It will help one to know how to create a long formal report.

1. A presentation on
“Organization and Content of a Long Formal
Report”
Leading University,
Sylhet

2. Prepared for:
Mohammad Awal Hossen
Lecturer
Department of Business Administration
Leading University, Sylhet.
Prepared by:
Poly Akther
Bhabna Roy
Sabyasachi Bhattacharjee
Abdul Kahhar Md. Jaki
Himadri Talukdar Puja
Shuvro Das Shuvo
Mousumi Chowdhury Tonni

3. Introduction:
Writing an effective business report is a necessary skill for communicating ideas in the
business environment. Reports usually address a specific issue or problem. Business
reports are a type of assignment in which you analyze a situation. Basically there are three
steps in a long formal report. These are:
1. Front Matters;
2. Body;
3. Back Matters.

4. Front Matter:
Front Matter is an extremely important element to writing any report. Whether it’s for a
specific company research or for other personal reports. The elements of front matter are:
1. Cover,
2. Title fly,
3. Title page,
4. Letter of transmittal,
5. Table of contents,
6. List of illustrations and
7. Foreward/preface.

5. Cover:
A report cover is a piece of printed stock that goes over one’s business reports. Report covers
allow these special documents to take the spotlight and make a larger impact.

6. Title Fly & Title Page:
Some reports open with a page that includes only the report title. This page, often treated
as optional, is commonly known as title fly. A title page is the front page of a report. It
contains title and subtitle of the specific report. In a title page, there are two things. One is
prepared for and another one is prepared by.

7. Letter of Transmittal:
The transmittal letter provides the recipient with a specific context in which to place the
larger document and simultaneously gives the sender a permanent record of having sent
the material. Transmittal letters are usually brief. The first paragraph describes what is
being sent and the purpose for sending it.

8. Letter of Transmittal Template
August 22nd, 2015
To
Mohammad Awal Hossen
Lecturer
Department of Business Administration
Leading University, Sylhet.
Subject: Submission of the report as an assignment.
Dear Sir,
Here is the report of our assignment named as Organization and Content
of a Long Formal Report given by you. We are truly enjoyed the days
while preparing the report. I tried to reflect the practical operational
aspects of the study, which is complementary to the theoretical lessons.
We are very glad that you gave us the opportunity to prepare the
assignment.
So, we therefore pray and hope that you would be kind enough to accept
our report as an assignment and oblige thereby.
…………………………………..
Sabyasachi Bhattacharjee
(On behalf of the members of the group crescendo)
ID No – 1421010005
Batch – 37th
Department of Business Administration
Leading University, Sylhet.

9. Table of Contents:
A table of contents usually headed simply "Contents" and abbreviated informally as TOC, is
a list of the parts of a book or document organized in the order in which the parts appear.
The contents usually includes the titles or descriptions of the first-level headers, and often
includes second-level or section titles (A-heads) within the chapters as well, and
occasionally even third-level titles (subsections or B-heads).
Title Page Number
Introduction and
Summary
3
Scope and Objective 4
Applicable Documents 5 – 7
Body of the Report 8 – 10
Conclusion 11 – 12
Reference 13
Appendix 14

10. List of Illustrations:
The figures and tables that are included in the document appear on a separate page
immediately following the table of contents. In list of illustration title and page number of
every illustration must be included. And lists all figures and pictures also to be included.
Illustrations
1.1 Vulva on horseback (modern replica) 3
1.2 Ambulant phallus (modern replica) 4
1.3 Woman pushing a phallus- filled wheelbarrow (modern
replica)
4
1.4 Phallus-vulva pair (modern replica) 5
1.5 Bulbous bottom, crypt console 18

11. Foreward/Preface:
A preface is a brief introduction written by the author, as opposed to a foreword, which is
an introduction written by another person that usually comes before the preface.

12. Body:
The body section expands and develops the material in a logical and coherent manner,
reflecting the structure outlined in the Introduction. It contains a description of the
findings and a discussion of them. It should also relate the findings to any theory of
relevance. It includes
1. Executive summary;
2. Introduction;
3. Text discussion;
4. Ending summary;
5. Conclusion;
6. Recommendation and
7. Reference.

