relieve the decision maker of the research and study necessary to decide from several alternatives. Give precise guidance on what you want the decision maker to do; i.e., "Sign the implementing letter at attachment 1." (Normally, implementing documents should be the first attachment.) Recommendations like "Recommend further study" or "Either solution A or B should be implemented" indicate the decision maker picked the wrong person to do the study.

Ending

The ending contains the name, rank and duty title of the person or persons responsible for the report and a listing of attachments. Use the official memorandum format for the signature block and attachments.

Attachments

Since the body of the staff study report must be brief, relegate as much of the detail as possible to the attachments. Although seldom required, identify material needed to support an attachment as an appendix to the attachment. Include, as attachments, the directives necessary to support the recommended actions. Here is some addition guidance for attachments:

• The body may reference the authority directing the study. An attachment may contain an actual copy of the directive.
• The body may contain an extract or a condensed version of a quotation. An attachment may contain a copy of the complete quotation.
• The body may contain a statement that requires support. An attachment may state the source and include the material that verifies that statement.
• The body may refer to a chart or information in a chart. An attachment may include the complete chart (designed to fit the format of the report or folded to fit inside the report.)
• If directives or detailed instructions are required to implement the recommended action, include the drafts as attachments.

Tabs

Number tabs to help the reader locate attachments or appendices. Affix each tab to a blank sheet of paper immediately preceding the attachment. If it is not practical to extract the supporting material from a long or complex document used as an attachment, affix the tab to that page within the attachment or appendix where the supporting material is located. Position the tab for attachments as you would for an official memorandum (bottom right on tab cover page for attachment 1 and then slightly higher for each succeeding attachment so all tabs can be seen).