Components Of Formal Report


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Components Of Formal Report

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  • Components Of Formal Report

    1. 1. FORMAL REPORT COMPONENTS IMRAN ID # 9714 MAAZ ID # 9702 Uploaded By [email_address]
    2. 2. What is report By definition : <ul><li>A report is concise ,accurate, unbiased all inferences of the report depends upon some evidence to help readers make an informed decision. </li></ul>
    3. 3. The Difference b/w formal and informal reports <ul><li>Informal Formal </li></ul><ul><li>Reader often internal often external or </li></ul><ul><li>distant within organization </li></ul><ul><li>Length usually short usually long sections and </li></ul><ul><li>several sections subsections </li></ul><ul><li>Tone personal more impersonal </li></ul><ul><li>Title appears as subject line appears on separate </li></ul><ul><li>in memo heading title page </li></ul><ul><li>Transmittal page optional covering letter or memo </li></ul><ul><li>Contents page none useful if report is over 5page </li></ul>
    4. 4. Formal report sections <ul><li>Prefatory parts </li></ul><ul><li>Body or text of a report </li></ul><ul><li>Supplementary parts </li></ul>
    5. 5. Prefatory parts: <ul><li>The cover </li></ul><ul><li>Title fly </li></ul><ul><li>Title page </li></ul><ul><li>letter of authorization </li></ul><ul><li>letter of acceptance </li></ul><ul><li>Letter of transmittal </li></ul><ul><li>Table of content </li></ul><ul><li>List of illustration </li></ul><ul><li>Synopsis or Executive summary </li></ul>
    6. 6. The cover <ul><li>Gives report a professional appearance. </li></ul><ul><li>Includes title and subtitle (author’s name and date are optional) </li></ul>
    7. 7. Title fly <ul><li>Contains only the report title and is optional, follows cover page </li></ul>
    8. 8. Title page <ul><li>A title page is the front page of report. </li></ul><ul><li>Contains title and subtitle </li></ul><ul><li>“ prepared for” name, title, address of person for whom report is intended </li></ul><ul><li>“ prepared by” author’s name, title, company, dept., address, phone, fax </li></ul><ul><li>Date of submission </li></ul>
    9. 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. 10. Letter of Authorization <ul><li>A document requesting for preparation of report </li></ul><ul><li>Specifies problems scope and time, money special instruction and due date. </li></ul>
    11. 11. Letter of Acceptance <ul><li>It confirms time, money, restrictions </li></ul><ul><li>and other detail. </li></ul>
    12. 12. Letter of transmittal <ul><li>It explain the report directly to the reader </li></ul><ul><li>It present an over view to reader. </li></ul><ul><li>Written in informal tone. </li></ul><ul><li>Generally close with goodwill messages </li></ul>
    13. 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. 14. Table of content <ul><li>Number and list of all section and sub section </li></ul><ul><li>It include heading and sub heading along with page number. </li></ul><ul><li>It reveals overall structure of report. </li></ul>
    15. 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. 16. List of illustration <ul><li>Appears on a separate page immediately following the table of contents </li></ul><ul><li>Title and page number of every illustration must be included </li></ul><ul><li>Lists all figures and pictures.. </li></ul>
    17. 17. Synopsis or Executive summary <ul><li>it is a condensed version of the report </li></ul><ul><li>It include important feature, results and conclusion </li></ul>
    18. 18. Body or text of a report <ul><li>Introduction </li></ul><ul><li>Discussion/body </li></ul><ul><li>Conclusion </li></ul><ul><li>recommendations </li></ul>
    19. 19. Introduction <ul><li>It prepare the reader for discussion It contain </li></ul><ul><li>Explanations of how the report organized </li></ul><ul><li>Description of the problem </li></ul><ul><li>Purpose of the report </li></ul><ul><li>Scope (boundary) and Limitation of the report </li></ul><ul><li>Sources and methods of collection of information. </li></ul>
    20. 20. Discussion/body <ul><li>It is the largest part of the report </li></ul><ul><li>It contain all the data that reader need </li></ul><ul><li>It contain information that support conclusion and recommendation </li></ul>
    21. 21. Conclusion <ul><li>It is draw from main body of the report </li></ul><ul><li>New ides are not presented </li></ul><ul><li>logical results of the evidence presented in the report </li></ul><ul><li>Must be linked to purpose and methods described in the introduction </li></ul>
    22. 22. Recommendations <ul><li>specific actions you suggest as a result of the information you have presented in the report. </li></ul>
    23. 23. Supplementary part <ul><li>Bibliography </li></ul><ul><li>Appendices </li></ul><ul><li>Glossary </li></ul><ul><li>Index </li></ul>
    24. 24. Bibliography <ul><li>It is list of sources e.g. books, that are consulted during the preparation of repot </li></ul><ul><li>A list of references used in researching the report </li></ul>
    25. 25. Appendixes <ul><li>It contain any further material for understanding </li></ul><ul><li>e.g. charts, pictures , tables etc. </li></ul>
    26. 26. Glossary <ul><li>An alphabetized list of words with definitions or explanations that are unfamiliar or technical in nature. </li></ul>
    27. 27. Index <ul><li>A alphabetized list of report topics that includes the page on which the topic appears </li></ul><ul><li>Usually reserved for long, complex reports. </li></ul>
    28. 28. Questions
    29. 29. THANKS