FORMAL REPORT

COMPONENTS

IMRAN

ID # 9714

MAAZ

ID # 9702

Uploaded By
Imranudas@yahoo.com

What is report
By definition:
A

report is concise ,accurate,

unbiased all inferences of the report
depends upon some evidence to help
readers make an informed decision.

The Difference b/w formal and

informal reports
Informal

Reader

often internal

Length

Tone

usually short
several sections
personal

Title

Transmittal page

Contents page

Formal
often external or
distant within organization
usually long sections and
subsections
more impersonal

appears as subject line appears on separate

in memo heading
title page
optional
covering letter or memo
none

useful if report is over 5page

Formal report sections

Prefatory

parts
Body or text of a report
Supplementary parts

Prefatory parts:
The cover
Title fly
Title page
letter of authorization
letter of acceptance
Letter of transmittal
Table of content
List of illustration
Synopsis or Executive summary

The cover
Gives

report a professional
appearance.
Includes title and subtitle (authors
name and date are optional)

Title fly
Contains

only the report title and is

optional, follows cover page

Title page
A title page is the front page of report.
Contains title and subtitle
prepared for name, title, address of
person for whom report is intended
prepared by authors name, title,
company, dept., address, phone, fax
Date of submission

Title page Template

FINAL REPORT
XYZ Corporation
Jane Smith, VP Marketing

Longhorn Consulting
Bruce Springsteen, Faith Hill,
Huey Lewis, Melissa Etheridge

April 2006

Letter of Authorization
A

document requesting for

preparation of report
Specifies problems scope and time,
money special instruction and due
date.

Letter of Acceptance
It

confirms time, money, restrictions

and other detail.

Letter of transmittal
It

explain the report directly to the

reader
It present an over view to reader.
Written in informal tone.
Generally close with goodwill
messages

Letter of Transmittal Template

MIDWESTERN RESEARCH, INC.
1732 Midday Avenue
Chicago, IL 60607
Telephone: 312.481.2919
April 13, 2005
Mr. W. Norman W. Bigbee
Vice President in Charge of Sales
Allied Distributors, Inc.
3131 Speedall Street
Akron, Ohio 44302
Dear Mr. Bigbee:
Here is the report on the four makes of subcompact automobiles you asked me
to compare last January 3.
To help you in deciding which of the four makes you should buy as
replacements for your fleet, I gathered what I believe to be the most complete
information available. Much of the operating information comes from your own
records. The remaining data are the findings of both consumer research
engineers and professional automotive analysts. Only my analyses of these data
are subjective.
I sincerely hope, Mr. Bigbee, that my analyses will help you in making the
correct decision. I truly appreciate this assignment. And should you need any
assistance in interpreting my analyses, please call on me.
Sincerely,
George W. Franklin
George W. Franklin
Associate Director

Table of content
Number

and list of all section and

sub section
It include heading and sub heading
along with page number.
It reveals overall structure of report.

Table of content Template

TABLE OF CONTENTS
Executive Summary........................... 1

Introduction ....................................... 2
Background
Purpose
Scope
Research Questions
Report Organization
Research and Analysis...................... 4
Methodology
Findings
Conclusions & Recommendations..... 6
Appendices........................................ 7
Appendix 1: Survey questions
Appendix 2: Client proposal
Appendix 3: PowerPoint slides

List of illustration
Appears

on a separate page
immediately following the table of
contents
Title and page number of every
illustration must be included
Lists all figures and pictures..

Synopsis or Executive
summary
it

is a condensed version of the

report
It include important feature, results
and conclusion

Body or text of a report

Introduction

Discussion/body
Conclusion
recommendations

Introduction
It prepare the reader for discussion It
contain
I.
Explanations of how the report
organized
II.
Description of the problem
III. Purpose of the report
IV. Scope (boundary) and Limitation
of the report
V.
Sources and methods of collection
of information.

Discussion/body
It

is the largest part of the report

It contain all the data that reader
need
It contain information that support
conclusion and recommendation

Conclusion
It

is draw from main body of the

report
New ides are not presented
logical results of the evidence
presented in the report
Must be linked to purpose and
methods described in the
introduction

Recommendations
specific

actions you suggest as a

result of the information you have
presented in the report.

Supplementary part
Bibliography

Appendices
Glossary
Index

Bibliography
It

is list of sources e.g. books, that

are consulted during the preparation
of repot
A list of references used in
researching the report

Appendixes
It

contain any further material for

understanding
e.g. charts, pictures , tables etc.

Glossary
An

alphabetized list of words with

definitions or explanations that are
unfamiliar or technical in nature.

Index
A

alphabetized list of report topics

that includes the page on which the
topic appears
Usually reserved for long, complex
reports.

Questions