How to Write a Formal Report

A formal report is used to document the results of an experiment, a design, or to pass on any type of
information in a formal style. When writing a formal report it is important to ensure good English use and
to follow the correct format. A formal report that has been done correctly will leave the reader
understanding what has been done, why it was done, and the conclusion on what was done. Here is how
to write a formal report.

1. The Abstract or Summary - The abstract is the mini version of what the whole report will entail. The
abstract covers everything that is in the report but in a short format. Your abstract needs to pay special
attention to the objective, procedure, results, and conclusion. Your abstract is like the glue, holding all the
parts together. Many people will not read the whole report but will read the abstract so it is very important
that your abstract provide clear and concise information. It should be 1 to 2 paragraphs in length.
Although the abstract is considered the first part of a report you cannot write the abstract until you’ve
completed the report.

2. The Outline - The outline may or may not be included in the formal report. Generally it is not. However
it is an essential tool that helps you lay out your report and thought process in a format that will make
sense to your readers.

3. The Introduction - The introduction sets the tone for the entire report. It provides the reader with the
required information so that the balance of the report can be understood in the correct context. This is
also where any background information relating to your report are included. Your analysis or theory are
also included in the introduction.

4. The Discussion - The discussion is actually the body of your report. This is where you will elaborate
on what your introduction has stated and provide all the statistics, research, or supporting information to
back up your findings which you reported in the introduction. This should be in-depth and provide all the
information required to ensure the reader thoroughly understands the message the report is conveying.

5. The Conclusion - Your conclusion will summarize what you found and the conclusion you have
reached based on the facts and information you have presented to the reader. Your conclusion should
provide a thorough analysis and synopsis of your work

6. The Recommendations - The recommendations outline what you believe needs to occur based on
your research, your findings, and your conclusion. Your recommendations need to be in-depth enough to
provide the reader with enough information to be able to evaluate your recommendations and come to a
conclusion of their own.

7. The Appendix - Will list all resource materials you have used in your report giving proper credit to the
authors and their publications, books, or articles which were utilized.

When writing a formal report be sure to consider who your audience is and what the needs of the reader
are. You need to write in a style which communicates your message easily and without excess detail our
unnecessary fluff. Be sure to stay on what your report is about and stay on topic. Headings work well to
help keep your audience on track and they make the report easier to read. Make sure that the report flows
nicely by using transitional words like further, besides, therefore, or hence. Of course there are many
other transitional words you can use.
Now that you know how to write a formal report, the next time the boss asks for volunteers you’ll be up for
the task.