Long Formal Reports

Chapter: Twelve
Structure of a Long, Formal Report

Any long and formal business report has three

essential parts –

The Prefatory Part: This part includes the

introductory issues of the report.

The Report Proper: This part covers the main

issues and purposes of the report in detail.

Appended Part: This part includes the additional

information that might be important for the
reader.
 Components and Formality

Type of
Report
Audience

Length
Report
Needs

Prefatory
Prefatory Supplementary
Report
Report Proper
Proper
Parts
Parts Parts
Parts

Type of
Company
The Prefatory Part

The logical sequence of the contents of the

prefatory part is –
 Title fly
 Title page
 Authorization message/letter
 Transmittal message/letter, Preface/Foreword
 Table of Contents
 List of Illustrations/Figures
 Executive Summary
The Prefatory Part

Title Fly
It is the opening page of the report stating only the
title of the report.
The title should answer the five Ws –
Who: Company, department, sub-unit, person.
What: HR Training, Investment Plan, Sales Analysis
Where: Dhaka, Rajshahi, Netrokhona
When: Year, Month, Quarter, Week
Why: Process Improvement, Investment Decision
The Prefatory Part (Continued)

Title Page
Title page includes the title of the report,
identification of the reader and the sender, and
date of submission.

Authorization Message
The written message attached after to title page in
order to show the authorization of the research
source.
Title Page
Authorization Letter
The Prefatory Part (Continued)

Transmittal Message/Letter
 The transmittal message pass on the report from
the sender to the reader.
 Transmittal message should be delivered directly
without much explanation.
 Suggestions about follow-up studies, advise about
limitations of the report; etc can be added here.
 This message can be presented using personal
pronouns (you, I, we) or in conversational style.
Transmittal Letter
The Prefatory Part (Continued)

Table of Contents
This table is the report outline with page numbers
that previews the structure and contents of the
report.
It lists some issues under the prefatory part (i.e.
executive summary).

List of Illustrations/Figures
This list shows the locations of figures (i.e. charts,
graphs) and pictures in the report.
Table of Contents
The Prefatory Part (Continued)

Executive Summary
Alternative names include synopsis, abstract,
epitome, précis, digest.

 Stating all the major parts and findings of the

report with word economy.
 Stating all the suggestions (if any) in brief.
 Using either indirect order (introduction, body,
conclusion) or direct order by opening with major
findings and recommendations.
Executive Summary
The Report Proper
Introduction
 Origin of the Report
 Problem and Purpose
 Scope of the Report
 Background of the Report
 Methodology
 Definitions, and Acronyms
 Report Preview
 Limitations
The Ending Part
 Ending Summary
The Report Body  Conclusions
 Recommendations
Comprises of the
information, analysis,
and results Appended Parts
 Appendix
 Bibliography
The Report Proper

Introduction
Origin: It reviews the authorization and presents such facts
as when, how, and by whom the report was authorized.

Problem and Purpose: A problem statement is what the

report seeks to do, and the situation it addresses.
Purpose is also termed as Objective, Aim, Goal
alternatively. It states the reason for the report.

Scope: It states the boundaries of the report and clearly

defines what is and is not included in the report.
The Report Proper (Continued)
Introduction
Background: It gives a clear indication about how the
problem has developed and what has been done about it. It
shows the past investigations about the problem, and what
still needs to be done.

Methodology: It covers the technique that has been used to

collect the required data –
 Sources of data
 Type of data
 Survey design
 Techniques of data analysis
The Report Proper (Continued)
Introduction
Definitions, and Acronyms: It defines unfamiliar words, and
key terms of the report. These can be done within the text
as footnotes or in a separate part.

Report Preview: It explains the route of the report by

explaining the reason/s for following this route. It is the
summary of how the report has been structured.

Limitations: It sates the obstacles or problems that the

writer faced at the time of data collection and report
preparation.
The Report Proper

The Ending Part

Ending Summary: It presents the key or major findings of
the report without interpretations and/or analyses. Any new
issue/s can not be added in this section.

Conclusions: If there is a single problem, the conclusion

reviews the preceding information, analyses, and finally
answers.
In case of multiple goals, separate sections can be added.

Recommendations: It includes the course of action that

needs to follow to overcome the current problem.
The Report Proper

The Appended Parts

Appendix: It covers the supplementary information that
supports the body of the report. It usually includes –
 Questionnaire
 Working papers
 Summary tables
 Additional references
 Other reports

Bibliography: It includes a list of publications used in the

report. It is also alternatively known as Reference.
Appendix
Problem Statement

Problem statement takes one of the three

forms –
 Infinitive phrase
To identify the reasons of declining sales at Store X.

 Question
What are the reasons of declining sales at Store X?

 Declarative statement
Store X’s sales are declining, and management
wants to know the reason/s.
Factors of the Problem

Use of subtopics in information reports

“To review the activities of Company P in 2009”

Subtopics can include (but not limited to) –

 Production
 Sales and promotion
 Financials
 Information technology
 Human resources
Factors of the Problem (Contd.)

Hypotheses for problems requiring solution

“Sales of Store X has declined and Management

needs to know the reason/s”

Hypotheses can include (but not limited to) –

 Location of the store has caused the decline.
 Deficient product variety has caused the
decline.
 Income changes of consumer groups have
caused the decline.
Factors of the Problem (Contd.)

Bases of comparison in evaluation studies

“To determine whether Company X’s new plant

should be built in City A, City B, or City C”
Comparison bases can include (but not limited to) –
 Transportation facility
 Availability of skilled workers
 Presence of environmental pressure groups
 Proximity of markets
Organizing the Report

Organizing a report deals with the preparation of

an outline, which helps to group and order the
information and distinguish main points from the
supporting points.

A report can be outlined based on –

 Conventional System
Or
 Decimal System
Organizing the Report (Contd.)

Conventional System
Uses Roman numerals to show the major
headings and Alphabets and Arabic numbers to
show the subheadings, or lesser headings.

I. First-level heading
A. Second level
1. Third level, first part
2. Third level, second part
Organizing the Report (Contd.)

Decimal System
Uses Whole numbers to show the major headings
or sections. Decimals follow the whole number to
indicate each of the subsections in the outline.

1.0 First-level heading

1.1 Second level
1.1.1 Third level, first part
1.1.2 Third level, second part
 Constructing an Outline

I A I A
I
B B

II A II A
II
B B
III A III A
III
B B
IV A IV A
IV
B B

V A V A
V
B B