Long Formal Reports

Deciding on Report Format

• Formal reports
• Can be short or long
• Can be direct or indirect
• Can be informational or analytical
• Can be external or internal
• The parts you use depend upon what type of
report it is.
• For long reports, prefatory parts should have
their own pages.
Components of a
Formal Report

• Prefatory parts
• Text parts
• Supplementary parts
Prefatory Parts
for a Report
What is contained in each
of the following?
Cover
Cover Transmittal letter
Transmittal letter
Title fly
Title fly Table of
Table of contents
contents
Title page
Title page List of
List of illustrations
illustrations
Authorization letter
Authorization letter Executive summary
Executive summary
Acceptance letter
Acceptance letter Synopsis
Synopsis
Report Structure
• Cover
• Title page
• Letter of transmittal
• Table of contents
• Executive summary
• Report Body
- Introduction
- Background (History of the problem)
- Body
- Conclusions
- Recommendations;
Appendixes
Title Page

• Contains the following items:

- Title of the report
- Whom the report is prepared for
- Whom it is prepared by
- The release date
• The title should be detailed
• The release date is normally the date
the report is scheduled for discussion.
Letter or Memo of transmittal

• Transmittal letters are usually brief. The first

paragraph describes what is being sent and the
purpose for sending it. A longer transmittal
letter may summarize key elements of the
proposal in one or two sentences and provide
the recipient with other useful information.
Letter or Memo of transmittal

• Letter of transmittal if you are not a regular employee; a

memo if you are an employee
• Organize the transmittal in the following way:
- Tell when and by whom it was authorized and the
purpose it was to fulfill
- Summarize your conclusions and recommendations
- Mention and points of special interests in the report
- Point out any additional research that is necessary
- Thank the reader for the opportunity to do the work
Table of contents

• Table of contents lists the headings exactly as they

appear in the body of the report
• If report is less than 25 pages you may list all the levels
in the report
• In a very long report pick a level and put all the heading
on that level
Executive Summary

• An Executive summary or Abstract tell the reader what

the document is all about
• It summarizes the the recommendations of the report
and the reasons for the recommendation or describes
the topics the report discusses and indicates the depth
of the discussion
• A good abstract is easy to read, concise and clear.
Introduction & Background / History

• The introduction of the report always contains a statement

of purpose and scope and may include all of the parts in the
following list:
- Purpose
- Scope
- Limitations
- Assumptions
- Methods
- Definitions
• Background of the situation or history of the problem
• Enable later audiences to understand the basis of the report
Conclusions & Recommendations

• Conclusions summarizes points you have made in the

body of the report
• Recommendations are action items that would solve or
ameliorate the problem
• The sections are often combined if they are short
• No new information should be included in the
conclusions
• Conclusions are usually presented in paragraphs; you
could also use a numbered or bulleted list
• Number the recommendations to make it easy for
people to discuss them
A Formal
Report’s Introduction
• Ties the report to a problem or an assignment

• Tells the reader the purpose of the report

• Previews contents and organization of the

report
• Establishes tone of the report
Topics to Consider
in an Introduction

• Authorization
• Problem/purpose
• Scope
• Background
• Sources and methods
• Definitions
• Limitations
• Report organization
Final Sections of
the Report Text
• Summary
• Key findings of your report
• Conclusions
• An analysis of what the findings mean
• Recommendations
• Opinions about the desired course of
action
 Let’s
Discuss
Supplementary Parts

Explain what is contained in each of the

following:

• Appendix

• Bibliography

• Index
Prefatory Parts
of a Proposal

• Formal proposals may have a copy of a request

for proposal (RFP).
• The letter of transmittal should persuade the
reader you have something to offer.
• A synopsis or an executive summary provides a
preview of your proposal.
A Proposal’s Introduction
• Background or statement of
the problem
• Overview of approach
• Scope
• Report organization
Body of a Formal Proposal
The body must cover some specific
information:
• Proposed approach
• Work plan
• Statement of qualifications
• Costs

You may want to include a summary or

conclusion if you need another opportunity
for persuasion.
Proofreading Formal Reports and
Proposals

• Check over textual materials.

• Check visual aids:
• Is each visual necessary?
• Are the visuals accurate?
• Are the visuals documented?