FORMAL REPORT FORMAL REPORT COMPONENTSCOMPONENTS

IMRAN ID # 9714

MAAZ ID # 9702

Uploaded By Imranudas@yahoo.com

What is reportWhat is reportBy definitionBy definition::

A report is concise ,accurate, A report is concise ,accurate, unbiased all inferences of the report unbiased all inferences of the report depends upon some evidence to help depends upon some evidence to help readers make an informed decision.readers make an informed decision.

The Difference b/w formal and The Difference b/w formal and informal reportsinformal reports

InformalInformal FormalFormal Reader Reader often internal often external or often internal often external or distant within organization distant within organization

Length usually short usually long sections andLength usually short usually long sections and several sections subsections several sections subsections Tone personal more impersonalTone personal more impersonal Title appears as subject line appears on separateTitle appears as subject line appears on separate in memo heading title page in memo heading title page Transmittal page optional covering letter or memoTransmittal page optional covering letter or memo Contents page none useful if report is over 5pageContents page none useful if report is over 5page

Formal report sectionsFormal report sections

Prefatory partsPrefatory parts Body or text of a reportBody or text of a report Supplementary partsSupplementary parts

Prefatory parts:Prefatory parts:

The coverThe cover Title flyTitle fly Title pageTitle page letter of authorizationletter of authorization letter of acceptanceletter of acceptance Letter of transmittalLetter of transmittal Table of contentTable of content List of illustrationList of illustration SynopsisSynopsis or or Executive summary Executive summary

The coverThe cover

Gives report a professional Gives report a professional appearance.appearance.

Includes title and subtitle (author’s Includes title and subtitle (author’s name and date are optional) name and date are optional)

Title fly Title fly

Contains only the report title and is Contains only the report title and is optional, follows cover pageoptional, follows cover page

Title pageTitle page A title page is the front page of report.A title page is the front page of report. Contains title and subtitleContains title and subtitle “ “prepared for” name, title, address of prepared for” name, title, address of

person for whom report is intendedperson for whom report is intended ““prepared by” author’s name, title, prepared by” author’s name, title,

company, dept., address, phone, faxcompany, dept., address, phone, fax Date of submissionDate of submission

FINAL REPORT

XYZ Corporation

Jane Smith, VP Marketing

Longhorn Consulting

Bruce Springsteen, Faith Hill,Huey Lewis, Melissa Etheridge

April 2006

Title page Template

Letter of AuthorizationLetter of Authorization

A document requesting for A document requesting for preparation of reportpreparation of report

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

Letter of AcceptanceLetter of Acceptance

It confirms time, money, restrictionsIt confirms time, money, restrictions

and other detail.and other detail.

Letter of transmittalLetter of transmittal

It explain the report directly to the It explain the report directly to the reader reader

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

messagesmessages

Letter of Transmittal TemplateLetter of Transmittal TemplateMIDWESTERN RESEARCH, INC.

1732 Midday AvenueChicago, IL 60607

Telephone: 312.481.2919

April 13, 2005

Mr. W. Norman W. BigbeeVice President in Charge of SalesAllied Distributors, Inc.3131 Speedall StreetAkron, 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. FranklinAssociate Director

Table of contentTable of content

Number and list of all section and Number and list of all section and sub sectionsub section

It include heading and sub heading It include heading and sub heading along with page number.along with page number.

It reveals overall structure of report.It reveals overall structure of report.

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

Table of content Template

List of illustrationList of illustration

Appears on a separate page Appears on a separate page immediately following the table of immediately following the table of contents contents

Title and page number of every Title and page number of every illustration must be includedillustration must be included

Lists all figures and pictures..Lists all figures and pictures..

Synopsis or Executive Synopsis or Executive summarysummary

it is a condensed version of the it is a condensed version of the report report

It include important feature, results It include important feature, results and conclusionand conclusion

Body or text of a reportBody or text of a report

IntroductionIntroduction Discussion/bodyDiscussion/body ConclusionConclusion recommendationsrecommendations

Introduction Introduction

It prepare the reader for discussion It contain It prepare the reader for discussion It contain

I.I. Explanations of how the report organized Explanations of how the report organized

II.II. Description of the problemDescription of the problem

III.III. Purpose of the report Purpose of the report

IV.IV. Scope (boundary) and Limitation of the Scope (boundary) and Limitation of the report report

V.V. Sources and methods of collection of Sources and methods of collection of information.information.

Discussion/body Discussion/body

It is the largest part of the report It is the largest part of the report It contain all the data that reader It contain all the data that reader

need need It contain information that support It contain information that support

conclusion and recommendation conclusion and recommendation

Conclusion Conclusion

It is draw from main body of the It is draw from main body of the report report

New ides are not presented New ides are not presented logical results of the evidence logical results of the evidence

presented in the report presented in the report Must be linked to purpose and Must be linked to purpose and

methods described in the methods described in the introductionintroduction

RecommendationsRecommendations

specific actions you suggest as a specific actions you suggest as a result of the information you have result of the information you have presented in the report.presented in the report.

Supplementary partSupplementary part

BibliographyBibliography AppendicesAppendices GlossaryGlossary IndexIndex

Bibliography Bibliography

It is list of sources e.g. books, that It is list of sources e.g. books, that are consulted during the preparation are consulted during the preparation of repotof repot

A list of references used in A list of references used in researching the reportresearching the report

Appendixes Appendixes

It contain any further material for It contain any further material for understandingunderstanding

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

GlossaryGlossary

An alphabetized list of words with An alphabetized list of words with definitions or explanations that are definitions or explanations that are unfamiliar or technical in nature.unfamiliar or technical in nature.

IndexIndex

A alphabetized list of report topics A alphabetized list of report topics that includes the page on which the that includes the page on which the topic appearstopic appears

Usually reserved for long, complex Usually reserved for long, complex reports.reports.

Questions Questions