The document defines the components of a formal report and compares them to informal reports. It outlines the typical sections of a formal report, including prefatory parts like the cover, title page, letter of transmittal, and table of contents, as well as the main body and supplementary parts like appendices and a bibliography. The summary provides the key information about each of the main sections while keeping within the 3 sentence limit.

1. FORMAL REPORT COMPONENTS IMRAN ID # 9714 MAAZ ID # 9702 Uploaded By [email_address]

2. 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.

3. The Difference b/w formal and informal reports Informal Formal Reader often internal often external or distant within organization Length usually short usually long sections and several sections subsections Tone personal more impersonal Title appears as subject line appears on separate in memo heading title page Transmittal page optional covering letter or memo Contents page none useful if report is over 5page

4. Formal report sections Prefatory parts Body or text of a report Supplementary parts

5. 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

6. The cover Gives report a professional appearance. Includes title and subtitle (author’s name and date are optional)

7. Title fly Contains only the report title and is optional, follows cover page

8. 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” author’s name, title, company, dept., address, phone, fax Date of submission

9. FINAL REPORT XYZ Corporation Jane Smith, VP Marketing Longhorn Consulting Bruce Springsteen, Faith Hill, Huey Lewis, Melissa Etheridge April 2006 Title page Template

10. Letter of Authorization A document requesting for preparation of report Specifies problems scope and time, money special instruction and due date.

11. Letter of Acceptance It confirms time, money, restrictions and other detail.

12. 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

13. 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

14. 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.

15. 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

16. 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..

17. Synopsis or Executive summary it is a condensed version of the report It include important feature, results and conclusion

18. Body or text of a report Introduction Discussion/body Conclusion recommendations

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

20. 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

21. 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

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

23. Supplementary part Bibliography Appendices Glossary Index

24. 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

25. Appendixes It contain any further material for understanding e.g. charts, pictures , tables etc.

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

27. Index A alphabetized list of report topics that includes the page on which the topic appears Usually reserved for long, complex reports.

28. Questions

29. THANKS