13. Executive Summary:
An executive summary, or management summary, is a short document or section of a
document, produced for business purposes, that summarizes a longer report or proposal or
a group of related reports in such a way that readers can rapidly become acquainted with a
large body of material without having to read it all. For example:
“When business readers pick up a long formal report, they expect to see certain elements arranged in a
specific manner. There are three parts in a long formal report. These are front matters, body, back matters.
These three parts have so many elements. On them some are mandatory and some are optional.
In chapter one, we discussed about the front matters of a long formal report. We also discussed about the
elements of the front matters.
In chapter two, we discussed about the body of a report. In body there are some elements which a report
maker must have to include. These elements were discussed.
And finally in chapter three, we discussed about the back matter of the report. The elements were included
here.”

14. Introduction:
The introduction is certainly the most read section most delicate part of the writing of a
report. It includes such topic as:
1. Authorization: The first part of the introduction might include a review of the facts of
authorization that is when, how and by whom the report was authorized.
2. Purpose: It also called objective of a report. It focuses on the goal, aim of the report.
3. Scope: It is closely related to purpose. It indicates the boundaries of the problem.
4. Limitations: It means anything that create obstacle while making the report.
5. Research method: The writer has to clarify the research method followed. That is how
he collected the report information. There are two types of research method. One is
primary method, and another one is secondary method.
6. Literature review/Definitions: A literature review is a text of a scholarly paper, which
includes the current knowledge including substantive findings, as well as theoretical
and methodological contributions to a particular topic.
7. Report preview: In this section the writer should tell the reader how the report will be
presented, what topic will be taken first, second, third and so forth.

15. Text Discussion:
It follows the introduction and consists of major sections or chapters that present, analyze,
and interpret the findings gathered as part of writer’s investigation. Normally, it comprises
the bulk of the reports content. As of fact, this part is the report. With the exception of the
conclusion or recommendation section that follows, the other parts of the report are
attached parts.

16. Ending Summary:
Unlike executive summary ending summary reviews only highlights of facts. It may be
stated as the key findings of the report, prefaced from the body and stated or listed in the
order in which they appear in the body. The reports that do little more than present
information, an ending summary of the major findings may be included.

17. Conclusions:
A conclusion is the last part of something, its end or result. When you write a paper, you
always end by summing up your arguments and drawing a conclusion about what you've
been writing about. In another words conclusion means "finally, to sum up," and is used to
introduce some final comments at the end of a speech or piece of writing.

18. Recommendations:
Recommendation should be written concisely; any reason for recommendation should only
be given if necessary. It should be ambiguous and the suggestion should be implemented. A
vague recommendation usually results from insufficient research.

19. References:
Reference is a relation between objects in which one object designates, or acts as a means by
which to connect to or link to, another object. The first object in this relation is said to refer
to the second object. The second object – the one to which the first object refers – is called
the referent of the first object.

20. Back Matter:
The parts of the report that follow the body of the report may be treated as back matters. A
long formal report usually may contain:
1. Appendixes,
2. Index,
3. Glossary and
4. Bibliography.

21. Appendixes:
It supplements materials presented in the report text and includes statistical tables,
questionnaires, and texts of legal statues. An appendix is back matter that provides
supplementary information about the book, providing details, updates, and corrections to
earlier material.

22. Index:
An index is used to find terms in the text. This back matter is composed of an alphabetized
list of terms, and indicates where in the text these terms are used. The index is like a travel
guide to the book itself.

23. Glossary:
A glossary (sometimes known as an idioticon, vocabulary, or clavis) is a collection of terms,
typically alphabetized, from the book. The task of this back matter is to explain new,
uncommon or specialized terms, providing a clear definition for the reader—think of it like
an attached and personalized dictionary.

24. Bibliography:
A bibliography (also called a works cited or reference list) is a list of books or sources that
have been used in the book at hand, or are relevant in some way. There are varying types of
bibliographies, and varying levels of detail. The annotated bibliography, for example,
provides publishing information as well as a description of the text and its relevance.